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Easy ways to personalize form letters

by on
in Office Technology,Workplace Communication

Standardized replies save you time but can cost you good will. Create templates and common paragraphs that you can pop into an e-mail or letter, then easily personalize. Use these shortcuts:

  • Enter data for contacts the way it should appear when merged into letter fields. Example: If the general manager's first name is Robert but no one ever calls him anything but Skip, the greeting on an informal letter should be "Dear Skip."Note: Whenever you merge source documents with form letters, spot-check the results to ensure the fields match. Computer-generated errors strip away any value of attempting to personalize a letter.
  • Keep notes on your contacts with others. Example: By recording previous correspondence, you'll avoid sending the same response twice. Personal details also enable you to add an opening or closing line to a letter that points to a direct connection with the contact. Example: "I look forward to seeing you at next month's widgets convention."
  • Handwrite a note in the top margin of a form reply or on an attached business card to add the personal touch.

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