Letters to References Given by the Applicant
To a bank (A bank will not give specific information)
GREGORY SUPPLY CO.
114 MAIN STREET
BALTIMORE, MD.
July 25, 1923.
Haines National Bank,
Baltimore, Md.
Gentlemen:
We have received a request from Mr. Cramer of New Sussex, Md., who informs us that he maintains an account with you for the extension of credit. He has given you as a reference.
Will you kindly advise us, in confidence and with whatever particularity you find convenient, what you consider his credit rating? Any other information that you may desire to give will be appreciated.
We trust that we may have the opportunity to reciprocate your courtesy.
Very truly yours,
(Handwritten) B. Allen,
Credit Manager,
Gregory Supply Co.
GREGORY SUPPLY CO.
114 MAIN STREET
BALTIMORE, MD.
July 25, 1923.
Bunce & Co.,
29 Vine Ave.,
Baltimore, Md.
Gentlemen:
We shall be much obliged to you if you will kindly inform us concerning your credit experience with Mr. J. K. Cramer of New Sussex, Md., who desires to open an account with us and who has referred us to you.
We shall be happy at any time to reciprocate the courtesy.
Yours truly,
(Handwritten) B. Allen,
Credit Manager
Gregory Supply Co.
Another letter of the same description in a printed form
(Name and address to be typewritten in)
GREGORY SUPPLY CO.
114 MAIN STREET
BALTIMORE, MD.
(Date to be typewritten in)
Gentlemen:
J. K. Cramer, of New Sussex, Md., desires to open an account with our store and has given your name as a reference.
Your courtesy in answering the questions given below will be appreciated. We shall be glad to reciprocate it at any time.
Yours truly,
Gregory Supply Co.
(Please fill out and return as soon as convenient.)
1. Has he an account with you now? ________________________________
2. How long has he had the account? ________________________________
3. How does he pay? Prompt ________ Medium _________ Slow _________
4. Have you ever had difficulty in collecting? ________________________
5. What limit have you placed on the account? ________________________
6. Special information. _____________________________________________
In reply to the above
(A)
BUNCE & COMPANY
89 STATE ST.
BALTIMORE, MD.
July 29, 1923.
Gregory Supply Co.,
Baltimore, Md.
Gentlemen:
In reply to your letter of October 14th in which you inquire concerning the responsibility of J. K. Cramer of New Sussex, Md., we are glad to help you with the following information.
Mr. Cramer has had a charge account with our store during the last five years. Our records show that he has always met our bills in a satisfactory manner. His account is noted for a monthly limit of $300, but he has never reached it.
Our own experience is that Mr. Cramer is a desirable customer.
Yours very truly,
Bunce & Company.
WALSH MACHINE CO.
29 ELM STREET
BALTIMORE, MD.
July 30, 1923.
Gregory Supply Co.,
Baltimore, Md.
Gentlemen:
Concerning Mr. J. K. C., about whom you inquired in your letter of October 14th, our records show that our experience with this account has not been satisfactory.
We find that during the last five years in which he has had an account with us he has caused us considerable trouble with regard to his payments. At the present moment he owes us $240 for purchases made approximately six months ago, to recover which amount we have instructed our attorneys to institute legal proceedings.
We hope that this information will be of assistance to you.
Yours very truly,
Walsh Machine Co.
PLUM BROTHERS
2800 BROAD STREET
PHILADELPHIA, PA.
July 31, 1923.
Gregory Supply Co.,
614 Main Street,
Baltimore, Md.
Gentlemen:
We are glad to give you the information you wish concerning our experiences with the A. B. C. Company, about whom you inquire in your letter of April 9th.
The company first came to us on November 8, 1920. On that date they purchased from us 50 lawn mowers at a total cost of $500. They took advantage of the discount by paying the bill on November 18th.
In January, 1921, they gave us an order for 100 at a total cost of $900. This bill they paid in February.
Their latest purchase from us was in July, 1921. At this time their order amounted to 25 lawn mowers. They paid the bill in October after we had sent them several requests for remittance.
We trust this information will be of some value to you in determining just what amount of credit you may feel justified in extending to them.
Very truly yours,
(Handwritten) H. Plum,
Plum Brothers.
Offering credit
DWIGHT & DAVIS
89 PARK STREET
ALBANY, N. Y.
October 9, 1922.
Mrs. Herbert Reid,
1400 Fourth Avenue,
Albany, N. Y.
Dear Madam:
Whenever you wish to come in and purchase without cash, it will be a great pleasure to us to open a charge account with you.
We have made a record here in the store so that whenever you call it will have been arranged for you to purchase whatever you want.
We think you will approve of the character of service and the quality of merchandise. We wish to win not only your patronage, but your friendship for our store.
Every up-to-date woman realizes the many benefits, the conveniences, and even prestige she enjoys through having a charge account at a dependable store.
