Professional Flub #25: The Form Letter

I occasionally get form letters, as I am sure that you do, that are clearly sent to dozens of other executives, maybe hundreds, all of whom may be attending the same event.  These letters address me as if I were a potential event sponsor or attendee when, in fact, I may be presenting at the event or moderating a panel.

I routinely advise these organizations that this activity is occurring, but they are determined to continue in this practice, probably because it is easier to use a single, huge email list rather than customize or edit the list to fit the purpose.  Put simply, using form letters and unedited mailing lists is bad form.  It is not only unprofessional it is hugely aggravating and undermines the receiver's confidence in the event organizer's ability to run their own event in a pleasing manner.

It is especially shocking when I and the event organizer know that we are only talking about a few hundred names to be kept straight.  It is not as if we are talking about organizing a major political convention.

The automotive industry, like a lot of industries, is more like what I consider to be a neighborhood.  After a few years many of the participants know one another and appreciate being remembered and resent being addressed en masse.

So please, if YOU are organizing an event, don't disrespect your participants or your prospective attendees by crossing up your lists and addressing industry colleagues as if you have forgotten who they are.  It's just not good form.