Business etiquette: when to send a card at work (or not)
Knowing when to send a card at work can be surprisingly difficult. Knowing what to write can also be a challenge. You want to sound warm and genuine without being too familiar, while a message that is too formal can feel distant and insincere.
In this blog, we’ll look at card etiquette at work, including if (and when) to send a card, whether to choose a group or individual card and how to find the right words for the occasion.
For the fundamentals of writing a greeting card, check out our blog on Card messages in English: What to write and how to say it.
Table of Contents
When a card is appropriate at work
There are many different situations in which you might need to send a card at work, but there are also some situations where it might not be appropriate. Understanding card etiquette can help you decide what is suitable for different occasions and relationships.
Occasions that usually call for a card
In English-speaking workplaces, it can be helpful to know when to send a card to someone you work with. Some examples might be:
However, these aren’t universal rules, and each workplace is different. If you join a new company and you’re unsure, ask a colleague about what they usually do and the card etiquette in your workplace.
Occasions where a card might not be necessary or expected
Not every event needs to be marked with a card. For a small professional achievement, it might be better to have a quick in-person chat to say congratulations or send a message to the person. For example, if someone does a great report or contributes to a successful team presentation, a short appreciative message is more suitable than a formal card.
You might also want to think twice before giving a card for a very personal occasion if you don’t know the person well, for example, a sympathy card or a get well soon card. In some workplaces, this could feel intrusive rather than supportive.
If cards are rarely exchanged in a company, suddenly giving someone an individual card might seem unusual and attract more attention than the thoughtfulness of you giving the card. On the other hand, if cards are a normal part of office life, not giving one could seem strange. This means that getting to know the culture of the workplace is very important, so you know when to send a card.
Individual card or group card? How to decide
Once you’ve figured out that giving a card is appropriate, the next question is whether you should sign a group card or give an individual one from just yourself. Choosing between the two is an important part of workplace card etiquette.
A group card is a single card that is passed around a team or workplace, with each person adding a short message before it is given to the recipient. This is common in the UK, where sending greeting cards is very popular.
When a group card makes more sense
When several people want to give a card to someone at work for the same occasion such as leaving their position, it might make sense to give a group card. This could work particularly well if you’re part of a large team.
It’s also useful when your relationship with the recipient is mainly professional. You can write a few words, use the others’ messages for inspiration, and keep it formal whilst also showing that you care.
Finally, if you’re more of a junior employee, signing a group card can be a good idea. It shows that you’re part of the team but it doesn’t make you stand out.
When an individual card is more appropriate
An individual card makes more sense when you have a close working relationship with someone or when the occasion is more personal.
For example, if a colleague has supported you throughout an important project, you might choose to give them a card yourself when they leave the company. Condolences are also often better expressed individually, particularly if you know the person reasonably well.
Your message should reflect the level of familiarity that you usually have with the recipient. If you know the person they have lost, for example, then you can write something a bit more thoughtful and less generic.
How your message should change between a group and individual card
It’s important to know the difference between what you should write and the length of what you should write in each of the different cards.
Group card messages
Messages in a shared card are usually short, warm and relatively neutral. Remember that other people will be able to read what you wrote, so try not to make it too personal by using inside jokes or by telling personal stories.
That being said, it does need to be personal enough to feel genuine. Instead of writing the same best wishes that a lot of people have already in a leaving card, you could say that it was nice working with you and to wish them luck in their new role.
Individual card messages
An individual card gives you more freedom to include personal details. If you’ve worked closely with someone, you can mention a shared experience, thank them for something, or explain why you’ll miss working with them if they’re leaving.
Key considerations of what to write in a group card
When you’re thinking about what to write in a group card, often, a few words are enough. You likely won’t have much space in a shared card so keep these things in mind:
- How well do I know the person? This determines the tone and phrasing you should use.
- What is the occasion of the card?
- Who else is signing the card? Is there anything I should not say because others could read it?
- What will other people write? You may want to express your wishes in a slightly different way so it doesn’t sound so repetitive.
A quick card etiquette checklist before you write
Before you think about when to send a card, consider the following:
- Do I send a card or is a face-to-face chat more appropriate?
- Is there a group card going round for me to sign or should I send an individual one?
- Does my message match my relationship with the person?
Remember – workplace card etiquette doesn’t follow any clear set of rules. Decide what you think is appropriate and choose words that show you care in an appropriate way for you and your relationships at work.
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