The Art of Letter Writing.
A French writer says, that the writing a note or letter, the wording of
a regret, the prompt or the delayed answering of an invitation, the
manner of a salutation, the neglect of a required attention, all betray
to the well-bred the degree or the absence of good-breeding.
A person who has self-respect as well as respect for others, should
never carelessly write a letter or note.
REQUIREMENTS FOR CORRECT WRITING.
The letter or note should be free from all flourishes. The rules of
punctuation should be followed as nearly as possible, and no capital
letters used where they are not required. Ink-blots, erasures, and
stains on the paper are inadmissible. Any abbreviations of name, rank or
title are considered rude, beyond those sanctioned by custom. No
abbreviations of words should be indulged in, nor underlining of words
intended to be made emphatic. All amounts of money or other numbers
should be written, reserving the use of numerical figures for dates
only. It is a good form to have the address of the writer printed at the
top of the sheet, especially for all business letters. For letters of
friendship and notes, pure white paper and envelopes are in better taste
than tinted or colored, and the paper should be of a superior quality.
When a page is once written from left to right side, it should not be
written over again from top to bottom.
ANONYMOUS LETTERS.
No attention should ever be paid to anonymous letters. The writers of
such stamp themselves as cowardly, and cowards do not hesitate to say or
write what is not true when it suits their purpose. All statements made
in such letters should be regarded as false, and the writers as actuated
by some bad motives. Anonymous letters should be burned at once, for
they are not to be noticed.
LETTERS AND NOTES.
The writing of notes in the third person is generally confined to notes
of invitation, and such notes are never signed.
When a letter is upon business, commencing "Sir" or "Dear Sir," the name
of the person addressed may be written either at the beginning or at the
close of the letter, in the left hand corner. In letters commencing with
the name of the person to whom you are writing, as, "My Dear Mrs.
Brown," the name should not be repeated in the left hand corner.
No notes should be commenced very high or very low on the page, but
nearer the top than the middle of the sheet.
MANNER OF ADDRESS.
In addressing a clergyman, it is customary to commence "Reverend Sir,"
or "Dear Sir." It is not now customary to write "B.A." or "M.A." after
his name.
Doctors of divinity and medicine are thus distinguished: "To the Rev.
John Blair, D.D.," or "Rev. Dr. Blair;" "To G.T. Roscoe, M.D.," "Doctor
Roscoe" or "Dr. Roscoe."
The President of the United States and Governors of States, are
addressed "His Excellency." U.S. Senators, members of Congress and men
distinguished by holding various political offices of an honorable
nature, are addressed as "Honorable."
The superscription or address should be written upon the envelope as
legibly as possible, beginning a little to the left of the center of the
envelope. The number of the house and name of the street may be written
immediately under this line, or in the lower left hand corner, as the
writer sees fit. The postage stamp should be securely fixed in the upper
right hand corner of the envelope. The following forms will show the
appearance of a properly addressed envelope:
[Illustration:
_Thos. Y. Stevens, Esq._
_Chicago,_
_796 Ashland Ave._ _Ills._]
[Illustration:
Stamp
_Mr. Thos. Y. Stevens,_
_796 Ashland Avenue,_
_Chicago,_
_Ills._]
[Illustration:
Stamp
_Wm. B. Houston Esq.,_
_Wooster,_
_Wayne County._ _Ohio._]
In sending a letter in care of another person the following form is the
manner in which the envelope should be addressed:
[Illustration:
Stamp
_Mrs. S.M. Thomas,_
_Care of_ _St. Louis,_
_H.H. Johnson_ _Mo._]
In sending a letter by a friend or acquaintance, and not through the
mail, acknowledge the courtesy of your friend on the envelope. The
letter should not be sealed. The following is the proper form:
[Illustration:
_Mrs. Julia C. Wheeler,_
_734 Simson Street,_
_Kindness (or Politeness) of_ _Dayton,_
_James Steinfield._ _Ohio._]
A note or letter sent to a friend residing in the same place, by a
messenger, may be addressed as follows, or bear the full address:
[Illustration:
_Miss Mary Wyman,_
_Presented._]
FORM OF A LETTER.
[Illustration:
_Denver, May 13, 1881._
_My Esteemed Friend:_
_I received your very good letter, and hasten to
reply. I am overjoyed at the prospects of a speedy
return to the ancient, but delightful "City of the
Straits," and anticipate spending a pleasant summer
with you and my many friends. We are making
preparations to leave June 5th._
_Your old friend,_
_Joe J. Wilson_
_Geo. W. Smyth,_
_Detroit, Mich._]
DEGREES OF FORMALITY OBSERVED.
