LETTER-WRITING
NOTE TO TEACHER.--For the purpose of training in composition, in
the more elementary work, letter-writing affords probably the most
feasible and successful means. Letter-writing does not demand any
gathering of material, gains much interest, and affords much latitude
for individual tastes in topics and expression. Besides, letter-writing
is the field in which almost all written composition will be done
after leaving school; and so all training in school will be thoroughly
useful. For this reason, it is suggested that letter-writing be
made one of the chief fields for composition work.
In Exercise 75, are given a number of suggestions for letter-writing.
Others will readily occur to the teacher.
THE HEADING
152. POSITION OF HEADING. In all business letters the writer's
address and the date of writing should precede the letter and be
placed at the upper right hand side of the sheet not less than an
inch from the top. This address and date is called the HEADING.
In friendly letters the parts of the heading are sometimes placed
at the end of the letter on the left side a short distance below
the body of the letter. This is permissible, but to place it at
the beginning in all letters is more logical and customary. Never
write part of the heading at the beginning and part at the end
of the letter.
153. ORDER OF HEADING. The parts of the heading should be sufficient
to enable the accurate addressing of a reply, and should be in
the following order: (1) the street address, (2) the town or the
city address, (3) the date. If all cannot be easily placed on one
line, two or even three lines should be used; but, in no case,
should the above order be varied. Examples:
Wrong: March 31, 1910, Red Oaks, Iowa, 210 Semple Street.
Right: 210 Semple Street, Red Oaks, Iowa, March 31, 1910.
Right: 210 Semple Street, Red Oaks, Iowa,
March 31, 1910.
Right: 210 Semple Street,
Red Oaks, Iowa,
March 31, 1910.
If only two lines are used, put the writer's address on the first
line and the date on the second.
Wrong: January 19, 1910, Sharon, Pennsylvania,
The Hotel Lafayette.
Right: The Hotel Lafayette, Sharon, Pennsylvania,
January 19, 1910.
154. PUNCTUATION OF HEADING. Place a period after each abbreviation
that is used. In addition to this, place commas after the street
address, after the town address, after the state address, and after
the number of the day of the month. Place a period after the number
of the year. Examine the correct address under §153.
155. FAULTS TO BE AVOIDED IN HEADINGS. Avoid the use of abbreviations
in the friendly letter, and avoid their too frequent use in the
business letter.
It is better to avoid abbreviating any but the longer names of states.
Avoid all such abbreviations as the following: _St._ for _Street;
Ave._ for _Avenue; Apart._ for _Apartments; Chi._ for _Chicago;
Phila._ for _Philadelphia_.
Wrong: Hardie Apart., Pbg., Pa.
Right: Hardie Apartments, Pittsburg, Pa.
Do not use the sign # before the street number.
Do not omit the word _Street_.
Wrong: 229 Market.
Right: 229 Market Street.
Do not write the date thus: _9/10/10_. Represent the numbers by
figures, not words. See §§ 75 and 76. Do not use _st., rd.,_ etc.,
after the number of the day.
Wrong: 9/8/09.
Right: September 8, 1909.
Wrong: September the Ninth, Nineteen Hundred and Nine.
Right: September 9, 1909.
Wrong: March 10th, 1910.
Right: March 10, 1910.
THE INSIDE ADDRESS
156. POSITION OF INSIDE ADDRESS. In strictly commercial letters
the name and the address of the person to whom the letter is being
sent should come at the beginning of the letter, and should begin
flush with the margin at the left side of the page, and a little
below the level of the heading. The second line of the inside address
should be set in a little from the margin. See model letters under
§174.
In formal friendly letters and in letters of a non-commercial nature,
the inside address should stand a little below the bottom of the
letter at the left side of the page. In informal friendly letters
the inside address may be omitted.
157. PUNCTUATION OF INSIDE ADDRESS. In punctuating the inside address,
place a period after each abbreviation that is used. In addition
to this, place a comma after the name of the addressee, a comma
after the street address, if one be given, and after the name of
the town or city. Place a period after the name of the state or
country. Examine the correct inside address under §174.
158. FAULTS TO BE AVOIDED IN THE INSIDE ADDRESS. Do not omit the
town, city, or state address from the inside address.
