Letters of Inquiry should be written in a happy medium, between tedious length and the brevity which would betoken indifference. As the subject is generally limited to questions upon one subject, they will not admit of much verbiage, and if your inquiry relates simply to a matter of business, it is better to confine your words strictly to that business; if, however, you are writing to make inquiry as to the health of a friend, or any other matter in which feeling or affection dictates the epistle, the cold, formal style of a business letter would become heartless, and, in many cases, positively insulting. You must here add some words of compliment, express your friendly interest in the subject, and your hope that a favorable answer may be returned, and if the occasion is a painful one, a few lines of regret or condolence may be added.
If you are requesting a favor of your correspondent, you should apologize for the trouble you are giving him, and mention the necessity which prompts you to write.
If you are making inquiries of a friend, your letter will then admit of some words of compliment, and may be written in an easy, familiar style.
If writing to a stranger, your request for information becomes a personal favor, and you should write in a manner to show him that you feel this. Speak of the obligation he will confer, mention the necessity which compels you to trouble him, and follow his answer by a note of thanks.
Always, when sending a letter of inquiry, enclose a stamp for the answer. If you trouble your correspondent to take his time to write you information, valuable only to yourself, you have no right to tax him also for the price of postage.
Answers to letters of Inquiry should be written as soon as possible after such letters are received. If the inquiry is of a personal nature, concerning your health, family affairs, or the denial or corroboration of some report concerning yourself, you should thank your correspondent for the interest he expresses, and such a letter should be answered immediately. If the letter you receive contains questions which you cannot answer instantly, as, for instance, if you are obliged to see a third party, or yourself make inquiry upon the subject proposed, it is best to write a few lines acknowledging the receipt of your friend’s letter, expressing your pleasure at being able to serve him, and stating why you cannot immediately give him the desired information, with the promise to write again as soon as such information is yours to send.
Letters requesting Favors are trying to write, and must be dictated by the circumstances which make them necessary. Be careful not to be servile in such letters. Take a respectful, but, at the same time, manly tone; and, while you acknowledge the obligation a favorable answer will confer, do not adopt the cringing language of a beggar.
Letters conferring Favors should never be written in a style to make the recipient feel a weight of obligation; on the contrary, the style should be such as will endeavor to convince your correspondent that in his acceptance of your favor he confers an obligation upon you.
Letters refusing Favors call for your most courteous language, for they must give some pain, and this may be very much softened by the manner in which you write. Express your regret at being unable to grant your friend’s request, a hope that at some future time it may be in your power to answer another such letter more favorably, and give a good reason for your refusal.
Letters acknowledging Favors, or letters of thanks, should be written in a cordial, frank, and grateful style. While you earnestly thank your correspondent for his kindness, you must never hint at any payment of the obligation. If you have the means of obliging him near you at that instant, make your offer of the favor the subject of another letter, lest he attribute your haste to a desire to rid yourself of an obligation. To hint at a future payment is still more indelicate. When you can show your gratitude by a suitable return, then let your actions, not your words, speak for the accuracy of your memory in retaining the recollection of favors conferred.