How to Answer the Phone Well at Work

Clarity, conciseness, cheerfulness and good manners are key when answering the phone at work.


Step1
Speak clearly.


Step2
Use the company's preferred greeting, if there is one. If not, state the name of the business.


Step3
Be polite and responsive, giving the caller your full attention. Remember that at that moment, you're the company's representative.


Step4
Be as helpful as possible, even if it's not exactly your job to answer the phone.


Step5
Learn how to use the phone's features smoothly.


Step6
Ask permission first if you must put the caller on hold: "Would you mind holding for 1 minute?"


Step7
Don't forget the caller is waiting. Ask them periodically if they'd like to continue to hold, call back or leave a message.


Step8
Transfer the caller to someone who can help, if you can't.


Step9
Take a good message, if applicable, and pass it on to the recipient.


Step10
Thank the caller.



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How to Address the President

Until you can whistle "Hail to the Chief" with any degree of ease, prepare to greet the president of the United States with a handshake.




Step1
Stand when you hear "The Star-Spangled Banner" (the U.S. national anthem), which is always played at the occasion of the president's appearance.


Step2
Rise when the president enters the room, if you are not already standing.


Step3
Address the president as Mr. President or Ms. President when speaking to him or her.


Step4
Address all correspondence to The President of the United States of America, The White House, 1600 Pennsylvania Avenue, Washington DC, 20500.


Step5
Say "the president" or "the president of the United States" when introducing the president to others.


Step6
Put out your right hand and shake his or her proffered one.



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How to Address an Envelope

Sending personal letters was replaced by emails years ago, at least for the most part. Business letters are still being sent and therefore there is still a need to know how to properly address an envelope. Addressing an envelope properly helps get your letter to the correct destination on time.



Step1
To address an envelope, print the return address neatly in the upper left-hand corner of the envelope.


Step2
Begin by writing the sender's name and/or the company's name on the first line of the address.


Step3
Add the sender's street address (include Ave., St. or Blvd., as well as apartment, office or suite number) or post office (P.O.) box number on the second line.


Step4
Include mail-stop numbers, for mail distribution within a large company, where an apartment or suite number would appear on the second line.


Step5
Print the city name followed by a space, the two-letter capitalized state abbreviation and the ZIP code (five-digit or ZIP+4) on the third line.


Step6
Include the country name, if necessary, in capital letters on the fourth line of the address.


Step7
Print the mailing address (the destination address) in the center of the envelope or package, putting each element of the address in the same order as outlined in Steps 1 through 6 above.


Step8
Attach proper postage to the upper right-hand corner of the envelope, on the same side of the envelope as the destination address and return address.

How to Address a Letter

The heading is the first thing we read in a letter, and although it's pretty standard fare, it says a good deal about the writer. Here are a few easy steps to help you address a letter.


Step1
Write the heading and address to match the letter. If your letter is handwritten, handwrite the address. Typed letters should have typed addresses.


Step2
Use the form of the recipient's name that he or she uses. For instance, a man who uses John A. Harding III on his own correspondence should be so addressed in your letter.


Step3
Write your return address in the upper right-hand corner, unless your stationery is preprinted.


Step4
Date your letter. For informal correspondence, a simple "Wednesday" placed below the return address is fine. For an important or formal letter, or one that answers a question or expresses a complaint, use the full date.


Step5
Skip two lines, then write the salutation using a name that's appropriate to the context of your letter and relationship. Does the relationship dictate "Dear John," "Dear Johnny," "Dear Mr. Harding," "Dear Juan," or another name?


Step6
Choose a salutation that matches the occasion. Formal letters may use "Dear," which is in no way a term of affection in this case. "Dearest," of course, is all affection.


Step7
Place a colon or comma after the name. A colon is generally used in a more formal letter.


Step8
Opt for "To whom it may concern" when you aren't sure of the recipient's name.

How to Accept a Gift Graciously

Remember that graciousness is part manners, part compassion.

Step1
Smile and say thank you, no matter how odd, ugly or wrong the gift is. A sincere show of appreciation is the only appropriate response.


Step2
Hold the sweater up to yourself and tell Aunt Bess how perfect it is for your trip to Cape Cod. Open the book and gush over the pictures. Put the frame on the mantel and "ooh" and "ahh."


Step3
Let the giver know how you might use a gift of money. "Oh, Gran, now I can finish art school," "I'm off to Istanbul" or "Here's my new car."


Step4
Live with the gift and learn to love it if it's engraved, monogrammed, specially made or specially ordered.


Step5
Keep in mind that something like an engagement ring might be difficult to exchange, but it's not always impossible. Be as diplomatic as humanly possible.


Step6
Talk to the giver in private if the gift is too expensive, too sexy or not suitable to the occasion or your relationship. Never discuss such things in public.


Step7
Write a more effusive thank-you card for a more special gift. In public, however, every gift gets equal time.