LETTER-WRITING
=Why Important.=—There are two general classes of letters: informal
or personal, and formal or impersonal. Each kind is governed by the
general principles of clearness and courtesy. Mischief is sure to follow
if either of these principles is disregarded. A writer may indulge in
extravagance of statement when he writes for the public, and “there is no
harm done, for the speaker is one and the listener is another.”[49] But
it is quite a different matter when one is making business promises, or
trying to pacify a distant friend with whom there is a misunderstanding.
A shrewd politician knows enough not to write too many letters, and not
to write anything that he cannot stand by. A woman of tact knows that the
success of her social plans may turn upon the choice of a single word in
the leave-taking of a note.
=Business Letters.=—These are formal, impersonal. A good business letter
is (1) clear, (2) courteous, (3) brief. It shows unmistakably (_a_)
who is writing, (_b_) to whom, (_c_) where, (_d_) when. It is definite
in its language, so that there need be no return letter of inquiry as
to any part of its meaning. It observes the best conventions of address
and signature. It refrains from brusque remarks, even in reply to a
rude letter. It is appreciative. A good business man always takes into
account that a handful of trade is a handful of gold; if he is favored
with orders, he goes to the trouble of thanking his customers. It does
not curtly abbreviate sentences and signatures. Life is not so short but
that we may avoid writing such insults as this: “Y’rs rec’d and contents
noted. Have ordered Jones to push the deal through. Shall see you soon.
Y’rs respy.”
=Headings and Signatures in Business Letters.=—A business letter should
show where it was written, and where the answer should be sent. If these
places are the same, the one address may be indicated either at the
beginning or at the end, preferably the former. Street and number should
always be given in the case of city addresses. The date of writing should
be placed at the beginning, the month being written or abbreviated, not
indicated by a figure. The heading ought also to indicate to whom the
letter is sent. Since in theory or in fact there may be other persons
of the same name, the correspondent’s address should usually be placed
beneath his name. The most common signatures in business letters are
_Yours truly_, _Yours very truly_, and _Yours respectfully_. In writing a
business letter, a girl signs her full name. Then at the left she writes
her name, preceded by _Miss_, and followed by her address.
=Titles in Business Letters.=—Firm names need not be preceded by
_Messrs._, although this form certainly adds to the courtesy of the
communication. Names of individuals should regularly be preceded by _Mr._
Whether a person should be addressed by his professional title depends
somewhat upon the character of the business. _In the United States a
commercial letter is sufficiently courteous if =Mr.= precedes the name
of the person addressed._ This title is in better taste, as applied to
business men, than _Esq._ But there is no objection to the use of certain
titles, and they are desirable if the business be one which pertains to
the profession of the person addressed. Initials should always be given.
“Rev. Brown,” “Hon. Jones,” are inexcusable forms.
=The Envelope.=—The address on the envelope should be as legible as
possible. Names of states should not be contracted. As Professor J. M.
Hart remarks, “The only current abbreviations that seem to be safe are
Penna., Conn., and D. C.”[50] New York City may be written for New York,
N. Y. The same rules for titles apply to the envelope as to the heading.
If the comma is placed after one line of the address, it must be placed
after the others. It is needed after none.
=Written Exercise.=—Write a business letter, replying clearly and
courteously to the following imaginary communication.
14 Grasmere Street,
Boston, Mass.,
Dec. 4, 1897.
Miss Helen Roe,
Graysville, Penna.
Dear Madam:—
We beg to acknowledge the receipt of your order of Dec. 2.
Since you mention the fact that the goods are intended as a
Christmas surprise, we have taken the liberty of holding them,
and writing for orders as to desired date of shipment to the
address you specify. We remain,
Very respectfully yours,
Weaver and Weaver.
=Written Exercise.=—Write a petition to some person or persons in
authority, following in general the form given below:—
The Faculty of Lewis Institute.
Gentlemen: We, the undersigned, respectfully ask the privilege
of organizing a new literary society, to be called the
Parnassian. We enclose a copy of the proposed constitution,
which we are ready to sign. If further information is desired,
we shall be glad to appoint a committee to wait upon you at any
time you may designate.
L. Gustafson,
H. Bulkley, etc.
=Formal Social Letters.=—Formal correspondence indicates by its style
the mere acquaintance of the correspondents, or, in the words of Miss
Morton,[51] “the bounds of distance which for any reason it is desirable
to maintain.” A formal letter should actually be formal. If one attempts
to do an elaborate thing, one ought to do it thoroughly and properly.
A letter that begins with formal brevity and runs off into colloquial
prolixity is a burlesque. A letter that begins in the third person and
ends in the first is a farce.
=Written Exercise.=—Following in general the models given below, write
(1) a formal invitation to dinner; (2) an acceptance of this invitation;
(3) regrets at inability to accept.
1. Mr. Frederick Estoff, Jr., requests the pleasure of Mr.
Edward Edwards’ company at dinner on Tuesday, June fourth, at
seven o’clock, to meet Mr. and Mrs. Frederick Estoff.
12 Pear Street, June twenty-eighth.
2. Mr. Edward Edwards accepts with much pleasure the kind
invitation of Mr. Frederick Estoff, Jr., to dinner for June
fourth, to meet Mr. and Mrs. Frederick Estoff.
14 Sycamore Street, June twenty-eighth.
3. Mr. Edward Edwards regrets extremely that a previous
engagement prevents his acceptance of Mr. Frederick Estoff,
Jr.’s kind invitation to dinner for June fourth, to meet Mr.
and Mrs. Frederick Estoff.
14 Sycamore Street, June twenty-eighth.
=Personal or Informal Letters.=—The letter one writes informally to an
acquaintance, a friend, or a relative, should be in tone pretty nearly
what one’s conversation with the given person would be. To give such a
letter the tone which represents exactly the relation between the two
people is a hard task. The nicest sense of tact is required in order not
to be too stiff and not too familiar. Personal letters demand the art
of colloquial composition. Those unperceptive persons who have but one
style of composition,—that of a book, or that of a clerk,—make sorry work
of personal letters. Suppose that you have always known one of these
persons. You have played with him, read with him, perhaps fought with
him. When you meet, he calls you by your first name. When he writes to
ask you to visit him, he addresses you as _Dear Sir_, and signs himself
_Respectfully_! His letter gives you a chill. There is too little of
the personal letter-writing of the better sort, the leisurely, careful,
courteous, old-fashioned kind of written talk,—writing that, like Thomas
Cholmondeley’s, could be signed, “Ever yours and not in haste.”
=Written Exercise.=—Write a note inviting a friend of your own age to
dinner, to an informal party, or to an excursion. Such a note usually
begins on this wise,—_My Dear Tom_, or _Dear Tom_, rather than on
this,—_Dear Friend_. A similar note to an acquaintance would begin: My
dear Mr. ——, My dear Miss ——, etc.
=Written Exercise.=—Write a personal letter to the instructor, concerning
some matter in which you would like to interest him. This letter will not
be read to the class.
=Written Exercise.=—Write to some friend a long letter, observing the
ordinary rules for paragraphing. Suggested subjects: an account of
your life since last meeting your friend; a comparison of the town you
now live in with that in which you and the friend formerly lived; an
explanation of some scheme in which you wish the friend’s co-operation.