Wrong: Mr. E. P. Griffith,
My dear Sir:
Right: Mr. E. P. Griffith.
Muskogee, Oklahoma.
My dear Sir:
Right: Mr. E. P. Griffith,
221 Fiji Avenue,
Muskogee, Oklahoma.
My dear Sir:
Do not omit proper titles.
Wrong: R. R. Stolz,
Muncy, Pennsylvania.
Right: Mr. R. R. Stolz,
Muncy, Pennsylvania.
When two or more men are addressed, do not omit the title _Mr._,
before the name of each of the men, unless their names constitute
a partnership or trading name.
Right: Jones & Smith, (_firm name_)
New York City.
Gentlemen:
Right: Mr. Jones and Mr. Smith, (_not a firm name_)
New York City.
Gentlemen:
Avoid all abbreviations of titles preceding the name except _Mr.,
Mrs., Messrs._, and _Dr._ Abbreviations of titles placed after
the name, such as, _Esq., D.D., A.M._, etc., are proper.
Do not use _Mr._ and _Esq._ with the same name.
Avoid all other abbreviations except in case of a state with a
very long name. In this case it is permissible to abbreviate, but
it is better form to write the name in full. _United States of
America_ may be abbreviated to _U. S. A._
Wrong: Merch. Mfg. Co.,
N. Y. C.
Gentlemen:
Right: The Merchants' Manufacturing Company.
New York City.
Gentlemen:
Wrong: Mr. William Shipp,
Bangor, Me.
Dear Sir:
Right: Mr. William Shipp,
Bangor, Maine.
Dear Sir:
Do not place a period after the title _Miss. Miss_ is not an
abbreviation.
THE SALUTATION
159. POSITION OF SALUTATION. The salutation should begin flush
with the margin and on the line next below the inside address. See
correctly written letters under §174.
160. FORM OF SALUTATION. The salutation varies with the form of
the letter and the relations between the writer and receiver of
the letter. Where the parties are strangers or mere business
acquaintances the most common salutations for individuals are,
_Dear Sir, Dear Madam_, or _My dear Sir, My dear Madam_. For a
group of persons, or for a company or a partnership, _Gentlemen,
Dear Sirs, Dear Madams_ or _Mesdames_ are used. In less formal
business letters such salutations as, _My dear Mr. Smith_, or _Dear
Miss Jaekel_ may be used.
In the case of informal and friendly letters, as in business and
formal letters, the salutation to be used is largely a matter of
taste. The following are illustrations of proper salutations for
friendly letters: _My dear Doctor, Dear Cousin, Dear Cousin Albert,
Dear Miss Jaekel, Dear Major, My dear Miss Smith, Dear William,
Dear Friend,_ etc.
It is considered more formal to prefix _My_ to the salutation.
It is over formal to use simply _Sir_ or _Madam_ in any letter,
or to use _Dear Sir_ or _Dear Madam_ when writing to a familiar
friend.
If one uses a very familiar salutation, such as _Dear Brown, Dear
John,_ etc., it is better to put the inside address at the close
of the letter, or to omit it.
161. PUNCTUATION OF SALUTATION. Punctuate the salutation with a
colon, except in informal letters, when a comma may be used.
162. FAULTS TO BE AVOIDED IN THE SALUTATION. Use no abbreviations
except _Dr., Mr., Mrs._ Do not use the abbreviation _Dr._, when
that title is used as a final word in a salutation.
Wrong: My dear Maj. Wren:
Right: My dear Major Wren:
Wrong: My dear Dr.:
Right: My dear Doctor:
Do not use a name alone as a salutation.
Wrong: Mr. W. W. Braker:
Will you please inform ...
Right: Mr. W. W. Braker,
Muncy, Pennsylvania.
Dear Sir:
Will you please inform ...
In the salutation capitalize only the important nouns and the first
word of the salutation.
Wrong: My Dear Sir:
Right: My dear Sir:
Wrong: My very Dear Friend:
Right: My very dear Friend:
Wrong: Dear sir:
Right: Dear Sir:
THE BODY OF THE LETTER
163. THE SUBJECT MATTER OF THE LETTER. In friendly letters much
latitude is allowed in the body of the letter, but business letters
should be brief and to the point. No letter, however, should be
lacking in the courteous forms or in completeness.
