Читать книгу The New Century Standard Letter-Writer - Alfred B. Chambers - Страница 6

Considering the vast amount of business transacted by correspondence between the parties interested, Letter-Writing seems only second in importance to bookkeeping. Merchants and others living at a distance from the wholesale centers, usually order and remit by letter. It may be that an error has occurred and needs correction. Credit is to be asked, references given, and a multitude of other matters call for adjustment through correspondence. To write every conceivable variety and shade of meaning, expressing the proper thought in the most fitting and appropriate language, is indeed a rare and valuable accomplishment. And when the proper language takes on the graceful and businesslike air of the well-written letter, with its several parts harmoniously arranged, it is a combination of brain and skill which can hardly be overestimated.

This subject, therefore, naturally divides itself into two parts: The Mechanical Structure, and the Literature of a Letter. The former, being the less difficult, will be first considered.

The Structure of a Business Letter.

Consists in the arrangement of its several parts, with a view to the most harmonious effect. Whenever typewriting is not used, excellent penmanship is very desirable, but not absolutely essential. The penmanship may indeed be poor, but the arrangement of the several parts of the letter, the neatness, and finish, may be such as to give it an attractive appearance, while, on the other hand, the letter may be clothed in the most elegant penmanship, and yet the construction be such as to stamp its author as a careless and indifferent person, devoid of precision and order.

Not one great thing, but many little things, carefully watched and attentively practiced, make up the structure and dress of a business letter, and give it a businesslike air. The penmanship should be a neat, strong hand, very plain and legible, and devoid of all flourish.

Paper and Envelope.

The paper and envelopes used in business correspondence should be of a good durable quality, and a white color is preferable. Cheap materials are not only unsatisfactory to the writer, but may give the reader an unfavorable impression, which would be an injury far exceeding the cost of the best stationery for a lifetime. Persons form impressions from very little things sometimes.

The size of a letter sheet in business correspondence should be about 8½ x 11 inches. This sheet affords a sufficient space for a communication of ordinary length, to be written on one side only, which is essential in case the letter is copied in a letter press. A sheet of paper, note size (5 x 8), is oftentimes used for brief communications of no special importance, and not designed to be filed for future reference. Among professional men the note paper is extensively used, but with business men the letter size is considered preferable.

The envelope should correspond in size to that of the letter sheet, and should be a trifle longer than one-half the length of the sheet. Thus, in a sheet 8½ x 11 inches, one-half the length of the sheet is 5½ inches, and this requires the length of the envelope to be about 5¾ inches. Its width is usually about 3¼ inches. Avoid the use of fancy colored and fancy shaped paper and envelopes. These may not be objectionable in social correspondence among ladies (see Part IV, chap. I), but the importance of business affairs does not admit of such display.

DIAGRAM OF THE STRUCTURE OF A LETTER.

8½ INCHES.

11 INCHES.

HEADING.

ADDRESS.

MARGIN.

COMPLIMENTARY ADDRESS.

PARAGRAPH.

MARGIN.

PARAGRAPH.

PARAGRAPH.

COMPLIMENTARY CLOSING.

SIGNATURE.

The Heading.

The nature of the business is usually printed or engraved at the top of the letter page, together with street, number and city, thus leaving only the date to be inserted to complete the heading.

In case the heading of the letter is to be entirely written, it should be placed so as to occupy the right-hand half of the first two lines at the top of the page. If, however, the letter is to be a very brief one, occupying only three or four lines, the heading may then be placed lower down on the sheet, so as to bring the body of the letter about the center of the sheet.

365 Wabash Avenue, Chicago, May 5, 1900.

Writing from a large city, the heading should contain the street and number. Your correspondent, in directing his answer, will rely on the address given in your letter. Never be guilty of the blunder frequently committed, of placing a part of the heading under the signature.

The second line of the heading should begin a little farther to the right than the first line, as seen above:

EDWARD P. LEWIS. HENRY T. ROBERTS.

LEWIS & ROBERTS,

Booksellers, Newsdealers and Stationers,

1320 Broadway,

New York, .......... 19.....

Specimen of Printed or Engraved Heading.

If the writer has a box at the post office, and wishes his mail delivered there, he may head his letter as follows:

P. O. Box, 2015, Philadelphia, August 10, 19—.

Writing from the principal cities of the United States, it is not necessary to make the name of the State a part of the heading, as that is supposed to be known and understood, but with smaller cities the name of the State also should be given. In writing from an obscure town or village, not only the State should be given, but the county as well.

St. Charles, Kane County, Ill., November 15, 19—.

The punctuation of the heading and other parts of the letter is of great importance, and something which can be learned by a little attention on the part of any one in examining the forms here given.

Margin.