A store, in turn, is judged by its charge accounts—it is rated by the women who have accounts there.
And so, because of your standing in the community, if you avail yourself of our invitation to do your buying here, you are reflecting credit both on yourself and on us.
We hope you will decide to let us serve you—all our facilities are completely at your service.
We should like you to feel that our store is especially adapted to your needs.
Yours very truly,
(Handwritten) C. Dale,
Credit Manager,
Dwight & Davis.
SUMMIT BOX COMPANY
KANSAS CITY, MO.
November 13, 1923.
George Harrow & Co.,
29 Fifth Street,
Kansas City, Mo.
Gentlemen:
We want to thank you for your order of November 10th, with your check enclosed in full payment. We appreciate the business you have been giving us. The thought has frequently occurred to us that you may desire the advantages of an open account with us. We believe that such an arrangement will make transactions more convenient. We therefore have the pleasure of notifying you that we have noted your account for our regular credit terms of 2% 10 net 30, up to a limit of $500.
We hope that both your business and our acquaintance with you will develop to such an extent that it will be a pleasure to extend to you from time to time larger credit accommodations to take care of your increasing needs.
The business relations between us have been so agreeable that we feel they will continue so. Please remember that if we can ever be of assistance to you in helping you in your business we only ask that you call upon us.
Very truly yours,
(Handwritten) G. Harris
Credit Manager
Summit Box Company.
Collection letters may very easily be overdone. The old idea was that any expense or any threat was justified if it got the money, but among the more advanced collection departments common sense has crept in, and it has been ascertained by cost-finding methods that it is not worth while to pursue a small account beyond a certain point and that when that point is reached it is economy to drop the matter. How far it is wise to go in attempting to collect an account is an affair of costs, unless one has a penchant for throwing good money after bad.
The point to bear in mind in writing a collection letter is that it is a collection letter—that it is an effort to get money which is owed. It would not seem necessary to emphasize so entirely self-evident a point were it not unfortunately sometimes overlooked and the collection letter made an academic exercise. There is no excuse for a long series of collection letters—say eight or ten of them. After a man has received three or four letters you can take it for granted that he is beyond being moved by words. You must then have recourse to some other mode of reaching him. Drawing on a debtor is also of small use; the kind of a man who will honor a collection draft would pay his bill anyhow.
If a debtor has assets and there is no dispute concerning the account, he will usually pay. He may pay because you threaten him, but most people with the ability to owe money are quite impervious to threats, and although a threatening letter may seem to bring results, it can never be the best letter because on the other side of the ledger must be recorded the loss of the customer. The average writer of a collection letter usually gets to threatening something or other and quite often exposes himself to the danger of counter legal action. (See [Chapter XI] on The Law of Letters.)
The most successful collection men do not threaten. The best of them actually promote good-will through their handling of the accounts. The bully-ragging, long-winded collection letter has no place in self-respecting business. The so-called statements of collection by which papers drawn up to resemble writs are sent through the mails, or served, not only have no place in business but many of them are actually illegal.
The letters which are appended have been chosen both for their effectiveness and their courtesy. They represent the best practice. It is, by the way, not often wise for the creditor to set out his own need for money as a reason why the debtor should pay the account. It is true that the sympathy of the debtor may be aroused, but the tale of misery may lead him to extend comfort rather than aid. However, several such letters have been included, not because they are good but because sometimes they may be used.
Collection letters
Most firms have adopted a series of collection letters beginning with the routine card reminder of an overdue account and following with gradually increasingly personal second, third, fourth, and so on, letters.
First letter—printed card
THE ENCLOSED STATEMENT OF ACCOUNT IS SENT TO YOU AS WE BELIEVE YOU HAVE OVERLOOKED ITS PAYMENT.
Stone Brothers
Second letter
STONE BROTHERS
NEW YORK
March 15, 1917.
Miss Grace Duncan,
146 Prospect Park West,
Brooklyn, N. Y.
Dear Madam:
There appears an amount of $29.36 open in your name for the months of October to January which, according to our terms of sale, is now overdue, and if no adjustment is necessary, we trust you will kindly favor us with a check in settlement.
Very truly yours,
Stone Brothers, New York,
(Handwritten) James Miller,
Collection Manager.
Specimens of business letterheads used by English firms
[Back to list of illustration]
STONE BROTHERS
NEW YORK
April 2, 1917.
Miss Grace Duncan,
146 Prospect Park West,
Brooklyn, N. Y.
Dear Madam:
Our letters of February 15th and March 15th have brought no reply from you. Since they have not been returned by the Post Office we must presume that you received them.
You naturally wish to keep your credit clear. We wish to have it clear. It is really a mutual affair. Will you not send a check and keep the account on a pleasant basis?
Very truly yours,
Stone Brothers,
(Handwritten) James Miller,
Collection Manager.
The amount is $29.36.