164. FORM OF BODY. The body of the letter usually begins on the
line below the salutation and is indented the same distance from
the margin as any other paragraph would be indented. See model
letters under §174.
In commercial letters paragraph divisions are made more frequently
than in other composition. Each separate point should be made the
subject of a separate paragraph.
165. FAULTS IN BODY OF THE LETTER. In letters that are intended to
be complete and formal, avoid the omission of articles, pronouns,
and prepositions. Avoid also expressions that are grammatically
incomplete. Only in extremely familiar and hasty letters should
the "telegraph style" be adopted.
Bad: Received yours of the 10th. Have had no chance to look up man.
Will do so soon.
Good: I have received your letter of the tenth. I have had no chance
as yet to look up the man, but I will do so soon.
Bad: Address c/o John Smith, Mgr. Penna. Tele.
Good: Address in care of John Smith, Manager of the Pennsylvania
Telegraph.
Bad: In reply will say ...
Good: In reply I wish to say ...
Bad: Yours of the 10th at hand.
Good: Your letter of the 10th is at hand.
Bad: Your favor received ...
Good: We have received your letter ...
Bad: Enclose P. O. money order for $2.
Good: We enclose post office money order for two dollars, ($2).
Bad: We have read your plan. Same is satisfactory.
Good: We have read your plan, and it is satisfactory.
Avoid the use of abbreviations in the letter.
It is well to avoid the too frequent use of the pronoun _I_ in
the letter, though care must be taken not to carry this caution
to extremes. _I_, however, should not be omitted when necessary
to the completeness of the sentence. Do not try to avoid its use
by omitting it from the sentence, but by substituting a different
form of sentence.
There is no objection to beginning a letter with _I_.
Punctuate the letter just as carefully as any other composition.
Excepting in letters of a formal nature, there is no objection
to the use of colloquial expressions such as _can't, don't,_ etc.
Unless you have some clear reason to the contrary, avoid the use
of expressions that have been used so much that they are worn out
and often almost meaningless. Such expressions as the following ones
are not wrong, but are often used when they are both inappropriate
and unnecessary.
Your esteemed favor is at hand.
In reply permit me to say ...
We beg leave to advise ...
We beg to suggest ...
Thanking you for the favor, we are ...
Please find enclosed ...
In answer to your favor of the tenth ...
We take pleasure in informing you ...
In reply would say ...
We beg to acknowledge receipt of your favor ...
Awaiting your further orders, we are ...
THE CLOSE
166. FINAL WORDS. Business letters frequently close with some final
words, such as, _Thanking you again for your kind assistance, I am
..., A waiting your further orders, we are_ ..., etc. These expressions
are not wrong, but are often used when not at all necessary.
167. THE COMPLIMENTARY CLOSE. The complimentary close should be
written on a separate line near the middle of the page, and should
begin with a capital letter. Appropriateness is the only guide
to the choice of a complimentary close.
The following complimentary closes are proper for business letters:
Yours respectfully, Yours very truly,
Yours truly, Very truly yours,
The following complimentary closes are proper for friendly letters:
Yours sincerely, Very truly yours,
Yours very truly, Your loving son,
Yours cordially, Affectionately yours,
168. FAULTS IN THE CLOSE. Do not use abbreviations, such as, _Yrs.
respy., yrs. try.,_ etc.
169. THE SIGNATURE OF THE WRITER. The letter should be so signed as
to cause no doubt or embarrassment to any one addressing a reply.
The signature should show whether the writer is a man or a woman;
and, if a woman, it should indicate whether she is to be addressed
as _Miss_ or _Mrs._ In formal letters it is customary for a woman
to indicate how she is to be addressed by signing her name in the
following manner:
Sincerely yours,
Caroline Jones.
(Mrs. William Jones).
Very truly yours,
(Miss) Matilda Stephens.
In signing a company name write first the name of the company, and
after it the name of the writer. Example:
D. Appleton & Company,
per J. W. Miller.
MISCELLANEOUS DIRECTIONS
170. In beginning the letter, place the address and date an inch
and a half or two inches below the top of the page.
Leave a margin of about a half inch or more on the left side of
the page. Indent the beginning of each paragraph about an inch
or more beyond the margin.
