THE TEXT OF THE LETTER
I. Business.[16] — 1. The idea that curtness and brevity are essential characteristics of a business letter exists now only in the minds of the inexperienced, the ignorant, or the careless. One still finds stock phrases and omitted articles to a surprising extent, — so much so that a well-written business letter carries with it more weight because of the contrast which it offers. The writers of the best business letters today lose no time in getting to the point, but they extend to their correspondent the courtesy of correct diction. Arrangement, punctuation, spelling, and grammar reflect favorably or otherwise upon the reputation of the house. {119}
[16] See example 1 on page [126.]
2. Avoid such monotonous expressions as the following: (a) Yours, your favor, your esteemed favor; write letter. (b) 12th inst., 12th, recent date; write 12 March. (c) I will say, I would say, I can say; write Allow me to say, or omit it altogether. (d) In reply would say; write In reply I would say, or In reply allow me to say. (e) Same, the same; write it or they. (f) Please find enclosed; write I enclose. (g) Hoping to hear soon, thanking you in advance, awaiting your response, and oblige have all become hackneyed. Omit them unless bearing specifically upon the text of the letter.
3. Do not omit I or We in such expressions as, Beg[17] to acknowledge, Have been awaiting your advice.
4. Do not use the first person singular when the letter is signed by the firm name.
5. Do not say the writer in one portion of the letter and I in another.
6. In arrangement, the first line of the text should begin on the line below the salutation, indented about one inch, and each paragraph should be similarly indented.[18] Another style, particularly useful when the letter covers several distinct subjects, is to use the reverse indention, with subheads in capitals at the extreme left.[19] {120}
[17] This should be Beg leave to acknowledge.
[18] See example 1 on page [126.]
[19] See example 2 on page [126.]
II. Informal.[20] — 1. However informal or friendly, a letter should tell what it has to say in a straightforward, coherent manner. Apologies for delay in writing, or for anything else except illness, absence from town, or other cause which demands explanation, are wasteful of paper, ink, and the time of two persons.
2. A general fault in informal letters is the paragraphing and punctuation. The writer should remember that he is trying to express to another mental ideas which have no opportunity to become crystallized by the sound of the voice. He should take especial pains to assist his correspondent in assimilating the thoughts which he expresses, by not running different topics together, and by separating phrases and sentences with their proper marks.
III. Formal. — 1. The expedient of writing in the third person is adopted in formal social correspondence.[21] Notes of this kind should have no heading, address, complimentary close, or signature. The date alone, omitting the year, is used, being placed at the end on the left. No abbreviations other than Mr., Mrs., Messrs., and Dr. should be used. The date should be spelled out in full.
2. Notes written to tradespeople[22] conveying {121} orders or instructions are also frequently written in the third person. In this case, however, the address is always given at the end on the left, and the date, using figures, is also employed. There is no signature.
[20] See example 3 on page [127.]