A margin three-quarters of an inch in width should be left on the side of the letter, as shown in the diagram. This is convenient for any mark or memorandum which your correspondent may desire to make concerning anything contained in the letter, but its greater value lies in the open, airy, and cheerful dress which it imparts to the missive. A too narrow margin conveys the idea of stinginess, as if to economize paper, while an irregular or zigzag margin conveys the idea of carelessness or want of precision. On a sheet of note paper, the margin may be only one-half inch in width, thus making it proportionate to the size of the sheet.

Address.

On the next line below the heading, that is, the third line from the top of the sheet, and beginning at the left margin, should be placed the Address, which consists of the name of the person to whom the letter is written, together with his titles, if any, and his place of residence or business.

Messrs. Duncan Bros. & Co. Peoria, Ill.

Gentlemen:

Or, if the letter is written to a person living or doing business in a large city, thus:

Mr. James P. Hutchins, Counselor & Attorney-at-law, 510 Chestnut St., Philadelphia, Pa.

Dear Sir:

The names and residence should not be allowed to extend further to the right than about the center of the sheet, thus leaving an open space between this and the heading of your letter. In case the names or place of residence should be so long as to require it, they may be placed thus:

Messrs. Pollard, Taylor, Jones & Duncan, St. Louis, Mo.

Gentlemen:

The words Dear Sir or Gentlemen are sometimes placed farther to the left, as in the above example, but most business men in their correspondence place this complimentary address with reference to the words above them, about three-quarters of an inch farther to the right, as shown below:

Arthur P. Dillingham, Esq., 210 Erie St., Boston.

Dear Sir:

The custom of placing the address beneath the body instead of at the beginning of the letter is not much in vogue in business circles in this country, most business men preferring to place the name and address at the head of the sheet, and then write it as if they were talking to the person himself. When, however, the address is placed below the letter, it should occupy the same position as to the margin, etc., as if placed at the beginning. The custom is borrowed from the English, and its use is confined mostly to government officials, professional men, and social intercourse.

Body of the Letter.

This constitutes the written message. It should begin on the same line with the words, Dear Sir or Gentlemen, leaving after these words a small space. In case the place of residence or business is not written in the address, then the complimentary address of Dear Sir or Gentlemen will be placed on the next line under the name, or fourth line from the top of the sheet, and the letter will begin on the fifth line from the top, thus:

Mr. Frank L. Robinson,

Dear Sir:—

In answer to your favor——

Sometimes, for the sake of convenience, and the saving of labor, the letter head has printed in the left corner, above the address, a blank form of memorandum, as follows:

Referring to	}	OR	In reply to	}
yours of ...	your favor of ...

and after this introduction the writer is able speedily to get at the marrow of his letter, without acknowledging the receipt of a former communication.

The body of the letter should be divided into as many paragraphs as there are distinct subjects in the letter, or a new paragraph should be commenced at every change of the subject. The habit which some persons have of tacking one subject to the end of another, and thus making a letter one continuous paragraph of mixed-up information, instructions and requests, is extremely objectionable. It destroys the force of what is said, instead of fixing each thought clearly on the mind of the reader; it leaves him confused, and he reads a second time and tries to get his ideas fixed and systematized, or he throws aside the letter until he has more time in which to study it and get the meaning clear.

If the letter is long and is really concerning only one subject, then it may properly be divided into paragraphs by separating the different divisions of the subject, and giving a paragraph to each. These should be arranged in their logical order. Wherever the letter is to contain numerous paragraphs, to avoid omitting any of the items it is best to jot them down on a slip of paper, then embody them in the letter in their natural order.

The first word of each paragraph should be indented, or moved in from the margin, usually about the width of the margin. Thus, if the margin is three-fourths of an inch in width, the paragraph should begin three-fourths of an inch from the margin. Some writers, however, prefer to commence the first word of the paragraph an inch from the margin, and it is really not so essential what the distance is, provided it be uniform, and all the paragraphs begin alike. A little attention is necessary here. In ordering goods, make each article a separate paragraph.

Complimentary Closing and Signature.

The complimentary closing consists of such words as Yours truly, Respectfully, etc., and should be placed on the next line beneath the last one occupied by the body of the letter, commencing a little to the right of the middle. The signature should be placed underneath the words of respect, and begin still a little farther to the right. Thus the conclusion of the letter will correspond in position and arrangement with the heading.

Yours truly,

Thomas Smyth.

The language of the complimentary closing should be governed by the relation between the parties, and should correspond with the complimentary address. The first letter, even between strangers, now generally commences with Dear Sir and ends with the word Respectfully. After the exchange of a few letters and a sort of business acquaintance may be said to exist between the correspondents, then My Dear Sir, and Yours truly, may properly be introduced. A little more cordial would be such a conclusion as the following:

Yours very truly,

Jones, Smith & Robinson.

