Part 7

«Show», should not be used for _play_: e.g., _I went to a show last evening_; nor in the sense of _chance_: e.g., _He has an excellent show of winning_

«Show up», is a vulgarism when used for _expose_

«Since», should not be used for _ago_. Say, _How long ago_ rather than _How long since_

«Size up», is a vulgarism when used for _estimate_

«So», should be used sparingly to modify an adjective: e.g., _I feel so unhappy_. It should not be used for _so that_: e.g., _I wrote him so_ [that] _he understood_

«So . . . as», is required, rather than the correlatives _as . . . as_ in negative statements: e.g., _James is not as_ [so] _clever as John_

«Some», should not be used for _somewhat_: e.g., _The patient is some_[what] _better_

«Some place», should be written _somewhere_

«Sort», see «Kind»

«Sort of», should not be used for _rather_: e.g., _I feel sort of tired_ is incorrect. See also «Kind of»

«Splendid», should not be used for _fine_ or _skilful_. It implies “splendor”

«Start», should not be used for _begin_: e.g., _He started_ [began] _to speak_

«Stop», should not be used for _stay_: e.g., _I am stopping_ [staying] _with my uncle while in San Francisco_

«Take», is superfluous in connection with other verbs: e.g., _Suppose we [take and] use the drawings we have_. It should not be confused with _bring_: e.g., _I will bring_ [take] _it home with me_; _I will take_ [bring] _the book to you tomorrow_ {112}

«Take stock in», is a slang expression not recognized by good usage. Say _rely on_ or _trust in_

TENSE: errors are often made by neglecting the principle that the time of the recorded action in the subordinate portion of a sentence is relative to the time of the principal clause. The tense of the dependent verb, therefore, is determined by its relation to the verb on which it depends: e.g., _I meant to have done it_ should be _I meant to do it_; _He expected to have told him_ should be _He expected to tell him_. A common mistake is made in replying to formal invitations: e.g., _Mr. Robert Gorham regrets that a previous engagement will prevent_ [prevents] _him from accepting_; _Mr. Gorham will be_ [is] _happy to accept_

«That», see «Which»

«Them», is often misused for _they_: e.g., _It is them_ [they]

«They», see «Them»

«This», should not be used as an adverb. Say, _Thus much is clear_ rather than _This much is clear_, and _Having said thus much_ [or _as much as this_] . . . rather than _Having said this much_ . . .

«Through», should not be used for _finished_. Say, _He has finished speaking_ rather than _He is through speaking_

«Too», alone should not modify a past participle: e.g., _He was too_ [much] _excited to reply_

«Treat», should be followed by _of_ rather than _on_: e.g., _This volume treats of conditions in China_

«Try», should be followed by _to_ rather than _and_: e.g., _I will try and_ [to] _get the information you desire_

«Ugly», should not be used in the sense of _vicious_ or _malicious_. It means “repulsive to the eye.” A color may be _ugly_, but an ill-tempered dog is _vicious_

VERBS: should not be omitted: e.g., _He could do it if he wished to_ [do it]

«Very», should be used sparingly. Foreigners say that America is a country of superlatives, — if anything is good, it is _very_ good, and if bad, it is _very_ bad. Too {113} much emphasis weakens conversation or writing and defeats its object

«Visitor», is a human caller; _visitant_, a supernatural one

«Vocation», means “calling” or “profession”; _avocation_, means an interest outside one’s profession

«Want», should not be used in the sense of _wish_: e.g., _I want it_ really means “I feel the want of it,” or “I lack it.” An example of the correct use of both words is, _China wishes the coöperation of the United States, — a coöperation which is at present wanting_

«Way», should not be used for _away_

«What», is often misused for _that_: e.g., _He has no doubt but what_ [that] _he will succeed_

«Whence», means “from where.” Do not say _from whence_

«Which», should not be used with a clause as its antecedent: e.g., _He replied hotly, which was a mistake_ should be _He replied hotly; this was a mistake_. Do not use _which_ (a neuter pronoun) to represent a masculine or feminine noun. Say _whom_. Between _which_ and _that_, let euphony decide

«Who», is often misused for _whom_ or _whose_: e.g., _Who_ [whom] _did you wish to see?_ _Washington, than whom_ [whose] _no greater name is recorded in American history._ Impersonal objects should be referred to by _which_ rather than _who_

«Whom», see «Who» and «Which»

«Will», see «Shall»

«Woman», see «Gentleman»

«Womanly», means “belonging to woman as woman”; _womanish_ means “effeminate”

