COMMUNICATION ETQUETTE
2 March 2008Q. How should I distribute invitations at school to a non-school related party or event?
A. When inviting school classmates to a home party, follow the school’s policy for extending invitations. In the absence of a policy, keep in mind that when invitations are passed out at school, excluded students may have their feelings hurt. If all the students in the class can not be included, invitations should be issued discreetly and outside of the school environment (ex. after school, by mail, by phone).
Q. What is the proper way to answer the phone?
A. When answering the phone at your desk say…”Hello, this is Mr. Smith” Do not say phrases such as “Mr. Smith here!” or simply “Hello” .
Q. What is the polite way to leave a voice mail message?
A. Repeat your name and telephone number twice when leaving a voice mail message. S
Q. What is the best way to utilize a home-office (SOHO) telephone system?
A. If you have a home-based business…Install a second line for business-use only and have an automatic answering system that picks up automatically if you are on the other line. Therefore, eliminating busy signals and portraying a professional image to your clients.
Q. When receiving a telephone call at work, should you say the name of the company?
A. If you are answering the telephone at a business, it is polite to state the company’s name in your greeting.
Q. Can I use my company letterhead for personal correspondence?
A. Avoid using business stationery for non-business letters such as personal thank-you notes and invitations to events that are not business related.
Q. I received a retirement gift from a group of individuals and was wondering if I should send a handwritten thank you card or use a word-processing program and send a copy to the entire group.
A. A handwritten thank-you card on nice personal stationery (not company letterhead) would be more appropriate than a typed and signed letter. If the gift was sent by your old company’s department or unit, you could simply send a thank-you card to the department head, director or communication contact. However, if you knew each sender personally, you should send individual thank-you cards to each person. This simple act of kindness will show that you appreciated their gesture and value their friendship.
Q. If you have received a phone call from someone whose number you did not have originally, but it was captured on Caller ID (no message was left on your voice mail) is it inappropriate to call the person back?
A. No, it is appropriate to call someone back only when he or she requests a call back and leaves their return phone number.
. Are speakerphones rude?
A. No, simply ask permission before putting a person on the telephone’s speakerphone
Q. I need some tips on holiday greeting card etiquette…
A. Update your holiday greeting cards and list annually. Pay special attention to friends or relatives who have experienced life changes such as a marriage, divorce or a death in the family and address cards accordingly.
Q. When should a thank-you card be sent after receiving a gift?
A. Always remember to send a thank-you note or card within two weeks of receiving a gift. However, sending a late thank you acknowledging reception of a gift is better than sending a belated correspondence.
Q. What is the proper etiquette for announcing a marriage that has already taken place?
A. A marriage announcement should be sent out within a day or two of the marriage but may be sent up to a year after a marriage that has taken place.
Q. Who calls back when disconnected on the telephone?
A. When there is poor telephone connection or when you are disconnected, the individual who originated/initiated the call is responsible for calling back the other party.
Q. Should you send thank you cards to family for Christmas/holiday gifts?
A. A thank-you card should always be sent if you did not open the gift in the gift giver’s presence or anytime you wish to express sincere appreciation for a gift received.
Q. At my recent surprise birthday party I received some generous gifts and some less valuable gifts. Are thank you notes sent to everyone regardless of gift size?
A. It is customary to send a thank-you card for all gifts received, regardless of gift size or value.
Q. What is a polite way to turn down a dinner invitation?
A. What is a polite way to turn down a dinner invitation? When replying to an invitation, convey your sincere regret by responding with something such as, Thank you for the kind invitation, but I will be unable to attend as I have a previous engagement.
Q. When is it appropriate to address someone by their first name?
A. Use first names when addressing someone only after being asked to do so.
Q. What is the proper way to address a letter/card to a widow?
A. A recent widow may be addressed as Mrs. (husband’s name). However, if she is not recently widowed, she may be addressed as either Mrs. (her name) or Ms. (her name) Communications Etiquette writing written letters
Q. How should I respond to an invitation to a formal event when there was no response card enclosed with the invitation?
A. How should I respond to an invitation to a formal event when there was no response card enclosed with the invitation. If an RSVP with a telephone number is given on the invitation, a phone call with your reply is sufficient. If however, the formal invitation was issued in third-person format, a reply note written also in the third-person is appropriate. For additional information regarding RSVPs, please consult the Manners 2000 Volume I Social Graces and Table Manners Video.
Q. Is it necessary to apologize for not immediately returning a phone call that had been originally initiated by yourself?
A. All telephone calls should be promptly returned, regardless of who initiated the original phone call.
Q. I have sent out invitations for a sit down luncheon at a restaurant and I still have not had a response from numerous people. Should I call the people and verify their schedule and how soon before luncheon should I contact them?
A. Yes, it is appropriate to call the guests so that you may give the restaurant an accurate head count and one week in advance would be an appropriate timeframe.
Q. I married last year and have yet to send my thank- you cards. Should I forget about them or still send them out?
A. Thank-you notes for wedding gifts are expected and it is never too late to send them, but at this time, the sooner, the better.
Q. What is the proper etiquette when using CALLER ID?
A. When using CALLER ID, avoid greeting a caller by using his name before he says “Hello” and identifies himself.
Q. How soon should I reply to a holiday event or party invitation?
A. Reply (R.S.V.P) to an invitation as soon as possible - preferably within one week after receiving the invitation
Q. Is it rude to use your cell phone in a social environment?
A. Always use discretion when using a cellular phone in a social environment; refrain from placing cell phone calls and only answer cellular calls after excusing yourself from the immediate area.
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