CHAPTER XII
LETTER-WRITING
Why Important.—There are two general classes of letters: informal or personal, and formal or impersonal. Each kind is governed by the general principles of clearness and courtesy. Mischief is sure to follow if either of these principles is disregarded. A writer may indulge in extravagance of statement when he writes for the public, and “there is no harm done, for the speaker is one and the listener is another.”[49] But it is quite a different matter when one is making business promises, or trying to pacify a distant friend with whom there is a misunderstanding. A shrewd politician knows enough not to write too many letters, and not to write anything that he cannot stand by. A woman of tact knows that the success of her social plans may turn upon the choice of a single word in the leave-taking of a note.
Business Letters.—These are formal, impersonal. A good business letter is (1) clear, (2) courteous, (3) brief. It shows unmistakably (a) who is writing, (b) to whom, (c) where, (d) when. It is definite in its language, so that there need be no return letter of inquiry as to any part of its meaning. It observes the best conventions of address and signature. It refrains from brusque remarks, even in reply to a rude letter. It is appreciative. A good business man always takes into account that a handful of trade is a handful of gold; if he is favored with orders, he goes to the trouble of thanking his customers. It does not curtly abbreviate sentences and signatures. Life is not so short but that we may avoid writing such insults as this: “Y’rs rec’d and contents noted. Have ordered Jones to push the deal through. Shall see you soon. Y’rs respy.”
Headings and Signatures in Business Letters.—A business letter should show where it was written, and where the answer should be sent. If these places are the same, the one address may be indicated either at the beginning or at the end, preferably the former. Street and number should always be given in the case of city addresses. The date of writing should be placed at the beginning, the month being written or abbreviated, not indicated by a figure. The heading ought also to indicate to whom the letter is sent. Since in theory or in fact there may be other persons of the same name, the correspondent’s address should usually be placed beneath his name. The most common signatures in business letters are Yours truly, Yours very truly, and Yours respectfully. In writing a business letter, a girl signs her full name. Then at the left she writes her name, preceded by Miss, and followed by her address.
Titles in Business Letters.—Firm names need not be preceded by Messrs., although this form certainly adds to the courtesy of the communication. Names of individuals should regularly be preceded by Mr. Whether a person should be addressed by his professional title depends somewhat upon the character of the business. In the United States a commercial letter is sufficiently courteous if Mr. precedes the name of the person addressed. This title is in better taste, as applied to business men, than Esq. But there is no objection to the use of certain titles, and they are desirable if the business be one which pertains to the profession of the person addressed. Initials should always be given. “Rev. Brown,” “Hon. Jones,” are inexcusable forms.
The Envelope.—The address on the envelope should be as legible as possible. Names of states should not be contracted. As Professor J. M. Hart remarks, “The only current abbreviations that seem to be safe are Penna., Conn., and D. C.”[50] New York City may be written for New York, N. Y. The same rules for titles apply to the envelope as to the heading. If the comma is placed after one line of the address, it must be placed after the others. It is needed after none.
Written Exercise.—Write a business letter, replying clearly and courteously to the following imaginary communication.
14 Grasmere Street,
Boston, Mass.,
Dec. 4, 1897.
Miss Helen Roe,
Graysville, Penna.
Dear Madam:—