«Would», see «Should» {114}

LETTER WRITING

Although it is quite improbable that there will ever be a return to the painstaking, literary art of letter writing, of which we have so many admirable examples in the past, the value of the art as a medium of expressing personality must always be recognized. The force of business competition has introduced short-cuts in business correspondence which are regrettable from a literary standpoint; the universal use of the typewriter has altered conditions; the multiplicity of social demands makes impossible the leisurely written and carefully considered letters between friends which used to be a valued expression of friendship itself. These changes in conditions have been inevitable, but they do not explain the carelessness and the evidences of ignorance of even simple rules of expression and arrangement which are too frequently apparent in the letters even of those whose position in life demands more, in this respect, than they seem able or willing to give. For this reason the present writer does not hesitate to resort to elementary outlines in making clear the basis upon which the art of letter writing rests. {115}

THE HEADING

«I. Business.» — 1. The stationery of a business house invariably contains in its printed heading the name of the house and the location of the business, with a space for filling in the date. The arrangement, therefore, is arbitrarily and usually correctly fixed. The name of the city or town, with street address, if required, comes first, occupying one or two lines, followed by the date, always at the right, either in the same line or in a line by itself: e.g.,

BOSTON, 12 March, 1912 or 189 State St., Boston 12 March, 1912

2. If there is no punctuation at the ends of the printed lines, there should be no point used after the date.

3. The number of the day should not be followed by _st_, _nd_, _rd_, _d_, or _th_: e.g., _12 March_, not _12th March_.

«II. Informal.» — 1. There is considerable latitude in the heading in informal or friendly letters. The address of the writer may be placed at the beginning or the end of the letter, or omitted altogether if well-known to the addressee.

2. The date may be at the beginning or the end, but should never be omitted.

«III. Formal.» — 1. In formal letters the place and date should be written at the end, on the left. {116}

THE ADDRESS

«I. Business.» — 1. The name and address of the addressee should be placed at the beginning of every business letter, on the left, immediately preceding the salutation. It should be in two or three lines, the indention being either blocked[14] or _en échelon_[14]: e.g.,

Messrs. Smith, Robinson & Co. 713 Chestnut Street Philadelphia, Pa. (_blocked_) _or_ Messrs. Smith, Robinson & Co. (_en échelon_) _or_ Philadelphia, Pa. Messrs. Smith, Robinson & Co. 713 Chestnut Street (_en échelon_) Philadelphia, Pa.

«II. Informal.» — 1. The same latitude is allowed here as in the matter of the date. It is customary, however, to omit the address in informal or friendly correspondence.

«III. Formal.» — 1. The address is always placed at the end in formal letters, on the left, below the place and date. Its arrangement may be blocked[15] or _en échelon_,[15] but this should be the same arrangement as that adopted for the place and the address.

2. In making reply to formal invitations, the address of the addressee is omitted.

THE SALUTATION

«I. Business.» — 1. The salutation should be so written as to line with the first line of the address, on the left. {117}

[14] See page 56.

[15] See page 56.

2. Ordinarily it should occupy a line by itself, but when the address requires three lines, the salutation may be made a part of the body of the letter, being followed by a colon and a dash: e.g., _Gentlemen:―_

3. When the salutation is in a line by itself it calls for a comma if the letter is informal, and for a colon if it is formal.

4. The proper form of the salutation is _Gentlemen_, _Dear Sir(s)_, _My dear Sir_ (if the letter is signed by an individual name), _Dear Madam_ or _My dear Madam_ (to a married or single woman), _Ladies_.

5. The proper capitalization is here shown.

«II. Informal.» — 1. The salutation _Dear Sir_ is less formal than _My dear Sir_, although in England the opposite opinion prevails.

2. The capitalization is the same as in business letters; i.e., the first word and the word which stands in place of the person’s name are capitalized: e.g., _My own dear Sister_, _My dear Aunt Mary_, or _Dear John_, _My dear Friend_.

3. In an informal letter the comma is usually used after the salutation.

4. Do not use abbreviations in the salutation: e.g., write _Dear Doctor Smith_, not _Dear Dr. Smith_.

5. Do not omit the salutatory phrase: _Friend James_, or _Mr. James Smith_ is too abrupt.

«III. Formal.» — 1. A letter to the President of the United States or to King George {118} should have the salutation _Sir_; to the Pope, _Your Holiness_; to the Vice-President, _Mr. Vice-President, Sir_; to a duke, _My Lord Duke_; to a baron, _My Lord_; to a cardinal, _Your Eminence_; to an archbishop in England, _My Lord Archbishop_, in the United States, _The Most Reverend ——, Sir_; to a bishop in England, _My Lord Bishop_, in the United States, _Most Reverend Sir_; to a dean or to an archdeacon, _Reverend Sir_; to a senator, congressman, mayor, or judge, _Sir_ or _Dear Sir_; to an ambassador, _To the —— Ambassador, Sir_.