Fourth letter
STONE BROTHERS
NEW YORK
April 16, 1917.
Miss Grace Duncan,
146 Prospect Park West,
Brooklyn, New York.
Dear Madam:
We have no desire to resort to the law to collect the $29.36 due us, but unless your remittance is in our hands by May 1st, we shall take definite steps for the legal collection of your account. May we hear from you at once?
Very truly yours,
Stone Brothers,
(Handwritten) James Miller,
Collection Manager.
The following are collection letters of varying degrees of personal tone. In these seven letters are given the body of the letter, with the salutation and the complimentary close. Headings and signatures have been omitted.
Dear Sir:
A statement is enclosed of your account, which is now past due. A remittance will be appreciated.
Yours truly,
Dear Madam:
We desire to call your attention again to your past-due account for the month of January for $90.52, a statement of which was mailed to you several weeks ago. We shall appreciate receiving your check in payment of this account by return mail.
Very truly yours,
Gentlemen:
Two weeks ago we mailed you a statement of account due at that time, and as we have heard nothing from you we thought it possible that our letter may have miscarried. We are sending you a duplicate of the former statement, which we hope may reach you safely and have your attention.
Very truly yours,
To follow the preceding letter
Gentlemen:
We call your attention to the enclosed statement of account which is now past due. We have sent you two statements previous to this, to which you seem to have given no attention.
It may be possible that you have overlooked the matter, but we hope this will be a sufficient reminder and that you will oblige us with a remittance without further delay.
Very truly yours,
Dear Sir:
We are enclosing a statement of your account and we request as a special favor that you send us a remittance previous to the 28th of this month if possible. The amount is small, but not the less important. We have unusually heavy obligations maturing on the first of next month and you will understand that for the proper conduct of business the flow of credit should not be dammed up.
In looking over your account for the last few months, it occurs to us that we are not getting a great deal of your business. If this is due to any failure or negligence on our part, perhaps you will undertake to show us where we are lacking because we surely want all of your business that we can get.
Very truly yours,
Follow-up letters
Dear Sir:
We wrote you on 18th February and enclosed a statement of your account. We hoped at the time that you would send us a check by return mail. If our account does not agree with your books, kindly let us know at once so that we may promptly adjust the differences.
We hope that you can accommodate us as requested in our previous letter and that we will hear from you by the 10th of March. We again assure you that a remittance at this particular time will be greatly appreciated.
Also please remember that we want your orders, too. Prices on copper wire are likely to make a sharp advance within a few days.
Very truly yours,
January 19, 1921.
Dear Sir:
We are enclosing a statement showing the condition of your account at this writing, and we must ask you to be kind enough to do your utmost to forward us your check by return mail.
Our fiscal year closes January 31st and it is naturally our pride and endeavor to have as many accounts closed and in good standing as is possible for the coming year, and this can materialize only with your kind coöperation.
Very truly yours,
Letters of Application
Application for position as stenographer
648 West 168th Street,
New York, N. Y.,
April 4, 1922.
Mr. B. C. Kellerman,
1139 Broad Street,
New York, N. Y.
Dear Sir:
This may interest you:
I can take dictation at an average rate of 100 words a minute and I can read my notes. They are always accurate. If you will try me, you will find you do not have to repeat any dictation. I never misspell words.
I am nineteen, a high school graduate, quick and accurate at figures. I have a good position now, uptown, but I should prefer to be with some large corporation downtown. I am interested in a position with room at the top.
I am willing to work for $18 a week until I have demonstrated my ability and then I know you will think me worth more.
A letter or a telephone message will bring me in any morning you say to take your morning's dictation, write your letters, and leave the verdict to you.
Will you let me try?
Very truly yours,
Edith Hoyt.
Telephone Riverside 8100
Application for position as secretary
149 East 56th Street,
Chicago, Ill.,
December 1, 1923.
Mr. Ralph Hodge,
Boone & Co.,
2000 So. Michigan Ave.,
Chicago, Ill.
Dear Sir:
This is in answer to your advertisement for a secretary. I have had the experience and training which would, I think enable me satisfactorily to fill such a position. I recognize, of course, that whatever my experience and training have been they would be worse than useless unless they could be modified to suit your exact requirements. (Here set out the experience.)
The lowest salary I have ever received was twelve dollars a week, when I began work. The highest salary I have received was thirty dollars a week, but I think that it would be better to leave the salary matter open until it might be discovered whether I am worth anything or nothing.
Very truly yours,
(Miss) Mary Rogers.
Answer to an advertisement from an applicant who has had no experience
245 East 83rd Street,
Chicago, Ill.
Mr. Ralph Hodge,
Boone & Co.,
2000 So. Michigan Ave.,
Chicago, Ill.
Dear Sir:
This is in answer to your advertisement for a secretary, in which you ask that the experience of the applicant be set forth. I have had no experience whatsoever as a secretary. Therefore, although I might have a great deal to learn, I should have nothing to unlearn.
