Professional Notes for the 21st Century: A Guide to Modern Etiquette
New rules of tone and style for handwritten professional notes: Part 1 of 3
If you’d prefer to listen instead of read this post:
Last week, I wrote about “The Changing Art of Personal Note Writing.” Today, I turn to notes we write in a professional context—to associates, employees, clients, and prospects in our businesses, nonprofits, or other organizations—and I’ll explore changes over the last 75 years.
Readers of my book HEARTSPOKEN: How to Write Notes that Connect, Comfort, Encourage, and Inspire will find an entire chapter called “Take It To The Office: Business and Professional Notes.” Connection is the secret sauce of any successful business, and this involves cultivating your professional relationships. These typically fall into three categories: 1) Clients, customers, and prospects; 2) Employees; and 3) Business Associates.
While many of the trends in professional note writing are similar to the ones I found for personal, there are enough differences and more best practices, so I plan to cover them in a three-part series instead of one post:
New rules of tone and style for handwritten professional notes - today’s topic
Beyond thanks: Creative uses for handwritten notes in today’s workplace
Writing notes that foster respectful and authentic connection
Conversational tone: from formal to friendly
Whether you write a note by hand on corporate notecards or type on your organization’s letterhead, today’s tone is much warmer and less formal than in the 1950s. Being specific about why you’re writing is also important for customizing your message:
1950: "Dear Mr. Johnson, Thank you for the opportunity to meet. I am honored to have had the chance to discuss potential business opportunities."
2025: "Hi James, You were so generous to carve time out for our conversation over coffee yesterday. I enjoyed our conversation about the upcoming project and deeply appreciated your insights into how we can work together to make it a huge success."
Gender-neutral language
Modern practice and sensitivity encourage avoiding gender specific titles unless you’re sure of a person’s preference.
1950: "Dear Sir," or "Dear Madam."
2025: "Dear Alex," or "Dear Team," avoiding assumptions about gender.
Conciseness
1950: "I wanted to express my gratitude for the opportunity to collaborate with your esteemed company. Your insights were invaluable in clarifying the next steps we need to take and the project timeline."
2025: "Thanks so much for your help with the project! Your insights made a big difference and I look forward to working with you on the details." Short and sweet.
Use of first names
1950: "Dear Dr. Smith," or "Dear Mr. Jones."
2025: "Hi Emily," or "Dear Robert," if the relationship allows.
Customization of Stationery
Your choice of stationery can reflect your own or your company’s personality even before you write words on it, and I recommend you have at least two types on hand: an informal notecard (foldover or single panel) that has your name and your company’s name or logo on it and also some more formal organizational letterhead for longer letters. Professionals committed to writing heartspoken notes and letters will have them both on hand for convenience.
1950: Standard white or cream note cards.
2025: Branded cards with your company logo, or colorful, personalized designs.
Example: A card embossed with your name and title, e.g., "Jessica Taylor | Marketing Specialist."
More casual closings
Again, we see a trend towards less formal and more warmth and friendliness.
1950: "Yours truly," or "Respectfully yours."
2025: "Warm regards," or "Best." I often use President George H.W. Bush’s favorite closing, “All the best.” Our 41st president wrote thousands of notes in his lifetime.
I’d love to know what trends you’re seeing in the way notes are written in a professional context.
Remembering John Hancock on January 23
John Hancock, born on January 23, 1737, was a Founding Father of the United States and the first person to sign the Declaration of Independence. His bold and flourishing signature became a symbol of defiance and confidence, so much so that “put your John Hancock here” became synonymous with signing your name. National Handwriting Day, celebrated on his birthday, honors not just his iconic signature but the art and personal touch of handwriting itself—a reminder of how our written words can connect and inspire others.
You might enjoy this post I wrote several years ago: “January 23 is National Handwriting Day—Celebrate!”
Can you read cursive writing?
The Citizen Archivist Project may be just what you’re looking for. Here’s an excerpt from Sarah Kuta’s article in the online “Smithsonian Magazine:”
The National Archives is brimming with historical documents written in cursive, including some that date back more than 200 years. But these texts can be difficult to read and understand— particularly for Americans who never learned cursive in school.
That’s why the National Archives is looking for volunteers who can help transcribe and organize its many handwritten records: The goal of the Citizen Archivist program is to help “unlock history” by making digital documents more accessible, according to the project’s website.
Coming up…
Next week, I’ll share some ideas and examples of creative professional notes that will make you stand out in today’s workplace. Don’t miss it — if you’re not already subscribed, click this button now.
It’s almost here: Heartspoken Ambassadors Membership
Before the end of the month, I’ll be launching my Heartspoken Ambassadors membership program through this Substack platform for those who want to up their note-writing game. Rest assured you’ll continue getting these weekly emails to enrich your epistolary life.
But if you’ve ever wished for even more guidance, more prompts, more examples, and more inspiration to take your note-writing to the next level, get ready to see what additional support and resources will be offered for those who want to write notes with more ease and confidence.
Have a great week, and always remember: whether written or spoken,
words from the heart will never fail you!
This is evolution of communication—
Interesting, Elizabeth. As usual. I'm getting quite an education from you and your posts on the history and changes in note writing.