2. A colon should follow the salutation in formal letters.

THE TEXT OF THE LETTER

«I. Business.»[16] — 1. The idea that curtness and brevity are essential characteristics of a business letter exists now only in the minds of the inexperienced, the ignorant, or the careless. One still finds stock phrases and omitted articles to a surprising extent, — so much so that a well-written business letter carries with it more weight because of the contrast which it offers. The writers of the best business letters today lose no time in getting to the point, but they extend to their correspondent the courtesy of correct diction. Arrangement, punctuation, spelling, and grammar reflect favorably or otherwise upon the reputation of the house. {119}

[16] See example 1 on page 126.

2. Avoid such monotonous expressions as the following: (_a_) _Yours_, _your favor_, _your esteemed favor_; write _letter_. (_b_) _12th inst._, _12th_, _recent date_; write _12 March_. (_c_) _I will say_, _I would say_, _I can say_; write _Allow me to say_, or omit it altogether. (_d_) _In reply would say_; write _In reply I would say_, or _In reply allow me to say_. (_e_) _Same_, _the same_; write _it_ or _they_. (_f_) _Please find enclosed_; write _I enclose_. (_g_) _Hoping to hear soon_, _thanking you in advance_, _awaiting your response_, and _oblige_ have all become hackneyed. Omit them unless bearing specifically upon the text of the letter.

3. Do not omit _I_ or _We_ in such expressions as, _Beg[17] to acknowledge_, _Have been awaiting your advice_.

4. Do not use the first person singular when the letter is signed by the firm name.

5. Do not say _the writer_ in one portion of the letter and _I_ in another.

6. In arrangement, the first line of the text should begin on the line below the salutation, indented about one inch, and each paragraph should be similarly indented.[18] Another style, particularly useful when the letter covers several distinct subjects, is to use the reverse indention, with subheads in capitals at the extreme left.[19] {120}

[17] This should be Beg leave to acknowledge.

[18] See example 1 on page 126.

[19] See example 2 on page 126.

«II. Informal.»[20] — 1. However informal or friendly, a letter should tell what it has to say in a straightforward, coherent manner. Apologies for delay in writing, or for anything else except illness, absence from town, or other cause which demands explanation, are wasteful of paper, ink, and the time of two persons.

2. A general fault in informal letters is the paragraphing and punctuation. The writer should remember that he is trying to express to another mental ideas which have no opportunity to become crystallized by the sound of the voice. He should take especial pains to assist his correspondent in assimilating the thoughts which he expresses, by not running different topics together, and by separating phrases and sentences with their proper marks.

«III. Formal.» — 1. The expedient of writing in the third person is adopted in formal social correspondence.[21] Notes of this kind should have no heading, address, complimentary close, or signature. The date alone, omitting the year, is used, being placed at the end on the left. No abbreviations other than _Mr._, _Mrs._, _Messrs._, and _Dr._ should be used. The date should be spelled out in full.

2. Notes written to tradespeople[22] conveying {121} orders or instructions are also frequently written in the third person. In this case, however, the address is always given at the end on the left, and the date, using figures, is also employed. There is no signature.

[20] See example 3 on page 127.

[21] See example 4 on page 127.

[22] See example 5 on page 128.

THE COMPLIMENTARY CLOSE

I. «Business.» — 1. The accepted forms of complimentary closes of business letters are _Yours truly_, and _Yours very truly_. The forms _Respectfully yours_, _Your obedient servant_, and _Faithfully yours_ are now regarded as too obsequious.

2. The complimentary close should begin in the middle of a line by itself, below the concluding words of the text.

3. The first word alone should be capitalized.

4. A comma should be placed at end of the line.

5. Do not abbreviate any of the words in the complimentary close. Avoid such contractions as _Y’rs_ for _Yours_.

6. Expressions used to introduce the complimentary close, such as _With kind regards_, _I am_, _Believe me_, _Good-bye_, etc., should be treated as part of the concluding line of the text only when closely related to the final sentence; otherwise they occupy a separate line.