I understand what is expected of a secretary, and I hope that I have at least the initial qualifications. I have had a fair education, having graduated from Central High School and the Crawford Business Academy, and I have done a great deal of reading. I am told that I can write a good letter. I know that I can take any kind of dictation and that I can transcribe it accurately, and I have no difficulty in writing letters from skeleton suggestions.
Your advertisement does not give the particular sort of business that you are engaged in, but in the course of my reading I have gathered a working knowledge of economics, finance, business practice, and geography, some of which might be useful. I am writing this letter in spite of the fact that you specified that experience was necessary, because one of my friends, who is secretary to a very well-known corporation president, told me that she began in her present place quite without experience and found herself helped rather than handicapped by the lack of it.
I am twenty-two years old and I can give you any personal or social references that you might care for. I have no ideas whatsoever on salary. In fact, it would be premature even to think of anything of the kind. What I am most anxious about is to have a talk with you.
Very truly yours,
(Miss) Margaret Booth.
Applications for position as sales manager
1249 Huntington Ave.,
Boston, Mass.
Mr. Henry Jessup,
White Manufacturing Co.,
89 Milk Street,
Columbus, O.
Dear Sir:
Mr. A. C. Brown of the Bronson Company tells me you are in immediate need of a sales manager for the Western Illinois territory.
Western Illinois offers a promising opportunity for the sale of farm implements and devices. During my experience with the Johnson & Jones Company, I got to know the people of this section very well, and I know how to approach them. The farmers are well-to-do and ready for improvements that will better their homes, lands, and stock. There could not be a better place to start.
As Mr. Brown will tell you, I have been with the Bronson Company for five years. I started as clerk in the credit office, gradually working out into the field—first as investigator, then salesman, and for the last two years as sales manager of the Western Virginia territory. The returns from this field have increased 100 per cent. since I began. With the hearty coöperation of the men on the road, I have built up a system about which I should like to tell you. It would work out splendidly selling Defiance Harrows in Western Illinois.
My home is in Joliet and I want to make my headquarters there. I have no other reason for quitting the Bronson Company, who are very fair as far as salary and advancement are considered.
My telephone number is Cherry 100. A wire or letter will bring me to Columbus to talk with you.
Very truly yours,
Gerald Barbour.
70 Blain Ave.,
Boston, Mass.,
May 4, 1921.
Mr. John Force,
6 Beacon Street,
Boston, Mass.
Dear Sir:
This letter may be of some concern to you. I am not a man out of a job, but have what most men would consider one that is first-class. But I want to change, and if you can give me a little of your time, I will tell you why and how that fact may interest you.
In a word, I have outgrown my present position. I want to get in touch with a business that is wide-awake and progressive; one that will permit me to work out, unhampered, my ideas on office organization and management—ideas that are well-founded, conservative, and efficient. My present position does not give play to initiative.
If you at this time happen to be looking for a man really to manage your office, audit accounts, or take charge of credits, my qualifications and business record will show you that I am able to act in any or all of these capacities.
I have written with confidence because I am sure of myself, and if I undertake to direct your work, you may be assured that it has a big chance of being successful.
If you so desire, I shall be glad to submit references in a personal interview.
Very truly yours,
Clive Drew.
Telephone Winthrop 559-w
Answers to letters of application
HARRISON NATIONAL BANK
TRENTON, N. J.
February 2, 1923.
Mr. James Russell,
63 State Street,
Trenton, N. J.
Dear Sir:
I wish to acknowledge your letter of application of December 8th. At present we have no vacancies of the type you desire. I am, however, placing your application on file.
Very truly yours,
Samuel Caldwell.
HARRISON NATIONAL BANK
TRENTON, N. J.
February 2, 1923.
Mr. James Russell,
63 State Street,
Trenton, N. J.
Dear Sir:
I wish to acknowledge your letter of application of December 8th. At present we have no vacancies of the type that you desire. However, I should be very glad to have a talk with you on December 12th at my office at four o'clock.
Very truly yours,
Samuel Caldwell.
Letters of Reference
Letter asking for reference
468 Walnut Street,
Philadelphia, Pa.,
May 5, 1923.
Mr. William Moyer,
Triumph Hosiery Co.,
4000 Broad Street,
Philadelphia, Pa.
My dear Mr. Moyer:
I am looking for a position as cashier with the Bright Weaving Company. My duties there would be similar in every way to my work in your office, and a recommendation from you would help greatly.
Mr. Sawyer, the first vice-president of the Bright Weaving Company, knows you personally, hence an opinion from you would have particular effect.
Your kindness would be deeply appreciated, as have been all your kindnesses in the past.
Yours very sincerely,
Philip Rockwell.
A useful practice adopted by some firms is the requirement of a photograph from every applicant for a position.
HADDON IRON WORKS
PHILADELPHIA, PA.