In commencing and signing notes and letters there is a difference of
opinion in the degrees of formality to be observed, but generally this
scale is used according to the degree of acquaintance or friendship.
"Madam" or "Sir," "Dear Madam" or "Dear Sir," "My Dear Madam" or "My
Dear Sir," "Dear Mrs. Brown" or "Dear Mr. Brown," "My Dear Mrs. Brown"
or "My Dear Mr. Brown," "My Dear Friend." In closing a note, the degrees
are implied as follows: "Truly Yours" or "Yours Truly," "Very Truly
Yours," "Sincerely Yours," "Cordially Yours," "Faithfully Yours,"
"Affectionately Yours." The proper words should be carefully selected,
as the conclusion of a note or letter makes an impression on the person
reading it. To aged persons the form, "With great respect, sincerely
yours," recommends itself as a proper form. "Yours, etc.," is considered
a rude ending. If you are sufficiently well acquainted with a person to
address her "My Dear Mrs. ----," do not sign "Yours Truly," or "Truly
Yours," as this is the form to be used in writing to strangers or in
business letters.
SIGNATURE OF LADIES.
A married lady should not sign herself with the "Mrs." before her
baptismal name, or a single lady with the "Miss." In writing to
strangers who do not know whether to address you as Mrs. or Miss, the
address should be given in full, after signing your letter; as "Mrs.
John Smith," followed by the direction; or if unmarried, the "Miss"
should be placed in brackets a short distance preceding the signature.
Only the letters of unmarried ladies and widows are addressed with their
baptismal names. The letters of married ladies are addressed with their
husbands' names, as "Mrs. John Smith."
LETTERS OF INTRODUCTION.
Letters of introduction should be brief and carefully worded. Give in
full the name of the person introduced, the city or town he is from,
intimating the mutual pleasure that you believe the acquaintance will
confer, adding a few remarks concerning the one introduced, as
circumstances seem to require. Modest persons sometimes shrink from
delivering letters of introduction which appear to them to be
undeservedly complimentary. Letters of introduction are left unsealed,
to be sealed before delivery by the one introduced. They should receive
immediate attention by the parties who receive them. When a gentleman
delivers such a letter to a lady, he is at liberty to call upon her,
sending her his card to ascertain whether she will receive him then, or
appoint another hour that will be more convenient. The same rule is to
be observed by those whose stay in the city is short. He may also send
it to her with his card bearing his address.
A letter of introduction should not be given, unless the person writing
it is very well acquainted with the one whom he introduces, and the one
to whom he writes. If the person who receives such a letter is really
well-bred, you will hear from him or her within twenty-four hours, for a
letter of introduction is said to be like a draft, it must be cashed at
sight. The one receiving it either invites you to dine, or to meet
others, or to a drive, or to visit some place of amusement. Too great
caution cannot be exercised in giving a letter which makes such demands
upon an acquaintance.
When the letter of introduction is left with a card, if there is a
gentleman in the family, he may call upon the stranger the next day,
unless some engagement prevents, when he should send his card with an
invitation. If the letter introduces a gentleman to a lady, she may
write a note of invitation in answer, appointing a time for him to call.
The following is an appropriate form for a letter of introduction.
[Illustration]
[Illustration:
_New York, Dec 20, 1880._
_Dear Sir:_
_I take great pleasure in introducing to you my
esteemed friend, Miss Ida A Thornton, a young lady
of culture and refinement, who will spend a few
months in your city. I am sure that an acquaintance
with her will be a pleasure to you, as it will also
be to Miss Thornton. Any favor you may show her
during her stay in your city, I will consider a
personal favor._
_Yours Sincerely,_
_Mrs. J.Q.A. Jones._
_To Geo. Morris,_
_Chicago._]
The envelope containing a letter of introduction, should be addressed as
follows:
[Illustration:
_Geo. Morris, Esq._
_1671 Jackson Street,_
_Chicago,_
_Introducing_ _Ill._
_Miss Ida A. Thornton._]
NOTES OF CONGRATULATION OR CONDOLENCE.
Notes of congratulation and condolence should be brief, and the letter
should only be sent by near and intimate friends. Do not allude to any
subject except the one for which you are offering your congratulations
or sympathy. Such notes should be made expressive of real feeling, and
not be mere matters of form.
INVITATION TO A RECEPTION.
For a general reception, invitations are printed on cards. Their style
is like the following, and do not require an answer unless "R.S.V.P." is
upon one corner.
