Chapter 3

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.

The young person who would learn to write a good business letter, should, with pen, ink and suitable paper, sit down and practice faithfully after the above model. Write and re-write it a dozen times or more, until your letter resembles it closely. Then take any of the models for letters given near the close of this chapter, and with this matter, write a letter which will conform with the foregoing model 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 book. Eliminate all ungainly letters, shorten the loops, see that each letter 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.

ADDRESSING THE ENVELOPE.

After the letter is finished, and while it yet lies open before you, 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, thus:

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:

In case the letter is addressed in care of any one this should be placed in the lower left corner. If 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:

Or the name of the county may be placed in the lower left corner. The Post Office box number is usually placed in the lower left corner.

FOLDING A LETTER.

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

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 last broken or folded edge in the envelope first, with 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 dress. 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 are essential to the well written letter, and with a little care and striving 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. If 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:

The closing paragraph usually 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.

Style refers to 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. The learner who would aspire to write a good letter, should, after having finished his attempt, go over each sentence carefully and wherever the pronoun I occurs, modify the expression so as to leave this out.

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 in what way. If by freight or express, state what Freight line or Express Company.

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 or P. O. money order, 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. If possible 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, its 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.

LETTERS OF INTRODUCTION.

Be just and truthful, avoiding any stereotyped form in letters of introduction. Never give a letter of introduction unless you have entire confidence in the person to whom it is given; it may reflect on your character or be used against you. Be very guarded that no expressions may be construed into a letter of credit, thus making the writer liable for payment. Use no unfounded statements or assertions, over-estimating your friend, as these may prove untrue.

Willing to extend a favor to a friend by giving a letter of introduction, do not be guilty of introducing him to any one in whom he may not place confidence, as he might be a loser by such.

FORM OF A LETTER ORDERING GOODS.

128 Jackson Street, RICHMOND, VA., May 24, 18--.

Messrs. JONES & SMITH, 867 Market St., Philadelphia.

_Gentlemen:_ Please ship me by Fast Freight as soon as possible the following goods:

3 hhds. N. O. Molasses. 1 bbl. Granulated Sugar. 5 chests English Breakfast Tea. 2 sacks Mocha Coffee, wanted not ground. 5 boxes Colgate's Toilet Soap.

I will remit the amount of the invoice immediately upon the receipt of the goods. Yours respectfully, JAMES C. ADAMS.

* * * * *

ORDERING GOODS AND ENCLOSING PRICE.

RICHMOND, IND., Dec. 29, 18--.

Messrs. MARSHALL FIELD & Co., Chicago, Ill.

_Gentlemen:_ Please forward me by American Express at once 1 Lancaster Spread, $3.50 12 yds. Gingham, small check. (15c.) 1.80 3 doz. Napkins ($3.00), 9.00 ----- $14.30 For which I inclose P.O. Money order.

Hoping to receive the goods without delay, I am,

Respectfully, WILLIAM L. MILLER.

* * * * *

DESIRING TO OPEN AN ACCOUNT.

DAYTON, OHIO, Oct. 12, 18--.

Messrs. HOLMES & WILSON, Detroit, Mich.

_Gentlemen:_ Having recently established myself in the retail Hardware trade in this city, with fair prospects of success, and being in need of new goods from time to time, would like to open an account with your highly respectable house.

My capital is small, but I have the satisfaction of knowing that what little I possess is the fruit of my own industry and saving. I can refer you to the well known firm of Smith, Day & Co., of this city, as to my character and standing.

Should my reference prove satisfactory, please forward me at once by U.S. Express,

2 Butchers' Bow Saws 1/2 doz. Mortise Locks, with Porcelain Knobs. 2 kegs 8d Nails,

and charge to my account.

Hoping that my order may receive your usual prompt attention, I am,

Yours respectfully, HENRY M. BARROWS.

* * * * *

LETTER OF CREDIT.

LEXINGTON, KY., June 25, 18--.

Messrs. DODGE, MANOR & DEVOE, New York City.

_Gentlemen:_ Please allow the bearer of this, Mr. James Curtis, a credit for such goods as he may select, not exceeding One Thousand dollars, and if he does not pay for them, I will. Please notify me in case he buys, of the amount, and when due, and if the account is not settled promptly according to agreement, write me at once.

Yours truly, HIRAM DUNCAN.

* * * * *

INCLOSING AN INVOICE.

