Although this concept isn't new to anyone, being consistent in your business (especially in the financial planning industry) is HUGELY important!

For starters, something as simple as using the same font on ALL correspondence creates a sense of familiarity and unity. The font that you choose isn't as important (as long as it's an easy to read font) as using the same one over and over. A lot of offices use whatever font they feel like for that day or the font varies depending on the person writing the correspondence (i.e. planner vs. assistant). This just creates a messy feel to your company and that's never good in this industry.

Letterhead is another thing that should be used in the same fashion. Some of you have "electronic" letterhead which I think is fantastic! For those of you that don't, it is very inexpensive to do and allows you to send letters on company letterhead via email (also having an electronic signature is great so you can "sign" the electronic letters). If you currently have your letterhead printed at a print shop, they should be able to create an electronic version for you very quickly and cheaply. Remember if your logo is on the top of the letterhead you need to have "second page" letterhead that does not have any logo on top (both the electronic copy and the hard prints). For those of you that print your letterhead in-house -- meaning you have an electronic letterhead and print your letterhead with your letters -- it is important that you use the same stock of paper on all of your correspondence. If your assistant is sending out letters on linen paper, then you need to send them out on linen paper and not on whatever paper happens to be in the printer.

As far as outgoing mail, decide if you're going to handwrite your envelopes or type them. I've seen both approaches used and both have good philosophies -- the ones that type all of their correspondence believe this is most effective because it portrays a professional look. Those that handwrite their envelopes believe their mail gets opened quicker and more often because it stands out from the rest of the mail. Personally, I feel there is a time and a place for both beliefs. If you have a good relationship (meaning you meet with them frequently and they refer you clients) then stick with the typed correspondence -- they like you enough to open your mail. If you're just another financial guy to your clients, handwrite their address on your company envelope. This is because these types of clients just believe it's another solicitation when they get a generic envelope. Obviously, regardless of which approach you take, you should have envelopes that match your letterhead on a nice paper and mass mailings such as newsletters, etc. should be sent out with labels or typed addresses to save time. The only time this doesn't apply (typing addresses) is holiday cards and personal notes for your A+ and A clients -- make sure those are handwritten (both the envelope and the message on the inside) -- the more personal you can make this type of correspondence the more points you get!

Another simple thing to implement is how you want your clients addressed by your staff -- first name or with salutation -- Mr. Jones. Again I've seen both used and it just depends on how you want your office run. Again, the key is having everyone stay consistent.

Remember this isn't something that's going to make you huge money right now. However building your image and creditability with your clients will! Lastly, all of these "silly" things should be written out in your company's procedure manual.