A _letter_ is a written communication on any subject from one person to
another. In other words, it is written conversation, or “speaking by the
pen.” Letters deserve very careful attention, for no species of
composition is more generally used by all classes of persons. Remember
that the letter “bespeaks the person,” and that many will judge of a
person’s character and attainments from his correspondence.
The first endeavor of a writer should be to express himself as easily
and naturally as in conversation, though with more method and
conciseness.
So, before you begin to write a letter, arrange in your mind the ideas
you wish to convey; then express them as if you were talking to the
person to whom you are writing.
=Divisions of a Letter.=--In every business or social letter there are
five things to consider: the _heading_, the _introduction_, the _body of
the letter_, the _complimentary close_, and the _signature_. Business
letters should have an introductory address before the salutation.
THE HEADING.--The heading consists of the name of the _place_ at which
the letter is written, and the _date_. If you write from a city like St.
Louis, Boston, or New York, give the door number, the name of the
street, of the city, and of the state. If you are at a hotel or a
school, its name may take the place of the door number and the name of
the street. If in a small country place, give your postoffice address,
the name of the county, and that of the state.
The date consists of the month, the day of the month, and the year.
Leave at least one inch vacant on the top of the first page.
Put on the first line, and to the right, your own postoffice _address_;
and, either on the same line or on the next, the _date_--that is, the
month, day, and year, thus:
_25 Endicott Street, Boston, Mass.,
August 6, 1904._
THE INTRODUCTION.--The introduction consists of the _address_--the name,
the title, and the place of business or the residence of the one
addressed--and the _salutation_.
The _Salutation_ and the _Complimentary Close_ should be appropriate to
the person addressed. (See list of forms of Salutation and Complimentary
Close on page 737).
Titles of respect and courtesy should appear in the address. Prefix
_Mr._ to a man’s name; _Messrs._ to the names of several gentlemen;
_Miss_ to that of a young lady; _Mrs._ to that of a married lady. Prefix
_Dr._ to the name of a physician, but never _Mr._ _Dr._; _Rev._ to the
name of a clergyman, or _Rev. Mr._ if you do not know his christian
name; _Rev. Dr._ if he is a Doctor of Divinity, or write _Rev._ before
the name and _D. D._ after it.
Salutations vary with the station of the one addressed, or the writer’s
degree of intimacy with him. Strangers may be addressed as _Sir_, _Rev.
Sir_, _General_, _Madam_, etc.; acquaintances as _Dear Sir_, _Dear
Madam_, etc.; friends as _My dear Sir_, _My dear Madam_, _My dear
Jones_, etc.; and near relatives and other dear friends as _My dear
Wife_, _My dear Boy_, _Dearest Ellen_, etc. Examples:
_Mr. William C. Jones,
Washington, D. C._
DEAR SIR:
Your letter, etc.
_American Book Co.,
New York City._
DEAR SIRS:
Kindly send, etc.
THE BODY.--Begin the body of the letter at the end of the salutation,
and on the _same_ line, if the introduction consists of four lines--you
may do so even if the introduction consists of but three--in which case
the comma after the salutation should be followed by a dash; otherwise,
on the line _below_. (See general observations as to subject matter,
style, etc.)
THE CONCLUSION consists of the _complimentary close_ and the
_signature_. The forms of the complimentary close are many, and are
determined by the relation of the writer to the one addressed. In
letters of friendship may be used _Your sincere friend_; _Yours
affectionately_; _Your loving son_ or _daughter_, etc. In business
letters, use _Yours_; _Yours truly_; _Truly yours_; _Yours
respectfully_; _Very respectfully yours_, etc. In official letters use
_I am_, _with respect_, _your obedient servant_; _I have the honor to be
your obedient servant_, etc.
The complimentary close often forms part of the last paragraph; at other
times it stands separately, and then it usually begins about the middle
of the line. Example:
_Very sincerely
Mary E. Shattuck_.
A married woman should sign her own given name, but indicate her proper
title of address; thus:
_Mrs. J. F. Martin._
THE SUPERSCRIPTION, on the outside of the envelope, is the same as the
address, consisting of the name, the titles, and the full directions of
the one addressed. It should be written very plainly, and include the
town, county, state, and country, if it goes abroad.
The number of the postoffice box, or the door number and the name of the
street, or the name of the county, may stand at the lower left-hand
corner.
=Style of Letters.=--It makes a considerable difference in our style
whether we write as officials or business men, or as individual members
of society.
The style should be determined in some measure by the nature of the
subject, but in a still greater degree by the relative positions of the
writer and the person addressed. On important subjects, the composition
is expected to be forcible and impressive, on lighter subjects, easy and
vivacious; in condolence, tender and sympathetic; in congratulation,
lively and joyous. To superiors, it should be respectful; to inferiors,
courteous; to friends, familiar; and to relatives, affectionate.
We may, therefore, usefully distinguish letters into three
kinds--_official_ or _business_ letters and _personal_ or _social_
letters, and _ceremonial letters_ or _notes_.
=Official or Business Letters.=--These include all those written by a
person in the capacity of an officer, a professional man, a merchant, a
tradesman, etc. They are classed together because they are mainly
subject to the same rules.
In writing business letters, the following rules should be observed:
1. Be very _clear_, so that your exact meaning cannot fail to be
understood at first sight. Read your letter over with close attention to
see that all your thoughts are correctly, fully, and clearly expressed.
2. Take care that the _handwriting_ be legible, else you may get _boots_
for _books_, _matches_ for _hatchets_ or _latches_, _two ponies_ instead
of _one hundred pansies_.