Paste photograph of applicant here
April 30, 1917.
B. F. Harlow & Co.,
Paterson, N. J.
Dear Sirs:
Philip Smith (photo attached) has applied to us for a position as steamfitter.
His application states that he has been in your employ for three years and that he is leaving to take a position in this city.
As all applicants are required by us to furnish references as to character and ability, we shall appreciate your giving us the following information.
Very truly yours,
(Handwritten) Samuel Sloane,
Employment Manager.
Is his statement correct?
Are his character and habits good?
Had he the confidence of his employers?
Can he fill the position for which he has applied?
Remarks: Signed
Dated
Some general letters of recommendation
March 4, 1923.
To Whom It May Concern:
I have known the bearer, John Hope, for four years. He is of fine family and has been one of our most highly regarded young men. I would heartily recommend him.
Richard Brown.
April 18, 1922.
Gentlemen:
The bearer, George Frothingham, is a young man of my acquaintance whom I know and whose family I have known for some time. They are splendid people. This boy is ambitious and thoroughly reliable. I hope you can find a place for him.
Very truly yours,
Gerald Law.
To Whom It May Concern:
This is to certify that the bearer, Ernest Hill, is an acquaintance of mine, a man whom I know to be thoroughly trustworthy.
Harold Smith.
July 12, 1923.
Dear Sir:
This is to certify that Joseph Rance has been in my employ for eighteen months. He is a most willing and able worker, honest, steady, and faithful. I regret that I was obliged to let him go from my employ. I feel very safe in highly recommending him to you.
Very truly yours,
George Bunce.
Recommendation for a special position
HARCOURT MANUFACTURING CO.
29 BOYLSTON STREET
BOSTON, MASS.
October 10, 1921.
Mr. Gordon Edwards,
48 Tremont Street,
Boston, Mass.
Dear Mr. Edwards:
At luncheon last Wednesday you mentioned that you were in need of another advertising writer. If the position is still open, I should like to recommend Mr. Bruce Walker.
When I first met Mr. Walker he was with Bellamy, Sears & Co., Boston, and was doing most of their newspaper advertising. His work was so good that I offered him a position as advertising writer with us. He accepted, with the approval of Bellamy Sears & Co., and has been with me for the last three years. He has written for us some of the best drawing copy that we ever used, and his work has been satisfactory in every way. He is original and modern in his advertising ideas, and knows how to express them forcefully but without exaggeration. His English is perfect.
I shall greatly regret losing Mr. Walker, but I cannot advance him above his present position, and I agree with him that he is equal to a bigger position than he has here. I hope you can give him the opportunity that he seeks. If you will see him personally, you will oblige both him and me.
Very sincerely yours,
B. A. Yeomans.
Thanks for recommendation
29 Kelley Ave.,
Cleveland, O.,
October 4, 1923.
Mr. John Saunders,
Jones Publishing Co.,
Cleveland, O.
My dear Mr. Saunders:
Your influence and kindly interest have secured for me the position with Tully & Clark. I want to thank you for the excellent recommendation which you gave me and to assure you that I shall give my best attention to my new work.
Very truly yours,
John Dillon.
Letters of Introduction
The method of delivering letters of introduction is fully described under social letters of introduction.
Answer to a request for a letter of introduction
89 Grand Ave.,
Detroit, Mich.,
August 8, 1923.
Mr. Albert Hall,
29 Main Street,
Detroit, Mich.
My dear Mr. Hall:
Accompanying this note you find letters of introduction which I hope will be what you want.
I am glad to give you these letters and should you need any further assistance of this kind, please consider me at your disposal.
Yours truly,
Clement Wilks.
General letters of introduction
89 Grand Ave.,
Detroit, Mich.,
August 8, 1923.
This will introduce the bearer, Mr. Albert Hall, whom I personally know as being a gentleman in conduct and reputation.
Any courtesy shown to Mr. Hall I shall consider a favor to myself, and I ask for him all possible attention and service.
Clement Wilks.
June 9, 1923.
To Whom It May Concern:
The bearer, David Clark, has been an acquaintance of mine for five years. He is a young man of good habits. I would recommend him for any position within his ability.
Ellery Saunders.
(The inside address, heading, and signature are to be supplied)
Dear Sir:
Mr. Walter Green, whom this will introduce to you, is a member of our Credit Department. He is visiting New York on a personal matter, but he has offered to make a personal investigation of the Crump case and I have advised him to see you, as the man who knows most about that affair. If you can find the time to give him a brief interview, you will do him a favor, and I also shall appreciate it.
Yours very truly,
_______________________
Vice-President.
Introducing a stenographer in order to secure a position for her
100 Wall Street,
New York, N. Y.,
February 6, 1921.
Mr. William Everett,
347 Madison Avenue,
New York, N. Y.