[Illustration:
_Mrs. J.L. Ashton,_
_At home,_
_Wednesday Evening, Jan. 6,_
_No. 248 James St_
_8 to 11 P.M._]
INVITATION TO A BALL.
The "At Home" form of invitation for a reception is often adopted for a
ball with the word "Dancing" in one corner, though many people use the
"At Home" form only for receptions. For balls the hours are not limited
as at receptions. When the above form is not used for a ball, the
invitation may read as follows:
"Mrs. Blair requests the pleasure of Miss Milton's
company at a ball, on Tuesday, February 7, at 9
o'clock."
Invitations to a ball are always given in the name of the lady of the
house, and require an answer, which should not be delayed. If the
invitation is accepted, the answer should be as follows:
"Miss Milton accepts with pleasure Mrs. Blair's
kind invitation for Tuesday, February 7."
If it is found impossible to attend, a note of regrets, something like
the following, should be sent:
"Miss Milton regrets that intended absence from
home (or whatever may be the preventing cause)
prevents her accepting Mrs. Blair's kind
invitation for February 7."
INVITATION TO A LARGE PARTY.
The invitation to a large party is similar to that for a ball, only the
words "at a ball" are omitted, and the hour may be earlier. The notes of
acceptance and regret are the same as for a ball. If the party is a
small one, it should be indicated by inserting the words, "to a small
evening party," so that there may be no misunderstanding. A large party
calls for full evening dress, and it would be embarrassing for a lady or
gentleman to go to a house in full evening dress, expecting to find a
large party there in similar costumes, and meet only a few friends and
acquaintances plainly dressed. If there is any special feature which is
to give character to the evening, it is best to mention this fact in the
note of invitation. Thus the words "musical party," "to take part in
dramatic readings," "amateur theatricals," will denote the character of
the evening's entertainment. If you have programmes, enclose one in the
invitation.
INVITATION TO A PUBLIC ENTERTAINMENT.
An invitation from a gentleman to a lady to attend a concert, lecture,
theatre, opera or other amusement, may read as follows:
"Mr. Hayden would be pleased to have Miss Morton's
company to the Academy of Music, on Monday
evening, November 8, when 'Richelieu' will be
played by Edwin Booth's Company."
An invitation of this kind demands an immediate answer of acceptance or
regrets. A previous engagement may be a reason for rejection.
DINNER INVITATIONS.
These are written in the name of the husband and wife, and demand an
immediate reply. This form may be used:
"Mr. and Mrs. Eugene Snow request the pleasure of
Mr. and Mrs. Horace Allen's company at dinner, on
Tuesday, the 13th of January, at 7 o'clock."
A note of acceptance may read as follows:
"Mr. and Mrs. Horace Allen accept with pleasure
Mr. and Mrs. Eugene Snow's kind invitation to dine
with them on Tuesday, the 13th inst., at 7
o'clock."
A note of regret may read:
"Mr. and Mrs. Horace Allen regret exceedingly that
sickness in the family (or whatever the cause may
be) prevents the acceptance of Mr. and Mrs. Eugene
Snow's kind invitation to dine with them on
Tuesday, January 13th."
INVITATIONS TO TEA.
An invitation to a tea-drinking may be less formal and should partake
more of the nature of a private note; thus:
"Dear Miss Brock: Some friends are coming to drink
tea with me on Thursday, and I should be glad of
the pleasure of your company also. Please do not
disappoint me."
An invitation of this informal nature needs no reply, unless "R.S.V.P."
is appended, in which case the answer must be returned, if possible, by
the messenger who brought it, or sent at once, as your friend may depend
upon having a certain number of people at her tea-drinking, and if you
cannot go, she will want to supply your place.
LESS FORMAL INVITATIONS.
Invitations of a less formal character are sent for charades, private
theatricals, and for archery, croquet, sailing and garden parties; but,
however informal the invitation (except only when a visiting card is
used) on no account neglect to give immediate attention to it, by
sending an acceptance or a regret, for any want of courtesy in this
respect is unpardonable.
PROMPTNESS IN ANSWERING.
All invitations requiring answers should be answered as soon as possible
after receiving them. The French have a saying, applicable to all notes
of invitation, to the effect that it is as important to reply as
promptly to a note requiring an answer, as it is to a question in
speaking. All refined people who are accustomed to the best social
forms, consider that it would be an unpardonable negligence to omit for
a single day replying to an invitation or a note requiring a reply.