The man of business is apt, however, to have one stereotyped beginning and ending to all his letters, and seldom stops to discriminate between strangers and old customers in this respect. Often the conclusion may be connected to the closing paragraph with perfect grace and ease thus:

Hoping to receive the goods without delay, I remain,

Respectfully, Melville R. Johnson.

In the signature of a letter, especial care should be exercised. Bear in mind that names of persons are not governed by the rules of spelling, and words which precede or follow proper names will not aid us in deciphering them if they are poorly written.

A Model Business Letter.

210 S. Sixth Street,

Cincinnati, March 11, 19—.

Messrs. Bradley, Tomlinson & Co.,

410 Broadway, New York.

Gentlemen:—

Inclosed please find New York Exchange in settlement of your Invoice of the 1st inst., less Cash discount.

Amount of Invoice	$2,523.10
Cash discount, 5%	126.15
Draft inclosed,	$2,396.95

The goods have been received, and are very satisfactory in both quality and price. You may expect another order soon.

Yours truly,

Phillips Brothers & Co.

The young person who would learn to write a good business letter should, with pen, ink and suitable paper begin to practice faithfully after the above model. If necessary, write and re-write it a dozen times or more, until your letter resembles it closely. Then take any of the models for business letters given in this book, and, with this specimen in front of you, write a letter which will conform with the foregoing sample in appearance and dress. Write the same matter over again, and improve it in its defects. Criticise each line and word. See that no words or letters are omitted, and that the punctuation is according to the models in this volume. Eliminate all ungainly letters, see that each of them rests on the line, and that, withal, your page is clean and regular.

The person who will thus devote a little earnest study and practice may early acquire the valuable accomplishment of writing a pleasing business letter, so far as the mechanical structure goes. For the contents, the model letter will also furnish the necessary practical points.

Typewritten Letters.

It must be stated here that all the above principles, rules and recommendations apply to type-written letters, as well as to their contents as to general arrangement of the text.

It is considered absolutely bad form and almost impertinent, to use a typewriter in social correspondence. The writing machine is reserved exclusively for business or official correspondence.

Addressing the Envelope.

After the letter is finished, and before it is copied on the letter press, the envelope should be addressed. As before stated, the directions on the envelope must conform to the address at the beginning of the letter, hence the necessity for addressing the envelope before the letter is folded.

The first line of the address of the envelope should consist of the name of the person or firm to whom the letter is written, together with any appropriate titles, and should be written across or a little below the middle of the envelope, but never above it, beginning near the left edge. The space between this first line and the bottom of the envelope should be about equally divided among the other lines, each of which begins still farther to the right than the one above (see page 26).

Messrs. Bradley, Tomlinson & Co.,

410 Broadway,

New York City.

When writing to a person in a large city the number and street should be a part of the address, and may be placed as in the above form, or in the left-hand lower corner as follows:

Messrs. Laird & Lee,

Publishers,

Chicago, Ill.

263-65 Wabash Ave.

In case the letter is addressed in care of any one, this should be inserted in the lower left corner. In a letter of introduction, the words Introducing Mr. John Smith, or similar words, should be placed in this corner.

Letters addressed to small towns or villages should bear the name of the county, as follows:

Mr. David Lyons,

Washington,

Porter County,

P. O. Box No. 37. Ala.

Or the name of the county may be placed in the lower left corner. The post office box number is usually placed in that place.

Folding a Letter.

Having written an excellent letter, and faultlessly addressed the envelope, all may be easily stamped as unbusinesslike, and spoiled, by improperly performing so simple a part as the folding. Remember this excellent rule that, whatever is worth doing is worth doing well.

With the letter sheet lying before you, turn the bottom edge up so that it lies along with the top edge, thus making a fold in the middle, which press down with the thumb nail or with a paper folder. Then fold the right edge over so that it falls two-thirds the distance across the sheet, and press down the edge. Next fold the left edge of the sheet over to the right, breaking the fold at the edge of the part folded over just before.

In case a check, note, draft, bill or currency is to be sent by letter, it should be placed on the upper half of the sheet as it lies open, and then the letter should be folded the same as if it were not there. This will fold the paper or document in the letter so that it will be difficult to extract it while being transmitted in the mails, and so that it will not be dropped or lost in opening the letter.

The letter is now folded so that it will be of equal thickness in every part of the envelope. Insert the edge last folded in the envelope first, with the original edges of the sheet at the end of the envelope which the stamp is on; when taken from the envelope the letter will then be proper side up.

The Literature of a Letter.

