Business cards are internationally considered as a means of introduction and information exchange but in many cultures they are also regarded as a representation of the individual. The basic etiquette rule is to present your card in your best manner in which you would present yourself.

The practice of using business cards is of recent origin. The gentry and colonists of the earlier centuries used visiting cards which were ornamented and carried the unique stamp of the aristocrat. As the entrepreneurial era dawned, more and more traders used trade cards to give addresses and maps to guide the customers to their shops because formal street numbering did not formed. The business card became a practical tool for small entrepreneurs to provide contact information.

Business cards serve several useful purposes. It creates a professional setting in which business can be discussed. It is a tangible reminder about the interaction with the person. By giving accurate details about the name, address, email and telephone numbers, it serves as the one-spot reference for contact. It is a practical tool for prospecting for leads, generating discussions and closing in on opportunities. It provides an indication about the professionalism and credibility of the businessman. Although today’s society does not subscribe to the social formalities of the bygone era, there still are some rules of etiquette while using business cards.

■What a Business Card Should Look Like

A proper business card should be professional, clear, and easy to read. It should not be cluttered and should have the standard fonts used in all business communication.

Your name, your title, your company and a brief tagline of what your company does should be included. It should say your post, or at least the service that you could be contacted for. An office phone number and email address are basic elements. You may also include your company mobile phone or fax number and website address if necessary. Your business card should reflect your company as well.

■Using Business Cards

At work, at meetings, traveling for work, always carry business cards with you and ensure you have an adequate supply.

Do not place them in your wallet. Put them in a business card holder. This is because when you are exchanging business cards, it is unsightly to be pulling out your wallet/purse (especially if it is a thick one), digging for business card. It is clearly not professional to do so.

Generally after at a business meeting, where there are exchanges of business cards, empty your collected cards from holder and file them. It’s better to use an organized business card filing system to store your cards and categorize them in files or use a scanner or business card roller.

It is important that you put away business cards with respect because you might need to use them in the future. Your boss or colleagues may ask you for them as well.

■Asking for Business Cards

Require business cards only if it is related to business. You can ask politely, for example, “Do you mind if I have your business card?” “Do you have a business card?” “Shall we trade business cards and get together to discuss this further sometime?”

Please do not ask for business cards before a group of people. Ask privately and one-on-one. If you simply want to get in touch with the other person for other reasons besides business, please simply ask for their personal phone number. You may avoid unprofessionalism if they call or email you at work.

■Giving Business Cards

Business cards should only be given at a business meeting or to a potential business contact. It is better for you to give with both hands and properly, paying attention to the person you are giving it to. Do not hand it with one hand, or from your side profile, as if the person is not quite important enough to give the card properly. Do not fetch out business cards at a social function or be seen trading business cards at a social function. If you really have to, do so privately.

■Receiving Business Cards

As mentioned above, give with both hands and receive with both hands. When you receive it, pause a moment and look at it before you store it. Do not put the card in your purse. It should be put properly in your business card holder or business organizer. It’s not a good practice to write on the business card.

As you receive it and put it away gently. Have respect for other people’s business card. Do not chuck them on the table, or into a visible pile on your desk, or your handbag or your back pocket.