125 Lake Street, CHICAGO, Nov. 15, 18--.

SAMUEL D. PRENTICE, Esq., Vevay, Ind.

_Dear Sir:_ Inclosed please find invoice of goods amounting to $218.60, shipped you this day by the B. & O. Express, as per your order of the 11th inst.

Hoping that the goods may prove satisfactory, and that we may be favored with further orders, we remain,

Yours truly, SIBLEY, DUDLEY & CO.

* * * * *

LETTER OF INTRODUCTION.

168 Olive Street, ST. LOUIS, June 4, 18--.

HENRY M. BLISS, Esq., Boston.

_Dear Sir_: This will introduce to you the bearer, Mr. William P. Hainline, of this city who visits Boston, for the purpose of engaging in the Hat, Cap and Fur trade.

He is a young man of energy and ability, and withal, a gentlemen in every sense.

Any assistance you may render him by way of introduction to your leading merchants or otherwise, in establishing his new enterprise will be duly appreciated by both himself and

Yours truly, JAMES W. BROOKING.

* * * * *

INCLOSING REMITTANCE.

MILWAUKEE, WIS., Feb. 18, 18--.

Messrs. ARNOLD, CONSTABLE & Co., New York.

_Gentlemen:_ The goods ordered of you on the 3d inst. have been received and are entirely satisfactory in both reality and price.

Enclosed please find New York exchange for $816.23, the amount of your bill.

Thanking you for your promptness in filling my order, I am,

Yours respectfully, HENRY GOODFELLOW.

* * * * *

INCLOSING DRAFT FOR ACCEPTANCE.

NEW YORK, Aug. 8, 18--.

Messrs. WEBSTER & DUNN, Cairo, Ill.

_Gentlemen:_ Inclosed we hand you Draft at 30 days for acceptance for $928.15, the amount of balance due from you to us to the present date. We shall feel obliged by your accepting the same, and returning it by due course of mail.

Awaiting further favors, we are,

Very truly yours, DODGE, HOLMES & CO.

* * * * *

INCLOSING A STATEMENT OF ACCOUNT.

CHICAGO, March 1, 18--.

Messrs. CHASE & HOWARD, South Bend, Ind.

_Gentlemen_: Inclosed please find a statement of your account for the past three months, which we believe you will find correct.

We shall feel obliged by your examining the same at your earliest convenience, and shall be happy to receive your check for the amount or instructions to draw on you in the ordinary course.

We are, gentlemen, Yours truly, J.V. FARWELL & CO.

* * * * *

A DUNNING LETTER.

DENVER, COL., June 30, 18--.

JAMES C. ADAMS, Esq., Great Bend, Kansas.

_Dear Sir_: Allow me to remind you that your account with me has been standing for several months unsettled.

I should not even now have called your attention to it, were it not that in a few days I must meet a heavy bill, and must rely in part on your account to furnish me the means.

I would, therefore, esteem it a great favor if you would let me have either the whole, or at least the greater part of your account in the course of a week or ten days.

Thanking you for past favors, I remain, Sir,

Yours truly, A.R. MORGAN.

* * * * *

AN APPLICATION FOR A SITUATION IN BUSINESS.

_Paste the Advertisement at the head of the sheet, and write as follows_:

124 Fayette Street, SYRACUSE, N. Y., Sept. 17, 18--

JOURNAL OFFICE, City.

_Dear Sir_: In reply to the above advertisement I would respectfully offer my services.

I am 19 years of age, have a good education, and have had some experience in business, having assisted my father in his grocery store. I am not afraid of work, and never allow myself to be idle when there is work to be done. I can refer you as to my character, to Mr. J.H. Trout, president of the Gas Company, who has known me all my life.

In reference to salary, I leave that with you, but feel certain that I could earn five dollars per week for you.

Hoping to have the pleasure of an interview, I remain,

Respectfully, HENRY OTIS.

* * * * *

ASKING PERMISSION TO REFER TO A PERSON.

SYRACUSE, N. Y., Sept. 17, 18--.

J.H. TROUT, Esq.,

_Dear Sir_:

I beg to inform you that in applying for a situation this morning, advertised in the _Journal_, I took the liberty of using your name as a reference. The length of time I have been honored with your acquaintance, and the words of encouragement which you have given me heretofore, lead me to hope you would speak favorably in this instance, adding this to the numerous obligations already conferred upon

Your obedient servant, HENRY OTIS.