My dear Mr. Everett:
The bearer of this letter, Miss Mildred Bryan, my stenographer, is available for a position, owing to the fact that I am moving my office to Cincinnati.
She is an unusually competent young woman—quick, accurate, intelligent, and familiar with the routine of a law office.
If you need a stenographer, you cannot do better than engage Miss Bryan, and I am taking the liberty of giving her this letter for you.
Very truly yours,
Howard S. Briggs.
Letters of Inquiry
Requests for information
Bradford Mills, Pa.,
August 9, 1923.
Dr. Louis Elliott,
29 Walnut Street,
Philadelphia, Pa.
My dear Dr. Elliott:
I am writing a paper on Vitamines to be read before the Mothers' Club, an organization of Bradford Mills mothers.
I have drawn most of my material from your article in the Medical Magazine, acknowledging, of course, the source of my information. There are several points, however, on which I am not clear. As it is of great importance that this subject be presented to the mothers correctly, I am addressing you personally to get the facts.
1. Am I to understand that no other foods than those you mention contain these vitamines?
2. Are all the classes of vitamines necessary to life and will a child fed on foods containing all the known vitamines be better conditioned than one fed on only one kind?
I shall greatly appreciate your answering my questions. The members of the club have shown surprising interest in this matter of food.
Yours sincerely,
Mabel Manners.
New York, N. Y.,
June 15, 1922.
The Prentiss Candy Co.,
Long Island City, N. Y.
Gentlemen:
The Better Food Magazine, to which I am a contributor, has asked me to make an investigation of the manufacture of the most widely advertised foods, with a view to writing an article on foods for the magazine.
I should like if possible to talk with someone and to make a short visit to the factory. If you can arrange an appointment for me during the next week, will you let me know? I shall greatly appreciate it.
Very truly yours,
(Miss) Vera Henderson.
Answers to letters of inquiry
THE PRENTISS CANDY CO.
LONG ISLAND CITY, N. Y.
June 17, 1922.
Miss Vera Henderson,
128 East Forty-Sixth Street,
New York, N. Y.
Dear Madam:
We have your letter of 15th June and we shall be glad to give you any assistance in our power.
If you will call at the factory office next week on Tuesday the 22nd or Wednesday the 23rd and present the enclosed card to Mr. Jones, you will get all the information you desire.
Very truly yours,
(Handwritten) B. J. Clark,
The Prentiss Candy Co.
PINE GROVE LODGE, STANTON, N. Y.
ABSOLUTELY FIREPROOF OPEN ALL THE YEAR
THE FINEST RESORT HOTEL IN THE COUNTRY
May 6, 1921.
Mr. Charles Keith,
4000 Madison Ave.,
New York, N. Y.
Dear Sir:
We have your letter of May 4th and in answer we are enclosing some of our descriptive literature.
We can offer you absolute comfort together with an almost matchless environment in the points of beauty and of suitability for all sports.
Our rates are on the American plan. We have the finest American plan kitchen and table anywhere. We enclose a menu. Our single rooms with private bath are $50, $62, and $70 per week up for one person. Rooms without bath, but with hot and cold running water and adjacent to bath are $45 per week. Double rooms with private bath and furnished with two single beds are $95, $105, and $115 per week up for two persons. Rooms for two without bath are $80 per week. These rates hold until September 1st.
The difference in rates is caused by the size and location of rooms, but every room is furnished with taste and care. The decorations have been carefully thought out. There are no undesirable rooms at the Lodge and every room is an outside room. Those on the east overlook the 120-acre golf course with a magnificent view of the mountains, and those on the west front the wooded slopes of Sunset Mountain.
Stanton affords the greatest combination of scenery, health-giving climate, and facilities for enjoyment. Add to this the comforts and luxuries of a modern hotel such as Pine Grove Lodge and the result is perfect.
We feel quite sure you will find a visit here restful or lively—as you will. One of the attractions of the place is its facilities for occupying oneself in one's own way. We shall be glad to make reservation for you at any time or to answer any further inquiries.
Yours very truly,
Pine Grove Lodge.
If you should receive an inquiry for advice, opinion, or information, which you do not care, for some reason, to give, you should at least reply stating that you cannot comply with the request, in as courteous a manner as possible.
CHAPTER VIII
THE USE OF FORM PARAGRAPHS
A considerable part of the day's run of correspondence in a business office has to do with not more than half-a-dozen subjects. Quotations will be asked for. Tenders will be made. Complaints will be made and received. Adjustments of various kinds will be done, and so on, through a list that varies with the particular business of the office. It is advisable to keep the tone of correspondence on a fairly uniform level. Therefore if each letter has to be individually dictated, only a man mentally equipped to write letters can do the dictating. The time of such a man is expensive and often might better be devoted to other matters. Hence the invention of what is known as a form paragraph, which is a standardized paragraph that can be used with slight variations as a section of a great many letters.
