A First Book in Writing English :: CHAPTER XII LETTER-WRITING

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:—

We beg to acknowledge the receipt of your order of Dec. 2. Since you mention the fact that the goods are intended as a Christmas surprise, we have taken the liberty of holding them, and writing for orders as to desired date of shipment to the address you specify. We remain,

Very respectfully yours,

Weaver and Weaver.

Written Exercise.—Write a petition to some person or persons in authority, following in general the form given below:—

The Faculty of Lewis Institute.

Gentlemen: We, the undersigned, respectfully ask the privilege of organizing a new literary society, to be called the Parnassian. We enclose a copy of the proposed constitution, which we are ready to sign. If further information is desired, we shall be glad to appoint a committee to wait upon you at any time you may designate.

L. Gustafson,
H. Bulkley, etc.

Formal Social Letters.—Formal correspondence indicates by its style the mere acquaintance of the correspondents, or, in the words of Miss Morton,[51] “the bounds of distance which for any reason it is desirable to maintain.” A formal letter should actually be formal. If one attempts to do an elaborate thing, one ought to do it thoroughly and properly. A letter that begins with formal brevity and runs off into colloquial prolixity is a burlesque. A letter that begins in the third person and ends in the first is a farce.

Written Exercise.—Following in general the models given below, write (1) a formal invitation to dinner; (2) an acceptance of this invitation; (3) regrets at inability to accept.

1. Mr. Frederick Estoff, Jr., requests the pleasure of Mr. Edward Edwards’ company at dinner on Tuesday, June fourth, at seven o’clock, to meet Mr. and Mrs. Frederick Estoff.

12 Pear Street, June twenty-eighth.

2. Mr. Edward Edwards accepts with much pleasure the kind invitation of Mr. Frederick Estoff, Jr., to dinner for June fourth, to meet Mr. and Mrs. Frederick Estoff.

14 Sycamore Street, June twenty-eighth.

3. Mr. Edward Edwards regrets extremely that a previous engagement prevents his acceptance of Mr. Frederick Estoff, Jr.’s kind invitation to dinner for June fourth, to meet Mr. and Mrs. Frederick Estoff.

14 Sycamore Street, June twenty-eighth.

Personal or Informal Letters.—The letter one writes informally to an acquaintance, a friend, or a relative, should be in tone pretty nearly what one’s conversation with the given person would be. To give such a letter the tone which represents exactly the relation between the two people is a hard task. The nicest sense of tact is required in order not to be too stiff and not too familiar. Personal letters demand the art of colloquial composition. Those unperceptive persons who have but one style of composition,—that of a book, or that of a clerk,—make sorry work of personal letters. Suppose that you have always known one of these persons. You have played with him, read with him, perhaps fought with him. When you meet, he calls you by your first name. When he writes to ask you to visit him, he addresses you as Dear Sir, and signs himself Respectfully! His letter gives you a chill. There is too little of the personal letter-writing of the better sort, the leisurely, careful, courteous, old-fashioned kind of written talk,—writing that, like Thomas Cholmondeley’s, could be signed, “Ever yours and not in haste.”

Written Exercise.—Write a note inviting a friend of your own age to dinner, to an informal party, or to an excursion. Such a note usually begins on this wise,—My Dear Tom, or Dear Tom, rather than on this,—Dear Friend. A similar note to an acquaintance would begin: My dear Mr. ——, My dear Miss ——, etc.

Written Exercise.—Write a personal letter to the instructor, concerning some matter in which you would like to interest him. This letter will not be read to the class.

Written Exercise.—Write to some friend a long letter, observing the ordinary rules for paragraphing. Suggested subjects: an account of your life since last meeting your friend; a comparison of the town you now live in with that in which you and the friend formerly lived; an explanation of some scheme in which you wish the friend’s co-operation.

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