* * * * *

INQUIRING AS TO BUSINESS PROSPECTS.

NEWARK, OHIO, June 15, 18--.

Mr. J.D. SHAYLOR, Denver, Col.

_My Dear Sir_: As I told you a year ago, I have been thinking seriously of disposing of my small business here and locating in some live and promising city out west, where I can grow up with the country as you are doing.

Will you have the kindness to sit down and write me at your convenience, full information in regard to the prospects of business, price of rents, cost of living, etc., in your city, and any other information, especially in regard to the hardware trade.

If you will thus kindly give me the facts on which I can base a calculation, and all is favorable, I will probably visit Denver this fall, and eventually become your neighbor.

Yours very truly, J.O. GOODRICH.

* * * * *

LETTER OF RECOMMENDATION.

GRAND HAVEN, Mich., May 17, 18--.

To WHOM IT MAY CONCERN:

Mr. Henry McPherson, who is now leaving our employ, has been in our office for the past two years, during which time he has faithfully attended to his duties, proving himself to be industrious and thoroughly reliable. He is a good penman, correct accountant, and acquainted with correspondence.

We shall at any time cheerfully respond to all applications we may have regarding his character and abilities, and wish him every success.

Yours truly, WOOD & HILL.

* * * * *

NOTICE OF DISSOLUTION OF A PARTNERSHIP.

DAVENPORT, IA., Dec. 10, 18--.

JAS. L. BINGHAM & CO., Cedar Rapids, Ia.

_Gentlemen_: On the 1st of January next the partnership for the past ten years existing between Geo. H. Clark and Henry Webster, wholesale grocers in this City, will expire by limitation of the contract.

The firm takes this opportunity to thank its customers and friends for their generous patronage and support, whereby the business of the house grew to such large proportions.

After the first of January the business will be carried on at the old stand, Nos. 76 and 78 Main St., by Henry Webster and Cyrus D. Bradford, under the firm name of Webster & Bradford. We are, gentlemen,

Your obedient servants, CLARK & WEBSTER.

* * * * *

RECOMMENDING A SUCCESSOR IN BUSINESS.

CINCINNATI, OHIO, Dec. 15, 18--.

TO THE PUBLIC:

It is with some feeling of regret that we announce our retirement from the business on the beginning of the new year. Our stock and premises will then be transferred to Messrs. Franklin and Warren, whom we cheerfully present to your notice, and feel it our duty to recommend them for a continuance of that liberal confidence and patronage which you have bestowed on us during the past twenty years.

Both these young gentlemen have been clerks of ours for several years past, and are in every way efficient and capable to continue the business.

We are Respectfully, JOHNSON & FOX

* * * * *

ELEMENTS OF SUCCESS IN BUSINESS

In order to succeed in business life, it is necessary to cultivate and develop certain qualities and traits of character. These are a portion of the capital of the successful man, and a more essential portion than money or goods.

HONESTY.

"Sharp practice" may bring a temporary gain but in the long run of life that man will be far ahead who deals squarely and honestly at all times. A thoroughly honest clerk will command a higher salary than one of equivocal habits, while the merchant who has a reputation for honesty and truthfulness in regard to the quality and value of his goods, will on this account he favored with a considerable custom. The business man whose "word is as good as his bond" can in any emergency, control large amounts of capital, the use of which brings him a rich return, while the man who sells his neighbor's good opinion for a temporary gain, will find that he has discounted his future success, but taking an advantage at the cost of ten tines its value.

INDUSTRY.

No other quality can take the place of this, and no talents of mind, however excellent, will bring success without labor; persistent systematic labor. The young man who expects to find some royal road to success with little or no effort, or who imagines that his mental abilities will compensate for a lack of application, cheats and ruins himself. Horace Greeley probably never said a grander thing than this: "The saddest hour in any man's career is that wherein he, for the first time, fancies there is an easier was of gaining a dollar than by squarely earning it." and Horace Greeley was himself an example of success through industry.

[Image: COUNSEL AND ADVICE.]

It is not genius, but the great mass of average people, who _work_, that make the successes in life. Some toil with the brain, and others toil with the hand, but all must toil. Industry applies to hours in business and out of business. It means not only to perform all required work promptly, but to occupy spare moments usefully, not to idle evenings, and to rise early in the morning.