CHAPTER I
COMMERCIAL CORRESPONDENCE
A. INTRODUCTORY REMARKS
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. +---------------------------------------------------------+ | HEADING. | | ..........................| | ....................| | ADDRESS. | | .................................... | | .................................. | | MARGIN. | | COMPLIMENTARY ADDRESS. | | .......................... | | .................................| | ...................................................| | ...................................................| | | 11 INCHES. | 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