To be able to compose a letter requires more ability than to give it the proper arrangement and mechanical appearance. A mind well stored with useful knowledge as well as command of language, is necessary in writing a letter on general subjects. The strictly business letter requires a thorough understanding of the facts concerning which the letter is written, and these facts to be set forth in plain and unmistakable language. All display of rhetoric or flourish of words is entirely out of place in the sober, practical letter of business. The proper use of capital letters, punctuation, and correct spelling is essential to the well-written letter, and with a little care and perseverance may be easily acquired.

Arrangement of Items.

As stated before, each item or subject in a letter should be embraced in a separate paragraph. These should be arranged in the order in which they would naturally come, either in point of time, importance, or as regards policy. Never begin a letter abruptly with a complaint, but rather bring in all unpleasant subjects toward the close. In an answer to a letter of inquiry, take up the questions as they are asked, indicate first what the question is, and then state clearly the answer. The first paragraph should acknowledge the receipt of the communication now to be answered, giving date and indicating its nature and contents, thus:

Your favor of the 10th instant concerning damaged goods received, etc.

The closing paragraph frequently begins with such words as Hoping, Trusting, Awaiting, Thanking, or similar expressions, and is complimentary in its tone and designed as a courtesy.

Brevity.

Business letters should be brief and to the point. The best letter states clearly all the facts in the fewest words. Brevity is not inconsistent with a long letter, as so much may need to be said as to require a long letter, but all repetitions, lengthy statements and multiplication of words should be avoided. Use short sentences, and make every word mean something. Short sentences are more forcible, and more easily understood or remembered, than long drawn-out utterances.

Style.

By style we mean the tone, air, or manner of expression. Dignity and strength should characterize the style of the business letter. No ornament of expression or eloquence of language is necessary or appropriate in a correspondence between business men. Come to your meaning at once. State the facts. Let every sentence bristle with points.

The successful business man must possess energy, decision, and force, and these qualities should be conspicuous in his correspondence in order to command respect. Never use loose or slang expressions. The business man should be a gentleman. Indulge in no display of superior knowledge or education, but temper each paragraph with respect and deference to others.

Ordering Goods.

In ordering goods of any kind, care should be used to state very explicitly the color, size, quality, and quantity of the articles desired. If manufactured goods, the name of the manufacturer, or his trade mark or brand, should be given. Also state when you desire the goods shipped, and by what route. If by freight or express, state what freight line or express company. Sometimes it is appropriate to write simply, "By cheapest route."

Sending Money by Letter.

Paper currency should seldom be trusted to pass through the mails, as the liability to loss is too great. Better send draft on New York or Chicago; P. O. or express, money order, or funds in a registered letter, and in every case the amount of the remittance should be stated in the letter, and also whether by draft or otherwise sent. The letter may become important evidence in regard to payment at some future time.

Instructions.

In giving instructions to agents, manufacturers and others, let each order occupy a separate paragraph. State in unmistakable language the instructions desired to be conveyed. Whenever necessary or desirable, a diagram or plan should be enclosed in the letter. Cautions and complaints, if any, should be clearly set forth in paragraphs near the close of the letter.

A Dunning Letter.

State when the debt was contracted, the amount, the fact of it having been long past due, the necessity for immediate payment, and any other facts depending on the peculiarities of the case, which it may seem best to make use of, such as promises to pay, which have not been met; the inconvenience as well as injury and distrust caused by such irregularities, etc.

The Importance of Copying Letters.

No experienced business man ever allows a letter to leave his office before it has been copied in a letter book kept for the purpose. Although this operation is especially important whenever the statements in the letter contain any clause obligating the writer, it is better to have the whole correspondence copied, as no one knows, ahead, the importance that the most apparently insignificant signed statement may have in the future.

Answering Promptly.

Nothing does more good to a young business man starting on his own account, than to answer promptly all letters addressed to him, be they of ever so little importance. Older firms will at once recognize in this single fact of promptness in answering letters the excellent business habits that make men successful. To delay answering, when it is not done for a special purpose, and is simply the result of negligence, may often be of the greatest consequence, and injure the credit as well as the standing of the writer.

Employers and Employes.

The correspondence between employers and employes ought to be characterized by kindness and firmness on the part of the first, and proper respect on the part of the second. Neither harshness nor subserviency are to be desired, as they quickly culminate in disrespect or contempt, or both. Applications for position must be carefully worded, and the letters written with minute attention to detail, as many a start in life has been made and marred by a first letter from would-be employe to employer.

Various Notices

and communications of a general character have to be sent, at times, by business houses going through the different periods of organization, prosperity, adversity, dissolution and liquidation. These announcements are worded in a more or less stereotyped style, and we insert, in this volume, the models for use in such cases.