In formulating the rules, two things should be kept in mind— clearness, to make the meaning of the writer plain; and a pleasing appearance that will make a favorable impression upon the reader. The sole purpose of punctuation marks is to help convey a thought so clearly that it cannot be misunderstood and experienced writers learn to use the proper marks almost intuitively. The rules are applied unconsciously. Many correspondents in dictating designate the beginning and the close of each sentence but others leave this to the intelligence of the stenographer, and there is no better rule for those to whom such matters are left than to be liberal in the use of periods. Avoid long, involved sentences. There is little danger of misunderstanding in short sentences.
Most of the rules can be made hard and fast—a simple regulation to do this or to avoid that. They should begin with the date line. Instructions should be given as to the place for the date line: whether it should be written on one or two lines and whether the month should be expressed in figures or should be spelled out, and whether the year should be printed in full or abbreviated. There is a growing tendency to use figures, such as 10-15-10, and supplementary letters, such as "rd," "th," and so forth, are being eliminated. Some firms are placing the date at the bottom of the letter at the left hand margin, although for convenience in making a quick reference the date line at the top of the letter is much to be preferred.
* * * * *
A Page of Instructions to Stenographers:
_City and date must be written about three spaces below the lowest printed matter on letterhead, as follows: Chicago, date single space below, regulated so that it will precede and extend beyond "Chicago" an equal distance, the end of date being in line with margin of body of letter; spell the month in full, followed by the date in figures, after which use comma; add year in figures and end with period.
Commence letter by addressing customer, then double space and follow with city and state (do not give street address) except where window envelope is to be used; double space and address as "Dear Sir" or "Madam." Also double space between this salutation and first paragraph.
Paragraphs must begin ten points from margin on a line with city.
Use single space, with double space between paragraphs.
In closing use the phrase "Yours very truly" and sign "The Wilson-Graham Company." Have correspondent's and stenographer's initials on line with margin on left hand side of sheet. Margins must be regulated by length of letter to be written, using your judgment in this respect.
The half size letterhead should be used for very short letters.
Envelopes must be addressed double space, with beginning of name, street address, city and state on marginal line, as per sample attached._