In using a four-page sheet, write on the pages in their order, 1,
2, 3, 4.
In the correctly written forms of letters under §174 observe the
indentation of the lines. The first line of the inside address
should be flush with the margin, the second somewhat set in. The
salutation should begin flush with the margin. The body of the letter
should begin on the line below the salutation, and some distance
in from the margin.
THE OUTSIDE ADDRESS
171. POSITION OF OUTSIDE ADDRESS. Place the address on the envelope
so that it balances well. Do not have it too far toward the top,
too close to the bottom, nor too far to one side. See addressed
envelope under §173. Place the stamp squarely in the upper right-hand
corner, not obliquely to the sides of the envelope.
172. PUNCTUATION OF OUTSIDE ADDRESS. Punctuation may be omitted
at the end of the lines of the address. If it is used, place a
period at the end of the last line, and a comma after each preceding
line.
Within the lines punctuate just as you would in the inside address.
If an abbreviation ends the line, always place a period after it,
whether the other lines are punctuated or not.
173. FAULTS IN THE OUTSIDE ADDRESS. Avoid the use of abbreviations
except those that would be proper in the inside address or in the
heading. See §§ 155 and 158.
Do not use the sign # before the number of the street address. No
letters or sign at all should be used there. See §155.
Compare the following forms of addresses:
Bad: Col. Wm. Point,
#200 John St.,
Trenton, N. J.
Good: Colonel William Point,
200 John Street,
Trenton,
New Jersey.
Good: Colonel William Point
200 John Street
Trenton, New Jersey
Bad: Chas. Jones,
c/o Edward Furrey,
Wilkinsburg, Pa.
Good: Mr. Charles Jones
In care of Mr. Edward Furrey
Wilkinsburg
Pennsylvania
Bad: Rev. Walter Bertin
Good: The Reverend Walter Bertin
Bad: Pres. of Bucknell Univ.
Good: For the President of Bucknell University.
A properly arranged address:
[Illustration: Mr. Robert D. Royer,
201 Tenth Street,
Danville,
Illinois.]
174. CORRECTLY WRITTEN LETTERS
200 Mead Avenue,
Wilkinsburg, Pennsylvania,
January 12, 1909.
Mr. A. M. Weaver,
Cambridge, Massachusetts.
My dear Sir:
I have received your letter of inquiry about the sale of my law
books. I will say in answer that at present I have no intention
of selling them.
You may, however, be able to secure what you want from H. B. Wassel,
Esquire, Commonwealth Building, Pittsburg, Pennsylvania. He has
advertised the sale of a rather extensive list of books.
Very truly yours,
Charles M. Howell.
Muncy, New York, January 12, 1909.
My dear Professor Morton:
We are trying to establish in the school here some permanent system
of keeping students' records. I have been told that you have worked
out a card method that operates successfully. If you can give me
any information in regard to your method, I shall consider it a
very great favor. I enclose a stamped envelope for your reply.
Very sincerely yours,
Harris A. Plotts.
Professor E. A. Morton,
Braddock, Pennsylvania.
Braddock, Pennsylvania, January 12, 1909.
My dear Mrs. Hagon:
I wish to thank you for your kind aid in securing Captain Howard
to deliver one of the lectures in our course. Only your influence
enabled us to get so good a man at so Iowa price.
Very sincerely,
Sylvester D. Dunlop.
173 State Street, Detroit, Michigan,
January 23, 1910.
To whom it may concern:
It gives me great pleasure to testify to the character, ability
and attainments of Mr. E. J. Heidenreich. He has been a trusted
personal associate of mine for more than twenty years. He may be
counted upon to do successfully anything that he is willing to
undertake.
Harry B. Hutchins.
My dear Walter:
I am to be in the city only a few more weeks before leaving permanently.
Before I go, I should like to have you come out and take dinner with
me some evening. How would next Wednesday at six o'clock suit you?
If you can come at that time, will you please write or telephone
to me sometime before Tuesday?
Very cordially yours,
Paul B. Vandine.
6556 Broad Street,
Philadelphia, Pennsylvania,
March 30, 1909.
The Lafayette, Philadelphia, Pennsylvania,
March 31, 1909.
