Business Etiquette/Business Letter Question

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Expert: - 1/10/2012


Question
Hi Cynthia,

I am trying to give our grant materials a new look this year.  Previously, we listed a lengthy board member list on the left side of the letterhead as discussed earlier on this site.  Would it be appropriate to not list the board members and send a separate sheet with them listed as an enclosure?  Our board member list holds 21 names, and there are 3 others that we have been listing along with their titles and lines skipped between.  It pretty much fills up the left side of the page, taking 1.5 inches even though I put these names in a 9 point font.  I am trying to save space as well as give my materials a new look.  What is the accepted format for a non-profit grant letter?

Thank you,
Reba

Answer
Dear Reba:
I apologize for taking so long to reply to your inquiry.  There is no etiquette rule that states you must list your Board of Directors and other officers on your letterhead.  It would be perfectly acceptable to add them to a separate sheet of paper and enclose the list with whatever materials you send out to interested parties. Just list them alphabetically.

However, from a marketing point of view, oftentimes an organization is judged by the recognition of the names of its Board members.  The average letter is read for 13 seconds and if there is no easily found recognizable name the recipient sees on the main letter, the recipient may not read further and may disregard the entire contents of the envelope.  I would talk that over with your colleagues and see if they agree that could be a problem.

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Cynthia W. Lett

Expertise

Author of "That's So Annoying - An Etiquette Expert On The World's Most Irritating Habits And What To Do About Them" . One of the few Certified Etiquette Professionals (CEP) and Certified Protocol Professionals(CPP) earned by examination through the International Society of Protocol & Etiquette Professionals (www.ispep.org). I will be happy to answer your questions about business or social etiquette, international customs or protocol issues.

Experience

Ms. Lett has trained over 100 etiquette professionals worldwide to teach the subject to professionals and children. She has worked in 102 countries and is expert in doing business in unfamiliar cultures. Ms. Lett is principal of The Lett Group since 1983. Professionally, Ms. Lett is the founder of and serves as Executive Director of the International Society of Protocol & Etiquette Professionals headquartered in Washington, DC.

Organizations
University Club of Washington, DC She is an active member of the National Speakers Association, American Society for Training and Development; Women Business Owners; Professional Convention Management Association; and past member of the American Society of Association Executives; Foundation for International Meetings (Board of Governors 1986-1987). She was elected into Who's Who of American Women; Who's Who of Advertising Executives; 2000 Notable American Women; Who's Who of the World's Women; Who's Who of U.S. Executives and Who's Who of the World.

Publications
Ms.Lett is the author of "That's So Annoying: An Etiquette Expert On The World's Most Irritating Habits And What To Do About Them" available wherever books are sold and at www.thatssoannoyingbook.com. She has been featured and quoted in publications such as Successful Meetings, Meetings and Conventions, Meeting News, Business Travel News, Washington Business Journal, Washington Post, New York Times, Regardies Magazine, Wall Street Journal, The Robb Report, Entrepreneur Magazine, The Harvard Business Review, Ohio Business Review, Training and Development Journal, CIO Magazine and others

Education/Credentials
Certified Protocol Professional Certified Etiquette Professional Certificate: Adult Learning Techniques - George Washington University Master-Legal Studies - Antioch School of Law BS - Restaurant, Hotel & Institutional Management - Purdue University BA - Public Relations / Interpersonal Communications - Purdue University

Awards and Honors
Distinguished Darden Professor - Purdue University

Past/Present Clients
During 1990, Ms. Lett planned a series of Business Exchange meetings in the Soviet Union for entrepreneurs from the United States who wished to learn about joint ventures with the Soviets in many different fields. She is featured in the PBS special – Pioneer Living – as the protocol expert. Ms. Lett is also the etiquette expert for the Fine Living Channel and currently featured in Survival Guide – Office Etiquette. She is also a frequent expert on etiquette issues for Fox Cable News.

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