The Timeless Art of Handwritten Notes

By Beau Wasson

Just as Bobby Flay elevates a simple backyard meal, so too do you elevate the fine art of correspondence with carefully crafted thank you notes. Ok, so maybe you feel more like Guy Fieri when you write, but I am here to help. A well-constructed, hand-written note conveys an important message to the recipient: you care. Whether your subject is a superior, peer, or subordinate, a written note leaves a lasting impression. To draft an effective note requires an understanding of the audience, the occasion, and the appropriate format.

Having successfully shirked my responsibility to draft numerous thank you notes over the years, my first professional requirement came as a company commander. As a commander, I had three distinct experiences giving and receiving notes that taught me the potency of this mode of communication. Aware of my limited ability to provide rewards, recognition, and highlight key life events as a company commander, I endeavored to write personalized notes for key life events and achievements that did not merit an award. Following my Brigade Commander’s New Year Reception, a fellow company commander encouraged us to write thank you notes for hosting us. Lastly, my Commander took the time to write letters to the parents of the Brigade’s senior leaders. In these letters, he expressed his sincere gratitude for the contribution of the leaders and the sacrifices their families have made.

In each case, the notes served to express gratitude and appreciation for the recipient. Sincere expressions of gratitude can strengthen teams, lead to reciprocity, and motivate subordinates. We often significantly undervalue the positive effect of gratitude on both the recipient and ourselves. Writing a note requires time and thought, which communicates to the recipient that they are worthy of your time and thought. Other modes of communication do not require as much time or consideration. In addition to the numerous benefits of writing a note or letter, it is often simply the right thing to do. My mother would be mortified if I failed to point out that proper etiquette and basic manners demand notes at key occasions. Despite my protestations, she beat into taught me to consider the audience, occasion, and format prior to constructing notes.

 A Message with Purpose: Identifying the Audience

Before putting pen to paper, it is crucial to consider the audience of your note or letter. Understanding who will be receiving your message allows you to tailor your words and tone appropriately. In the military, you may write to a diverse audience ranging from subordinates to superiors. When writing to civilians you must consider the position and your relationship to determine the appropriate tone.

You should strive to convey respect, professionalism, and gratitude when writing to a superior. Letters to superiors will typically be the most formal. Both the address on the envelope and salutation in the letter should contain the recipient’s rank and name, without abbreviations. Express your appreciation in a formal and courteous tone.

When writing to peers or colleagues, you can adopt a more relaxed and friendly tone while maintaining professionalism. Acknowledge their contributions and collaboration on shared challenges. It can be appropriate to include a joke or allusion to a shared experience, with caution. A handwritten note to a peer can strengthen relationships and foster a sense of camaraderie in both military and civilian settings.

When addressing subordinates or junior personnel, your note should reflect your role as a leader and mentor. You can help provide them an example to follow by writing notes that are formal, yet familiar. For example, writing the subordinates full rank and name on the envelope and their first name in the salutation can strike this balance. Your message should include personalized comments that make it clear to the recipient that you are thinking about them.

Letters aren’t confined to individual recipients.  Not only might your recipient freely share your letter, you might intend to write for a wide audience. Commanders routinely publish command messages to commemorate important events, provide encouragement prior to an arduous mission, or acknowledge the successes of their unit. In these situations, your tone should be familiar, inspiring, and inclusive. This type of letter can be a powerful tool for building cohesion and fostering a sense of belonging (see here).

Moments of Significance: Occasions to Write a Letter

Handwritten notes and letters should not be reserved for only the most special or momentous occasions. In fact, it is typically more striking and impactful to receive a letter at an unexpected moment. Letters and notes carry your appreciation, support, or desire to connect on a personal level to the recipient. Set guidelines for yourself to help you become habituated to writing. Strive to write a note or a letter every two weeks or every time someone you have worked with takes command, receives an award, or PCSs. There are many occasions that can warrant the time and effort to draft a handwritten note:

Significant Achievements or Milestones: When a member of your team is promoted, takes a leadership position, receives an award, accomplishes an academic achievement, or builds a family, a handwritten note can convey your pride and admiration for their accomplishments. Notes focused on positive achievements and milestones should be short, acknowledging the recipients hard work, dedication, and impact on the team.

PCS and Retirement: Writing a heartfelt note to your superiors, peers, or subordinates who are PCSing or retiring demonstrates your respect, gratitude, and recognition of their faithful service. Good PCS notes should be short and should reflect on their impact on the organization (or nation), capture your gratitude, and express your well wishes for the future. Don’t forget to write thank you notes to your superiors, co-workers, and subordinates when you are leaving an organization. Retirement notes should contain the same, but can be much longer depending on your familiarity with the recipient.

Condolences: In times of loss or bereavement, a handwritten note can provide solace and support to those who are grieving. Within the military, condolence notes can be an unobtrusive way to let a subordinate or peer know you are thinking about them without overburdening them with a phone call or text. Offer sincere condolences, and express your willingness to provide any assistance needed.

Holidays and Occasions: Take advantage of holidays to express your gratitude and appreciation to those around you. Birthdays, anniversaries, or festive seasons provide an excellent opportunity to spread joy and strengthen bonds through handwritten notes.

Just Because: Sometimes, the most meaningful notes are the ones sent without a specific occasion. Sending a handwritten note to express your appreciation, support, or simply to let someone know you are thinking of them can have a profound impact on their day and strengthen your relationship.

