It is presumed that there is nothing in correspondence to set against the advantages of pouring forth many words without effort, and of carrying on an argument rapidly; but the truth is, that correspondence has peculiar advantages of its own. A hearer seldom grasps another person’s argument until it has been repeated several times, and if the argument is of a very complex nature the chances are that he will not carry away all its points even then. A letter is a document which a person of slow abilities can study at his leisure, until he has mastered it; so that an elaborate piece of reasoning may be set forth in a letter with a fair chance that such a person will ultimately understand it. He will read the letter three or four times on the day of its arrival, then he will still feel that something may have escaped him, and he will read it again next day. He will keep it and refer to it afterwards to refresh his memory. He can do nothing of all this with what you say to him orally. His only resource in that case is to write down a memorandum of the conversation on your departure, in which he will probably make serious omissions or mistakes. Your letter is a memorandum of a far more direct and authentic kind.
Appointments are sometimes made in order to settle a matter of business by talking, and after the parties have met and talked for a long time one says to the other, “I will write to you in a day or two;” and the other instantly agrees with the proposal, from a feeling that the matter can be settled more clearly by letter than by oral communication.
In these cases it may happen that the talking has cleared the way for the letter,—that it has removed subjects of doubt, hesitation, or dispute, and left only a few points on which the parties are very nearly agreed.
There are, however, other cases, which have sometimes come under my own observation, in which men meet by appointment to settle a matter, and then seem afraid to cope with it, and talk about indifferent subjects with a half-conscious intention of postponing the difficult one till there is no longer time to deal with it on that day. They then say, when they separate, “We will settle that matter by correspondence,” as if they could not have done so just as easily without giving themselves the trouble of meeting. In such cases as these the reason for avoiding the difficult subject is either timidity or indolence. Either the parties do not like to face each other in an opposition that may become a verbal combat, or else they have not decision and industry enough to do a hard day’s work together; so they procrastinate, that they may spread the work over a larger space of time.
The timidity that shrinks from a personal encounter is sometimes the cause of hostile letter-writing about matters of business even when personal interviews are most easy. There are instances of disputes by letter between people who live in the same town, in the same street, and even in the same house, and who might quarrel with their tongues if they were not afraid, but fear drives them to fight from a certain distance, as it requires less personal courage to fire a cannon at an enemy a league away than to face his naked sword.
Timidity leads people to write letters and to avoid them. Some timorous people feel bolder with a pen; others, on the contrary, are extremely afraid of committing anything to paper, either because written words remain and may be referred to afterwards, or because they may be read by eyes they were never intended for, or else because the letter-writer feels doubtful about his own powers in composition, grammar, or spelling.
Of these reasons against doing business by letter the second is really serious. You write about your most strictly private affairs, and unless the receiver of the letter is a rigidly careful and orderly person, it may be read by his clerks or servants. You may afterwards visit the recipient and find the letter lying about on a disorderly desk, or stuck on a hook suspended from a wall, or thrust into a lockless drawer; and as the letter is no longer your property, and you have not the resource of destroying it, you will keenly appreciate the wisdom of those who avoid letter-writing when they can.
The other cause of timidity, the apprehension that some fault may be committed, some sin against literary taste or grammatical rule, has a powerful effect as a deterrent from even necessary business correspondence. The fear which a half-educated person feels that he will commit faults causes a degree of hesitation which is enough of itself to produce them; and besides this cause of error there is the want of practice, also caused by timidity, for persons who dread letter-writing practise it as little as possible.
The awkwardness of uneducated letter-writers is a most serious cause of anxiety to people who are compelled to intrust the care of things to uneducated dependants at a distance. Such care-takers, instead of keeping you regularly informed of the state of affairs as an intelligent correspondent would, write rarely, and they have such difficulty in imagining the necessary ignorance of one who is not on the spot, that the information they give you is provokingly incomplete on some most important points.
An uneducated agent will write to you and tell you, for example, that damage has occurred to something of yours, say a house, a carriage, or a yacht, but he will not tell you its exact nature or extent, and he will leave you in a state of anxious conjecture. If you question him by letter, he will probably miss what is most essential in your questions, so that you will have great difficulty in getting at the exact truth. After much trouble you will perhaps have to take the train and go to see the extent of damage for yourself, though it might have been described to you quite accurately in a short letter by an intelligent man of business.