In accepting dinner invitations, repeat the hour and day named in your
letter of acceptance, in order that if any mistake has been made it may
be corrected.
Promptly acknowledge all attentions you receive, such as receiving
presents of books, flowers, etc.
EXPRESSIONS TO BE USED.
The expression "presents compliments" has become obsolete in the writing
of invitations. The expression "kind" or "very kind" invitation has
taken the place of "polite," in notes of acceptance or regret. Be
particular to distinguish between "go" and "come," you go to a friend's
house and your friend comes to your house.
TIME TO SEND INVITATIONS.
Invitations for parties and entertainments of a formal nature, can be
sent out for a week or two weeks before the entertainment is to take
place. A notice of not less than one week is expected for such
invitations. They should be printed or engraved on small note paper or
large cards, with the envelopes to match, with no colors in the
monogram, if one is used.
INVITATIONS FOR SEVERAL MEMBERS OF A FAMILY.
It is not considered good form to have one card of invitation answer for
several persons belonging to the same family, or to address an
invitation "Mrs. Blank and family," as it indicates a scarcity of cards.
One card or invitation may be sent to Mr. and Mrs. Blank, and one each
to the several members of the family who are to be invited.
THE LEAST FORMAL INVITATIONS.
The least formal, of formal invitations, is when a lady sends or leaves
her own visiting card with the invitation upon it. An invitation of
this kind need not be answered unless an "R.S.V.P." (_Respondez s'il
vous plait_), is on the card. You go or not, as you please, but if you
do not go, you call, or leave a card as soon after as is convenient.
UNCIVIL ANSWERS.
Uncivil and curt, not to say rude, answers are sometimes returned to
invitations, more frequently the result of carelessness in their writers
than of premeditated rudeness.
"Mr. and Mrs. Adam Brown regret that they cannot
accept Mrs. Smith's invitation for Wednesday
evening,"
is a rude form of regret.
"Mr. and Mrs. Adam Brown decline Mrs. Moses
Smith's invitation for Friday evening,"
is a still ruder form.
A curt and thoughtless reply is:
"Mr. and Mrs. Adam Brown's compliments and regrets
for Friday evening."
REASONS FOR REGRETS.
"All regrets from persons who are not able to accept invitations, should
contain a reason for regretting," is a rule strictly observed in our
best society, and is considered especially binding in answering a first
invitation. If persons are in mourning, they regret that a recent
bereavement prevents them from accepting. Those contemplating being
absent from home, regret that contemplated absence from home prevents
them from accepting. "A previous engagement" is made the excuse when
there is an engagement either at home or away from it, and also when one
has no inclination to accept; which makes it quite necessary for those
who really regret their inability to accept, to mention what that
engagement is.
THE FAMILY LETTER.
It seems hardly necessary to give the form of a letter from one member
of a family to another. It is often the case that letters sent from home
to an absent member are decidedly unsatisfactory, if not to a great
extent of little interest outside of one or two facts mentioned.
Consequently some hint as to what those letters should be, are here
given. They should be written as though the writer were talking, using
familiar expressions, and such peculiarities as the writer possesses in
ordinary speech should find a place in the letter. The writer may speak
of many trivial things at and about home, and gossipy matters in the
neighborhood, and should keep the absent one posted upon all minor facts
and occurrences, as well as the more important ones. The writer may make
inquiries as to how the absent one is enjoying himself, whether he finds
any place better than home, and ask such other questions as he may
desire, concluding with sincere expressions of affection from various
members of the family. The absent one may, in like manner, express
himself freely on all subjects, describe his journey minutely, and speak
of whatever he may feel deep interest in. In short, a family letter may
be as gossipy as the writer can make it, without much regard to an
attempt at showy or dignified composition.
THE LETTER OF FRIENDSHIP.
This should be of a more dignified tone, contain less trivialities than
the family letter, and should embrace matters that will be of interest
to both. A letter of friendship should be answered in due time,
according to the intimacy of the parties, but should not be delayed long
enough to allow the friendship to cool, if there is a desire to keep it
warm.
THE LOVE LETTER.
Of this it may be only said, that while it may be expressive of sincere
esteem and affection, it should be of a dignified tone, and written in
such a style, that if it should ever come under the eyes of others than
the party to whom it was written, there may be found in it nothing of
which the writer may be ashamed, either of silliness or of extravagant
expression.
BUSINESS LETTERS.
