1 January 2025
Office Group Card Etiquette: 7 Rules HR Wishes You Knew
Avoid awkward moments. Learn when to send, who to include, what to write, and how to handle sensitive situations.
Rule 1: Include Everyone Who Works With the Person
The quickest way to create tension is leaving someone out. If you are organizing a card for a designer, include the PM, the engineer, the researcher, and the copywriter they partnered with. When in doubt, cast a wider net. It costs nothing to add another signer.
Rule 2: Give People Enough Time
Forty-eight hours is the minimum. Post the link Monday morning for a Wednesday birthday. Post Friday for a Monday departure. Last-minute Slack messages at 4 PM create pressure and low-quality messages.
Rule 3: Seed the Card With a Good First Message
The first message sets the tone. If you write 'Happy birthday!', everyone else writes 'Happy birthday!'. Write something specific: 'Happy birthday! That presentation you led last month was a masterclass in stakeholder management. Enjoy your day.' Others will follow your lead.
Rule 4: Keep Inside Jokes Readable
A reference only three people understand alienates everyone else. If you must include one, add context: 'Remember the coffee machine incident of 2023? Still legendary.'
Rule 5: Avoid Sensitive Topics
- Age references unless the person jokes about their own age
- Weight, appearance, or health comments
- Salary, bonus, or promotion comparisons
- Personal relationship status
- Politics or religion
Rule 6: Handle Departures With Care
If someone leaves on bad terms, do not organize a card. It forces people to choose between participation and authenticity. Instead, let individuals reach out privately if they want to. For neutral or positive departures, a card is appropriate.
Rule 7: Deliver at the Right Moment
Schedule delivery for 9 AM on the day. Not midnight. Not during their 10 AM meeting. Morning delivery lets them start the day with the card. If it is a farewell, schedule for their last morning so they leave with it fresh in mind.
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