We’re all glued to our phones. We tap, swipe and schedule our way through the workday, convinced that efficiency equals professionalism. But somewhere between the calendar pings and the LinkedIn requests, we’ve forgotten something important: the small gestures that make people feel seen, respected and valued.
These aren’t grand gestures or expensive investments. They’re the tiny details that signal, “You matter to me.” And in a world where everyone’s often half-present and over-scheduled, these details are more powerful than ever.
Here are seven professional courtesies that separate the memorable from the forgettable:
1. Put Their Name First on Calendar Invites (and Spell It Correctly)
When you send a meeting request, don’t title it “Meeting with Martha Piland.” That’s about you. Instead, write “Martha Piland + [Your Name]: Q1 Strategy Discussion.” Put their name first. Spell it correctly. Make the subject line about the purpose, not just the fact that you’re meeting. These are small moves that show you’ve thought about their time and their calendar.
2. Always carry business cards—yes, still
QR codes are convenient. They’re also forgettable because a person may not want to immediately add you to their contacts. A physical business card is a tangible reminder of your conversation. It sits on someone’s desk. It gets tucked into a wallet. It creates a visual anchor for your relationship. Have cards on hand, especially at mixers, networking events or business development meetings. Don’t make people work to remember you. They probably won’t.
3. Present certificates in a frame or folio
If you’re recognizing someone’s achievement, don’t hand them a floppy piece of paper. Put that certificate in a nice frame or presentation folio. It shows you value their accomplishment enough to make it display-worthy. That speaks volumes. The extra effort transforms a transaction into a moment of pride.
4. Stand up to shake hands
When someone approaches you, stand up to greet them. Shaking hands from a seated position is awkward and sends a message that you can’t be bothered. Standing up shows respect. It says, “You’re worth my full attention.”
Adjust your style to what works best for your situation. If you’re unable to stand because of mobility limitations, lean forward, extend your hand first and make warm eye contact. The other person will get the message.
5. Respond to emails within 24 hours—even if it’s just to say you’ll follow up
No one expects you to have all the answers immediately. But you do need to acknowledge receipt. A quick “Got your email and I’ll have a response for you by Thursday” shows you’re reliable and respectful of their time. It also keeps the person from having to follow up wondering if the message landed in your spam. Radio silence signals indifference whether you mean it or not.
6. Use people’s preferred names and pronouns
If someone introduces herself as “Elizabeth,” do not call her “Liz.” And never make up nicknames unless you know the person well and have permission.
If they share their pronouns, use them. These aren’t political statements—they’re basic respect. Paying attention to how people want to be addressed shows you’re listening and that you care about getting it right.
7. Send a Handwritten Thank-You Note After Important Meetings
An email thank-you is fine. A handwritten note is unforgettable. After a pitch, a partnership discussion or a referral connection, take five minutes to write a short note on a nice notecard or quality stationery. This is rare enough now that it stands out. It shows you’re willing to invest personal effort in the relationship and demonstrates gratitude for the other person’s time (which is most likely scarce and jam-packed).
The Bottom Line
None of these gestures cost much or require special training. They just require a little thought and practice.
Thinking of the other person creates an impression that lasts long after the conversation is over. In a world where everyone’s distracted and half-present, the person who shows up fully—who remembers the details, honors the courtesies and makes others feel valued—is the one people want to work with.
So put down the phone. Pick up the pen. Stand up. Spell their name right.
The little things? They’re everything.
MB Piland is a marketing firm helping clients with culture, leadership training and employer brand development. Want to know more? Call Martha direct at 785.969.6203 or
Black phone photo by Getty Images. Leopard coat photo by Malvestida. Both on Unsplash.
