Book of Etiquette, Volume I

by Lillian Eichler Watson

A letter, business or social, is simply talk upon paper. And as a wise philosopher once said, "Never put on paper what you would not care to see printed in the newspaper for all to read." As in everything else connected with the social world, ease is absolutely essential to the correct letter. The style must not be cramped, stilted, forced. A free and easy flow of language, simple and understandable, and with just that acceptable degree of cordiality and heartiness that makes one enjoy reading, is essential in all correspondence.

And yet, letters should be written personally—that is, they should represent the sender. Be sure, first, that you know exactly what you want to say, and how you want to say it. Then put it down on paper as though you were speaking; make no pretense at being so very highly educated that you must use flowery language and poetical phrases. Simplicity in form and wording is the most effective and graceful method. It is a greater mark of learning and intelligence to write a simple, ably expressed, cordial letter, than to write one that shows an obvious effort to cover, by extravagant expressions and highly figurative language, the reserve and dignity that are the foundation of all good-breeding.

In the following pages it is possible for us only to give the prescribed principles of correct form, suggesting the forms and expressions to be avoided. But the true art of letter-writing rests with you—and your own personality. We would suggest that you read carefully each letter you receive, noting and remembering those expressions that most appeal to you. A good appeal is generally universal; what appeals to you in a letter you receive will appeal to others. Thus you will find that personal experience in this matter will help you much more than any book that gives you only the foundation of form and style.

THE BUSINESS LETTER

It is interesting to find in the midst of the lament that in the twentieth century people have ceased to find time to write letters or to be courteous that the Postmaster General has rescinded previous orders which directed that departmental correspondence should not begin with the ceremonial form of "My dear Sir," and that the complimentary close, "Yours sincerely," etc., should not be used. His order is worth quoting:

"In no part of our work does the demand for the human quality apply more than in the matter of writing letters. By far the largest contact of this department with the public is by means of the letters which are written. Letters can be cold, stereotyped, following the same routine day by day, appearing more or less machine made, and the impression which the recipient has upon reading the letter is that the suggestion, complaint, petition or application made has been given scant consideration.

"I want every letter that goes out from this department or any of the Post Offices or other field offices to convince the reader of the fact, for it must be a fact, that whatever he has written has been received sympathetically and that an effort has been made to give the writer the benefit of every possible service which the department affords.

"To this end I think the writers should endeavor to make their letters more informal than is now the case generally; that they should, wherever the exigencies of the case do not require otherwise, be as explicit as possible, and that reasons for the position taken by the department should be given. Above all, I do not want the letters to be stereotyped."

A business letter is written with a purpose. It is a good letter when it accomplishes that purpose briefly, thoroughly, and courteously. Women especially should be careful not to be discursive. Business men have not time to puzzle over bad handwriting or ambiguous sentences. Whenever it can be done conveniently the business letter should be written on the typewriter. Tinted stationery is never appropriate, and ruled stationery should never be used either for business or social correspondence.

The correct form for the salutation of a business letter includes the name and address of the person or firm to whom the letter is written as well as the ceremonial form of salutation. Thus: