To be able to compose a letter requires more ability than to give it the proper arrangement and mechanical dress. A mind well stored with useful knowledge as well as command of language, is necessary in writing a letter on general subjects. The strictly business letter requires a thorough understanding of the facts concerning which the letter is written, and these facts to be set forth in plain and unmistakable language. All display of rhetoric or flourish of words is entirely out of place in the sober, practical letter of business. The proper use of capital letters, punctuation, and correct spelling are essential to the well written letter, and with a little care and striving may be easily acquired.
ARRANGEMENT OF ITEMS.
As stated before, each item or subject in a letter should be embraced in a separate paragraph. These should be arranged in the order in which they would naturally come, either in point of time, importance, or as regards policy. Never begin a letter abruptly with a complaint, but rather bring in all unpleasant subjects toward the close. If an answer to a letter of inquiry, take up the questions as they are asked, indicate first what the question is, and then state clearly the answer. The first paragraph should acknowledge the receipt of the communication now to be answered, giving date and indicating its nature and contents, thus:
Your letter of the 10th instant concerning damaged goods is received, etc.
The closing paragraph usually begins with such words as Hoping, Trusting, Awaiting, Thanking, or similar expressions, and is complimentary in its tone and designed as a courtesy.
BREVITY.
Business letters should be brief and to the point. The best letter states clearly all the facts in the fewest words. Brevity is not inconsistent with a long letter, as so much may need to be said as to require a long letter, but all repetitions, lengthy statements and multiplication of words should be avoided. Use short sentences, and make every word mean something. Short sentences are more forcible, and more easily understood or remembered, than long drawn out utterances.
STYLE.
Style refers to the tone, air, or manner of expression. Dignity and strength should characterize the style of the business letter. No ornament of expression or eloquence of language is necessary or appropriate in a correspondence between business men. Come to your meaning at once. State the facts. Let every sentence bristle with points.
The successful business man must possess energy, decision, and force, and these qualities should be conspicuous in his correspondence in order to command respect. Never use loose or slang expressions. The business man should be a gentleman. Indulge in no display of superior knowledge or education, but temper each paragraph with respect and deference to others. The learner who would aspire to write a good letter, should, after having finished his attempt, go over each sentence carefully and wherever the pronoun I occurs, modify the expression so as to leave this out.