My dear Paul:
I shall be very glad to accept your invitation to take dinner with
you before you take final leave of the city. The time you mention,
next Wednesday evening, is entirely satisfactory to me.
I was more than pleased to receive your invitation, for the prospect
of talking over old times with you is delightful.
Sincerely yours,
Walter Powell.
Napoleon, Ohio, February 28, 1908.
The American Stove Company,
Alverton, Pennsylvania.
Gentlemen:
With this letter I enclose a check for ten dollars, for which please
send me one of your small cook stoves, of the sort listed in your
catalogue on page two hundred thirty-eight.
It will be a great favor if you will hasten the shipment of this
stove as much as possible, since it is urgently needed in a summer
cottage that I have for rent.
Very truly yours,
Ernest Burrows.
223 Siegel Street, New York City,
June 5, 1910.
The Acme Tapestry Company,
Syracuse, New York.
Dear Sirs:
Will you please send me a price list and descriptive catalogue of
your tapestries and carpets?
I have been commissioned to purchase all the tapestries and carpets
that may be needed for the new Young Women's Christian Association
Building, on Arlington Avenue, this city. I understand that institutions
of this sort are allowed a ten per cent discount by you. Will you
please tell me if this is true?
Very truly yours,
Anna R. Fleegor.
(Mrs. C. C. Fleegor.)
Lewisburg, Pennsylvania, May 10, 1910.
The Merchant's Electric Wiring Company,
Philadelphia, Pennsylvania.
Gentlemen:
I am writing to ask if you can give me employment in your work
for about ten weeks beginning June 15th. I am at present taking
a course in electrical engineering at Bucknell University, and
am in my sophomore year., It is my plan to gain some practical
experience in various sorts of electrical work during the vacations
occurring in my course. This summer I want to secure practical
experience in electric wiring.
If you wish references as to my character and ability, I would
refer you to Mr. William R. Stevenson, Lewisburg, Pennsylvania, and
to Mr. Harry E. McCormick, Superintendent of the Street Railways
Company, Danville, Illinois.
Salary is a very slight object to me in this work, and I shall be
willing to accept whatever compensation you may see fit to offer
me.
Respectfully yours,
Harvey H. Wilkins.
Drawsburg, Ohio, May 21, 1910.
My dear Norman:
I have just heard of your good fortune and hasten to assure you
of my sincere pleasure in the news. May you find happiness and
prosperity in your new location. But do not forget that your old
friends are still living and will always be interested in your
welfare.
Your affectionate cousin,
Mary E. Johnston.
223 Holbrook Avenue, Wilkinsburg, Indiana.
November 10, 1908.
The Jefferson Life Insurance Company,
Norfolk, Virginia.
Gentlemen:
I am the holder of Policy Number 2919 in your company. In that
Policy, which was taken out about ten years ago, my occupation
is stated to be carpenter. Lately I have changed occupations, and
am now engaged in conducting a store. If, in order to maintain the
validity of my policy, the change of occupation should be recorded
on your books, will you please have the proper entry made.
I should like to know if at the present time my policy has any cash
surrender value, and if so, what that value is.
Very truly yours,
Arthur J. Pearse.
Bunnell Building, Scranton, Pennsylvania,
April 20, 1909.
Mr. James R. Elliot,
Germantown, Colorado.
My dear Elliot:
Will you please send me, as soon as you conveniently can, the addresses
of George English, Ira S. Shepherd, and G. N. Wilkinson.
This request for addresses may lead you to think that wedding
invitations are to be looked for. Your conclusion, I am happy to
say, is a correct one; I expect to be married sometime in June.
Cordially your friend,
Charles R. Harris.
The Anglo-American Hotel, Vienna, Austria,
March 19, 1907.
Dear Aunt Emily:
You will no doubt be surprised when you read the heading of this
letter and learn that we are now in Vienna. We had really intended,
as I wrote to you, to spend the entire months of March and April
in Berlin, but a sudden whim sent us on to this city.
Until we came to Vienna I had but a very vague idea of the city,
and thought it a place of little interest. I was surprised to find
it a place of so many beautiful buildings and beautiful streets.
Still more was I surprised to find what a festive, stylish place
it is. Paris may have the reputation for fashion and frivolity,
but Vienna lacks only the reputation; it certainly does not lack
the fashionable and frivolous air.