The result is that most routine mail does not have to be dictated. A letter is merely read, the essential facts dictated or noted on the letter itself, and certain symbols added which tell the stenographer the form paragraphs that are to be used. The letter is then almost mechanically produced. Some companies have gone so extensively into the writing of form paragraphs that they have sections covering practically every subject that can arise. This possibly carrying the idea too far. Convenience may become inconvenience, and there is of course always the danger of getting in a slightly unsuitable paragraph which will reveal to the reader that the letter has not been personally dictated. However, a certain number of form paragraphs considerably reduces the cost of letter writing and also conduces to the raising of the standards, for the mere reading of well-phrased form letters will often induce in an otherwise poor correspondent a certain regard for clear expression.
The proper form paragraphs that any concern may profitably use are a matter of specific investigation. The way to get at the list of useful forms is to take all of the letters received and all of the letters written during, say, one or two months and then classify them. A number of letters will have to do with purely individual cases. These letters should be discarded. They are letters which would have to be personally dictated in any event and there is no use wasting time composing forms for them. The remaining letters will fall into divisions, and through these divisions it will become apparent what points in the correspondence arise so frequently and in so nearly the same form as to be capable of being expressed in form paragraphs.
There will probably be a number of subjects which can be covered fully by two or three form letters, but a nicer adjustment will usually be had by thinking of form paragraphs rather than of form letters, for skillfully drawn and skillfully used form paragraphs will so closely simulate the personal letter as to leave no doubt in the mind of the reader that considerable trouble has been taken to put the matter before him courteously and exactly.
CHAPTER IX
CHILDREN'S LETTERS
Children's letters may be written on ordinary stationery, but it adds a good deal of interest to their letter writing if they may use some of the several pretty, special styles to be had at any good stationer's.
The following examples of children's letters include:
Letter of invitation from a child to a child.
Letter of invitation from a parent to a child.
Letter from a parent to a parent inviting a child.
Letter of thanks to an aunt for a gift.
Letter to a sick playmate.
Letter to a teacher.
Letter to a grandmother on her birthday.
Invitation to a birthday party
April 14, 1921.
Dear Frank:
I am going to have a birthday party next Friday afternoon, from three-thirty until six o'clock. I hope you will come and help us to have a good time.
Sincerely yours,
Harriet Evans.
500 Park Avenue
439 Manhattan Avenue,
April 16, 1921.
Dear Harriet:
It is so kind of you to ask me to your birthday party next Friday afternoon. I shall be very glad to come.
Sincerely yours,
Frank Dawson.
Regretting
439 Manhattan Avenue,
April 16, 1921.
Dear Harriet:
I am very sorry that I cannot go to your birthday party on next Friday. My mother is taking me to visit my cousin, so I shall be away.
Thank you for asking me. I hope you will all have a great deal of fun.
Sincerely yours,
Frank Dawson.
Invitation from a parent to a child
Dear Ethel:
The twins are going to have a little party on Friday afternoon and they would like you to come. Can you come at three-thirty?
Tell your mother we will arrange that you get home at six.
Cordially yours,
Katherine G. Evans.
From a parent to another parent
Dear Mrs. Heywood:
Dorothy will have a birthday on Tuesday, the thirteenth of June. We are planning, if the weather is fine, to have a lawn party. Otherwise we shall have it in the house. She hopes that you will let Madeline come and I am sure they will all have a good time.
If you send Madeline at four I will see that she returns home at six.
Cordially yours,
Bernice Lawson Grant.
To a friend
Bellville,
Lancaster County, Pa.,
June 14, 1922.
Dear Bob:
Will you visit us on the farm during your summer vacation? Father has bought me a boat and we can go fishing and swimming. Mabel has a pony and I know she will let us ride him.
Please let me know if you may come and if you may stay two weeks.
Sincerely yours,
Roger Palmer.
Thanks for a gift:
159 West Tenth Street.
December 12, 1921.
Dear Aunt Louise:
You were wonderful to think of sending me those fine skates for my birthday. They are just the kind I wanted and I wish to thank you. I shall take good care of them.
Your affectionate nephew,
John Orr.
46 Elmwood Avenue,
June 16, 1922.
Dear Dorothy:
I am so sorry you are ill, but your mother says you are getting better. If you like, I shall let you have my book with the poem called "The Land of Counterpane." It is about a sick little boy who is playing with his toy soldiers and people and villages. In the picture they seem to be making him forget he is sick.
All the boys and girls hope you will soon be out to play again.
Sincerely yours,
Betty Foster.
To a teacher
500 Park Avenue,
New York, N. Y.,
February 8, 1920.
Dear Miss Sewell:
I want to thank you for your kindness in helping me with my studies, especially arithmetic. Without your help I should not have been able to pass my examinations.
Mother asks that you will come some day next week to take tea with us.
Sincerely yours,
Susan Evans.