These should be brief and to the point, should be of plain chirography,
and relate to the business in hand, in as few words and as clearly as
possible. Begin at once without apology or explanation, and finish up
the matter pertaining to the business. If an apology or explanation is
due, it may be made briefly at the close of the letter, after the
business has been attended to. A letter on business should be answered
at once, or as soon as possible after receiving it.
It is allowable, in some cases, upon receiving a brief business letter,
to write the reply on the same page, beneath the original letter, and
return both letter and answer together.
Among business letters may be classed all correspondence relating to
business, applications for situations, testimonials regarding the
character of a servant or employe, letters requesting the loan of money
or an article, and letters granting or denying the favor; while all
forms of drawing up notes, drafts and receipts may properly be included.
The forms of some of these are here given.
LETTERS REQUESTING EMPLOYMENT.
A letter of this kind should be short, and written with care and
neatness, that the writer may both show his penmanship and his
business-like qualities, which are often judged of by the form of his
letter. It may be after this fashion:
NEW YORK, March 1, 1880.
MESSRS. LORD & NOBLE,
DEAR SIRS:
Having heard that you are in need of more
assistance in your establishment (or store, office)
I venture to ask you for employment. I can refer
you to Messrs. Jones & Smith, my late employers, as
to my qualifications, should you decide to consider
my application.
Yours truly,
JAMES ROBERTS.
LETTERS REGARDING THE CHARACTER OF A SERVANT.
DEAR MADAM: Sarah Riley, having applied to me for
the position of cook, refers me to you for a
character. I feel particularly anxious to obtain a
good servant for the coming winter, and shall
therefore feel obliged by your making me
acquainted with any particulars referring to her
character, and remain, madam,
Your very obedient servant,
MRS. GEORGE STONE.
TO MRS. ALFRED STARK.
MRS. GEORGE STONE,
DEAR MADAM: It gives me pleasure to say that Sarah
Riley lived with me for two years, and during that
time I found her active, diligent and efficient.
She is a superior cook, and I have full confidence
in her honesty. I feel that I can recommend her
with full confidence of her being likely to give
you satisfaction. I am, madam,
Your very obedient servant,
MRS. ALFRED STARK.
MRS. GEORGE STONE,
DEAR MADAM: In replying to your note of inquiry, I
beg to inform you that Sarah Riley, who lived with
me in the capacity of cook, left my services
because I did not find her temper and habits in
all respects satisfactory. She was thoroughly
competent as a cook, but in other respects I
cannot conscientiously recommend her. I remain,
Yours, very truly,
MRS. ALFRED STARK.
NOTES, DRAFTS, BILLS AND RECEIPTS.
The following are forms of notes, drafts, receipts, etc.:
_Promissory Note Without Interest._
$500. CINCINNATI, O., June 6, 1880.
Sixty days after date, I promise to pay Samuel
Archover, or order, at my office in Cincinnati,
five hundred dollars, value received.
TIMOTHY MORTGRAVE.
_Promissory Note With Interest but not Negotiable._
$125.30. CHICAGO, Sept. 2, 1880.
For value received, I promise to pay Daniel
Cartright one hundred and twenty-five dollars and
thirty cents, on August 12th next, with interest
at seven per cent. after January 1, 1881.
JOHN S. ALLBRIGHT.
_A Negotiable Note Payable to Bearer._
$75. DETROIT, MICH., Oct. 8, 1881.
Thirty days after date, for value received, I
promise to pay Silas G. Smithers, or bearer, at my
office in Detroit, seventy-five dollars with
interest from date.
SAMUEL Q. PETTIBONE.
_Form of a Receipt._
$25. NEW YORK, Nov. 3, 1880.
Received from James O. Mitchell, twenty-five
dollars, to apply on account.
SMITH, JONES & CO.
_Form of a Draft, Time from Sight._
$1,000. DETROIT, MICH., July 7, 1880.
At ten days sight, pay to the order of J. Smith &
Co., one thousand dollars, and charge the same to
the account of SHEPARD & NILES
TO SAMUEL STOKER & CO.,
Indianapolis, Ind.
_A Draft or Order "Without Grace."_
$175. CINCINNATI, OHIO, Aug. 12, 1880.
At sight, without grace, pay to F. B. Dickerson &
Co., one hundred and seventy-five dollars, and
charge to the account of H.S. Morehouse.
TO TRADERS' NATIONAL BANK,
Cincinnati, Ohio.
_Form of a Bill._
BUFFALO, N.Y., Dec. 6, 1880.
MARTIN HUGHES, Dr.
TO JOHN J. HART.
Four volumes History of France, at $2.50 per
volume, $10.00.
Received payment.
[Illustration]