The other day in one of the shops here, I discovered, as I thought,
a very fine miniature. I purchased it to present to you, and have
already sent it by post. It ought to reach you as soon as this
letter.
We have not received the usual letter from you this week, but suppose
it is because we so suddenly changed our address. The necessity
of forwarding it from Berlin has probably caused the delay.
Father and Mother join in sending their love to you.
Your affectionate niece,
Mary.
NOTES IN THE THIRD PERSON
175. It is customary and desirable to write certain kinds of notes
in the third person. Such a note contains nothing but the body
of the note, followed at the left side of the paper, by the time
and the place of writing.
Use no pronoun but that of the third person. Never use any heading,
salutation, or signature. Use no abbreviations except _Mr., Mrs._,
or _Dr._ Spell out all dates.
176. CORRECTLY WRITTEN NOTES IN THE THIRD PERSON.
Mrs. Harry Moore requests the pleasure of Mr. Leighou's company
at dinner on Sunday, June the first, at two o'clock.
1020 Highland Street,
Washington, Pennsylvania,
May the twenty-fifth.
The Senior Class of Bucknell University requests the pleasure of
Professor and Mrs. Morton's company on Tuesday evening, June the
tenth, at a reception in honor of Governor Edwin S. Stuart.
Bucknell University,
June the fifth.
Mr. Leighou regrets that a previous engagement prevents his acceptance
of Mrs. Moore's kind invitation for Sunday, June the first.
110 Braddock Avenue,
May the twenty-seventh.
EXERCISE 75
_Make use of some of the following suggestions for letters. Have
every letter complete in all its formal parts. Fill in details
according to your own fancy:_
1. A letter to the X Express Company of your town, complaining of
their delay in delivering a package to you.
2. A letter to a friend, thanking him for the entertainment afforded
you on a recent visit to his house.
3. A letter to the X Book Company, inquiring what dictionary they
publish, the prices, etc.
4. A letter to Mr. X, asking him for a position in his office, and
stating your qualifications.
5. A letter congratulating a friend on some good fortune that has
befallen him.
6. A letter asking a friend his opinion of some business venture
that you are thinking of entering upon. Explain the venture.
7. A letter to your home, describing to your parents your school.
8. A letter to a friend, telling him of the chance meeting with
some friend.
9. A letter to the X store ordering from them material for covering
a canoe that you are building. Explain your needs.
10. A letter describing experiences which you had on your vacation.
11. A letter arranging to meet a friend at a certain place, time, etc.
12. A letter explaining how to reach your home from the railway
station. Leave no doubt.
13. A letter describing some new acquaintance.
14. A letter telling some humorous story that you have recently heard.
15. A letter to a relative telling him the recent occurrences in
your town.
16. A letter detailing your plans for the succeeding year.
17. A letter describing some play which you have recently attended.
18. A letter to your parents explaining to them why you failed in
an examination.
19. A letter inviting a friend to visit you at a certain time.
20. A letter accepting an invitation to visit a friend.
21. A letter stating your opinions on some public question; as,
prohibition, woman suffrage, etc.
22. A letter discussing the baseball prospects in your town or school.
23. A letter to the X school, inquiring about courses of study given,
prices, etc.
24. A formal third person invitation to a reception given to some
organization to which you belong.
25. A formal third person acceptance of such invitation.
26. A travel letter describing your visit to various places of interest.
27. A letter describing a day's outing to a friend who was unable
to go with you.
28. A letter describing a house to a man who wishes to purchase it.
29. A letter to a schoolmate describing to him various events which
happened at school during his absence.
30. A letter in reply to an inquiry from a friend as to what outfit
he will need to take along on a prospective camping trip.
31. A letter describing to a friend the appearance and characteristics
of a dog which you have lately bought.
32. A letter to your parents telling them of your boarding place,
your recent visit to the theater, your meeting an old friend, your
work, your new acquaintances. Arrange the topics and make the
transition as smooth as possible.
33. A letter telling about an intended celebration by the school
of some national holiday.
34. A letter about a lecture that you recently attended. Describe
the place, occasion, lecturer, address, etc.
35. A letter telling a friend the first impression you formed of
your school.