To a grandparent
Dear Grandmother:
I wish you a very happy birthday and I hope you will like the present I sent you. Mother helped me to make it.
I send you my best love.
Your loving grandchild,
Evelyn.
Here is a charming letter[17] that Helen Keller when she was ten years of age wrote to John Greenleaf Whittier on the occasion of his birthday:
South Boston, Dec. 17, 1890.
Dear Kind Poet,
This is your birthday; that was the first thought which came into my mind when I awoke this morning; and it made me glad to think I could write you a letter and tell you how much your little friends love their sweet poet and his birthday. This evening they are going to entertain their friends with readings from your poems and music. I hope the swift winged messengers of love will be here to carry some of the sweet melody to you, in your little study by the Merrimac. At first I was very sorry when I found that the sun had hidden his shining face behind dull clouds, but afterwards I thought why he did it, and then I was happy. The sun knows that you like to see the world covered with beautiful white snow and so he kept back all his brightness, and let the little crystals form in the sky. When they are ready, they will softly fall and tenderly cover every object. Then the sun will appear in all his radiance and fill the world with light. If I were with you to-day I would give you eighty-three kisses, one for each year you have lived. Eighty-three years seems very long to me. Does it seem long to you? I wonder how many years there will be in eternity. I am afraid I cannot think about so much time. I received the letter which you wrote to me last summer, and I thank you for it. I am staying in Boston now at the Institution for the Blind, but I have not commenced my studies yet, because my dearest friend, Mr. Anagnos, wants me to rest and play a great deal.
Teacher is well and sends her kind remembrance to you. The happy Christmas time is almost here! I can hardly wait for the fun to begin! I hope your Christmas Day will be a very happy one and that the New Year will be full of brightness and joy for you and every one.
From your little friend
Helen A. Keller.
[[17]] This and the letter following are from "The Story of My Life," by Helen Keller. Copyright, 1902, 1903, by Helen Keller. Published in book form by Doubleday, Page & Co.
And the distinguished poet's reply:
My dear Young Friend:
I was very glad to have such a pleasant letter on my birthday. I had two or three hundred others and thine was one of the most welcome of all. I must tell thee about how the day passed at Oak Knoll. Of course the sun did not shine, but we had great open wood fires in the rooms, which were all very sweet with roses and other flowers, which were sent to me from distant friends; and fruits of all kinds from California and other places. Some relatives and dear old friends were with me through the day. I do not wonder thee thinks eighty-three years a long time, but to me it seems but a very little while since I was a boy no older than thee, playing on the old farm at Haverhill. I thank thee for all thy good wishes, and wish thee as many. I am glad thee is at the Institution; it is an excellent place. Give my best regards to Miss Sullivan, and with a great deal of love I am
Thy old friend,
John G. Whittier.
CHAPTER X
TELEGRAMS
Perhaps the most important thing to guard against in the writing of telegrams is a choice of words which, when run together, may be read two ways. As there should be no punctuation (and telegraph companies do not hold themselves responsible for punctuation) the sentences must be perfectly clear. There are instances where the use of punctuation has caused trouble.
In cases where punctuation is absolutely necessary, as for instance when more than one subject must be covered in the same message, the word "stop" is employed to divide the sentences, as:
Will arrive eight-thirty Wednesday stop telephone Gaines am coming stop will be at Hotel Pennsylvania
Therefore write sentences so that when they are run together there is only one interpretation.
Use no salutation or complimentary closing. Leave out all words that are not necessary to the meaning. Omit first-person pronouns where they are sure to be understood. Do not divide words in a telegram. Compound words are accepted as one word. Numbers should be spelled out, principally because it is more likely to insure correct transmission, and secondly because it costs less. For example, in the ordinal 24th the suffix th is counted as another word.
The minimum charge for telegrams is the cost of ten words, not counting the name, address, and signature. Nothing is saved by cutting the message to less than ten words. There is a certain fixed rate of charge for every word over ten.
In counting the words, count as one word the following:
| I— | Every word in the name of an individual or a concern as: Clive and Meyer Co. (four words) DeForest and Washburn Co. (four words also, as DeForest is counted as one word). |
| II— | Every dictionary word. In the case of cablegrams, words of over fifteen letters are counted as two words. |
| III— | Every separate letter as the "M" in "George M. Sykes" (three words). |
| IV— | Every figure in a number as 598 (three words). |
| V— | Names of states, territories, counties, cities, and villages. |
| VI— | Weights and measures, decimal points, punctuation marks within the sentence. |
To save expense in long messages codes can be used in which one word stands for several words. The Western Union has an established code—or private codes can be arranged. Five letters are allowed as one code word. A word of six or seven letters will thus count as two words.
In cablegrams the use of codes is common on account of the higher rate for cablegrams. Since the name, address, date, and signature are all counted, code words are frequently used for the name and address. Code language is allowed only in the first class of cable messages.