To Parents: As previously mentioned, one of my Brigade Commanders sent my parents a letter detailing his gratitude for my service and their sacrifice. My parents were extremely proud to receive this letter, which in turn made me feel appreciated. By sending the letter to my parents, instead of directly to me, he created a public display of his gratitude with the people that I most cared for. Doing this can strengthen trust and build a sense of community within your organization.

Remember, the act of writing a letter itself can be a meaningful occasion. Take the time to reflect on the accomplishments and experiences of those around you, and seize the opportunity to express your sentiments through the written word.

Crafting an Impression: Correct Formatting

The format of a handwritten note or letter contributes to its overall impact and professionalism. While there is room for personal style and creativity, adhering to a few formatting guidelines can ensure clarity and readability. Here are some key elements to consider:

Stationery and Writing Instruments: Choose high-quality stationery or notepaper that reflects the formality and significance of your message. A smooth writing instrument, such as a quality pen or fountain pen, can enhance the writing experience and leave a lasting impression. While the right tools are helpful in professionalizing your message, don’t let it stop you from writing. As long as you aren’t writing a thank you note to your boss on margarita stationary from your last Cinco de Mayo party, just get started writing.

Salutation and Greeting: Begin your letter with a respectful salutation, addressing the recipient by their appropriate title and name. If you have a personal relationship with the recipient, you can opt for a more informal greeting. “Dear” is typically only used in a salutation to convey a close personal connection, use sparingly.

Length of the Letter: Consider the appropriate length of your letter based on the occasion and your relationship with the recipient. Short, concise letters are suitable for quick messages or expressions of gratitude. On the other hand, longer letters can be appropriate for more significant occasions or when you want to provide detailed feedback or reflections.

Body of the Letter: In the body of the letter, clearly and concisely convey your message. Be specific and thoughtful in your words, addressing the recipient’s achievements, challenges, or contributions. Keep the tone positive, supportive, and uplifting.

Closing and Signature: End your letter with a closing that matches the tone of your message, such as “Very Respectfully,” “Sincerely,” “With Gratitude,” or “Best Wishes.” If you are feeling very formal, try George Washington’s preferred complimentary close, “I have the honor to be, with great respect, Sir/Ma’am, your most obedient and humble servant.” Sign your name legibly, and if applicable, include your rank or position to add a professional touch.

Date and Envelope: Ensure that you include the date on your letter to provide context and a point of reference. When mailing the letter, address the envelope neatly and accurately, using the proper mailing format. Don’t get cute on the envelope (e.g. PVT Wasson, Cupboard under the stairs, Barracks, Fort Potter). Always include your return address and postage if you intend to mail the letter. Letters can be hand delivered (often my preferred method) or placed in the hands of the USPS.

Remember, the overall presentation of your handwritten note or letter reflects your attention to detail and professionalism. Taking the time to format your correspondence properly shows respect for the recipient and enhances the impact of your message.

Linguistic Craftsmanship: Tips for Writing your Note

When it comes to writing a handwritten note or letter, craftsmanship in choosing the right words is essential. Here are some principles to consider:

Economy of Words Invigorates Composition: Strive for clarity and brevity in your writing. Use concise and powerful sentences to convey your message effectively. Avoid unnecessary repetition or verbosity.

Find the Right Word: In selecting your words, aim to find the most precise and evocative term to express your thoughts and feelings. Don’t settle for weaker substitutes, it will only deprive your writing of force. It is better to take the time to find the word that has the right “je ne sais pas,” than to select an imprecise word that may interfere with your meaning. 

Express Authenticity and Sincerity: Write from the heart and be genuine in your expressions of gratitude, appreciation, or support. Let your words reflect your true sentiments and emotions. As the 1950 Armed Forces Officer Guide correctly points out, “For lucidity and sincerity, the important thing is to say what you have to say in whatever words most accurately express your own thoughts.”

Proofread and Edit: Before finalizing your letter, take the time to proofread and edit for any spelling or grammatical errors. A well-written and error-free note demonstrates your attention to detail and professionalism.

By incorporating these principles, you can ensure that your handwritten note or letter conveys your message effectively and resonates with the recipient.

Conclusion

In a world dominated by digital communication, the art of handwritten notes and letters remains a powerful tool for military leaders and civilians alike. By understanding the audience, recognizing the occasions to write, employing correct formatting, and following the principles of craftsmanship in words, leaders can cultivate strong relationships, motivate their subordinates, and express gratitude and appreciation effectively.

So, dust off that pen and stationery, and embrace the timeless art of handwritten correspondence. With each note you write, you have the opportunity to make a lasting impact and demonstrate your dedication to fostering meaningful connections within your organization and beyond. 

About the Author:

James “Beau” Wasson is an active duty Army Major serving as the S3 for the 130th Engineer Brigade, in Schofield Barracks, Hawaii. As an Engineer Officer, Beau has previously served as a Battalion S3, a Project Manager in USACE – New Orleans District, Commander of the 902d Engineer Construction Company in Germany, and deployed to Operation Enduring Freedom as a Platoon Leader in the 1st Infantry Division. Beau graduated from the United States Military Academy in 2010 and holds an M.S. in Engineer Management from MS&T (2015) and a Masters of Operational Studies from CGSC (2021). He is a Project Management Professional and Certified Associate in Engineer Management. Beau enjoys any time spent outdoors, especially with his wife, daughters, and son. He has contributed to the Engineer Professional Journal, the Center for Junior Officers Blog, and the From the Green Notebook blog.

Opinions expressed here are those of the author and do not represent those of the United States Army, the Department of Defense, or the United States Government.