Revisiting Written Communication

In the scene that is the genesis of Saving Private Ryan, we see General George C. Marshal read aloud the “Bixby Letter” written by President Abraham Lincoln to a mother who lost five sons in the American Civil War. Although taken from a fictional movie, albeit with a basis in reality, the scene conveys the power of the written letter. While not having the option of email at his hands or the telephone, the handwritten note to Mrs. Bixby was a humble gesture by a sitting President of the United States to someone who had lost so much. In the age of email, text, and social media, I believe that we have lost some of the personal touches for crafting correspondence to our peers and subordinates when expressing gratitude or condolences. Over the last 11 years, I have received six written letters from my superiors for various reasons but have saved each one of them because of the personal energy and thought that went into them. Some are simple “thank-you notes,” while others are personal, after-action reviews of success and failures. From these small items, I have learned that a personal touch makes communication much more effective.

One of the greatest lessons I learned in effective communication came from a peer. Taking command of a tank company in 2018, I executed the standard relief in place expected of officers taking command. Property layouts, sitting in on training meetings and having one-on-one conversations with my predecessor. Once the day came, I signed the orders and conducted the ceremony, and that was it. I was now in command. After refreshments were served, I walked into my office, and sitting on the desk was a green notebook with my name and a letter inside from the previous commander. In this letter, he explained some of the dynamics that our last conversations could not. He explained relationships and his struggles and perceived failures as a commander. This small item was one I hadn’t forgotten and one the same commander would repeat when I followed him and took command in his stead of a second company a year later. I used this technique during my changes of command for the incoming commanders, hoping they would gain additional insight into the unit they would lead.

I learned from these change of command letters the value of different forms of communication.

I learned from these change of command letters the value of different forms of communication.  In, such, especially in the written form, making yourself vulnerable and honest was what made these stand out to me. When starting the relief in place and prior to the actual change of command, I always sang the praises of the organization I was about to leave and its achievements past and present. Sure, there was always something on the deadline report or a UCMJ case that needed reviewing, but when exiting a job, a sense of confidence mixed with mental defense in the work you have done always creates a mind trap. These unconscious feelings prevent you from conveying the facts or areas where you may have failed that need attention. In writing two of these letters over 26 months, I put pen to paper the last night of each of my respective commands. It allowed for a final reflection and a chance to explain where I failed and how I would have approached a problem differently. The following day, I would put the letter in a new green notebook, leave it on the desk, and proceed to relinquish the guidon to the new commander. Although I would always be available to chat or answer any questions, I felt that I had done all I could to enable the new commander.

Another example of an effective handwritten communication tool is the “star note” or recognition by any leader in the conveyance of gratitude or praise. These simple notes are always hand-signed, if not wholly handwritten, and usually unexpected. Used for anything from birthdays, anniversaries, promotions, or condolences. these notes convey that a leader has taken the time to recognize a notable event in a soldiers life. Shortly after the Major selection board results were released, I received three notes from leaders congratulating me on my selection. I had never met two of those individuals, but it showed that someone noticed the accomplishments of me and my peers. Further, when I served in a general officer’s headquarters, I learned that my superior’s handwritten notes were not only written to recognize individuals on their achievements, but also a way of maintaining relationships. As we move our separate ways through permanent change of station moves, or just large life events in general, a personal letter of recognition allows mentors and leaders to check-in and congratulate former team members. Handwritten correspondence is also effective at addressing the family’s accomplishments that are behind the Soldier.

As we move our separate ways through permanent change of station moves, or just large life events in general, a personal letter of recognition allows mentors and leaders to check-in and congratulate former team members.

President Lincoln gives a final example of the power of writing down a leader’s thoughts. Evan Bruccoleri cites an excellent example in “Learning & Leading from Mistakes: Balancing “Winning Friends & Influencing People” with “Radical Candor.” In the article, Bruccoleri details President Lincoln’s letter to Major . General George Meade, criticizing him for not pursuing General Lee after Gettysburg. Realizing the effort would only provide cathartic relief, President Lincoln decided not to send the letter. Laying out his thoughts, Lincoln understood that his criticism of Meade would be fruitless and that its criticisms would only be self-serving. While time does not allow all correspondence to be written, the pen to paper approach provides a lens that enables a leader to greater reflection on the message they are sending.    

The written letter can be an effective tool in transitioning between two leaders, allowing greater introspection of an organization’s good and bad. Looking back at my time as a company commander, I know there were things I didn’t verbally articulate well enough or fell into a thinking trap when trying to convey the strengths and weaknesses of the organizations I commanded. Using this method, I gathered my final thoughts and passed my best wishes for the success of those who followed. While not necessary for all occasions, the handwritten letter has its place in the range of tools a leader can use to communicate effectively. While not having the range of social media or the luster of an award, personal correspondence conveys gratitude for a soldier’s accomplishment. Letters can be used to show that leaders care even in the worst of times.

Bret Wilbanks is an active duty Armor officer attending the Command and General Staff College at Fort Leavenworth, Kansas.