II. «Informal.» — 1. The nature of the complimentary close of informal or friendly {122} letters depends upon the degree of intimacy which exists between the correspondents. The usual forms are, _Yours sincerely_, or _Yours very truly_, but they may properly be used as expressions of affection, as _Your devoted husband_, or _Your loving daughter_.

III. «Formal.» — 1. There is no complimentary close to formal notes written in the third person.

2. The complimentary closes to formal letters addressed to persons in high positions are as follows: to the President of the United States, _I have the honor to be, Sir, your most obedient servant_; to King George, _I have the honor to be, Sir, Your Majesty’s most obedient servant_. This form is modified as the rank of the person addressed becomes less important. To a congressman, for instance, one would say no more than, _I have the honor to be_.

THE SIGNATURE

1. The signature should be written on a line by itself, a little to the right of the complimentary close.

2. Women should always sign their full names or indicate in brackets how they should be addressed. Any one of the following forms is proper:

_a._ (Miss) M. L. Brown _b._ (Mrs.) Ellen M. Brown _c._ Ellen M. Brown (Mrs. J. H. Brown)

{123}

3. In letters to all except the family or intimate friends the Christian name and the surname should be signed in full.

THE ENVELOPE

1. The arrangement of the address upon the envelope is largely a matter of taste. It usually occupies three or four lines, written _en échelon_,[23] but some writers prefer the blocked[24] formation.

2. In business letters the word street and the name of the state may be abbreviated, but in formal and informal letters it is better form to spell out in full.

3. Legibility is even more essential in the address than in the letter itself.

4. It is good form to write the street and number or the postoffice box in the lower left-hand corner.

5. The abbreviations _No._ and # before the figures in the street address should be omitted.

6. _In care of_ should be written out in full.

7. The stamp should always be placed in the upper right-hand corner, as a convenience to the postoffice officials. Care should be taken to affix the stamp neatly, as carelessness in this respect reflects upon the sender.

8. Punctuation may be omitted at the ends of the lines; otherwise use a comma, except at the end of the last line. {124}

[23] See page 56.

[24] See page 56.

9. The title _Esq._ is more complimentary than _Mr._, and the former should always be used when addressing men holding a college degree or of social standing. In formal social addresses _Mr._ (or _Dr._, etc.) is always used.

10. In addressing envelopes to persons in high positions the following forms should be used: To the President of the United States, _The President, Executive Mansion, Washington, D. C._; to King George, _His Majesty, the King, London_ (omit _England_, as this is considered a provincialism); to the Pope, _His Holiness, Pope Pius X., Rome_ (omit _Italy_); to a member of the Cabinet, _To the Honorable the Secretary of State_; to a duke, _His Grace, the Duke of ——_; to a baron, _The Right Honorable, the Lord ——_; to a cardinal, _To His Eminence, William Cardinal O’Connell_; to an archbishop in England, _The Most Reverend —— His Grace the Lord Archbishop of ——_; to a bishop in England, _The Right Reverend the Lord Bishop of ——_, in the United States, _The Right Reverend_ (Christian and surname), adding honorary titles; to a dean in England, _The Very Reverend the Dean of ——_; to an archdeacon in England, _The Venerable the Archdeacon_ (surname); to a senator, congressman, mayor, or judge, _Honorable_ (Christian and surname); to a governor, _His Excellency, the Governor of ——_; to an ambassador, _His Excellency the British Ambassador_. {125}

POSTAL CARDS

1. Postal cards have become much more common during the past few years, the pictorial variety being particularly popular. The prejudice against their use has largely disappeared.

2. Postal cards do not require salutation or complimentary close.

IN GENERAL

1. Use black ink and never use a pencil, even in friendly letters, except in an emergency.

2. Do not practise economy of paper by writing in the margin.

3. Fold the letter so that when taken from the envelope it will open right-side up.

4. Never omit the date from any note or letter, however unimportant.

5. In brief letters the first and fourth or first and third pages may be written upon, leaving the others blank.

6. Avoid postscripts except in an emergency.

7. Unruled paper should be used for all correspondence.

8. Typewritten letters are permissible only in business correspondence, and even in these the signature should be written by hand.

9. Any evidence of haste is a discourtesy. Never sign a letter, _Yours in haste_.

10. Underscoring is permissible only in informal letters and should be used sparingly. {126}

EXAMPLES OF CORRECT LETTER WRITING

1. BUSINESS LETTER I

NORWOOD, MASS., 12 March, 1912 MESSRS. FREDERICK A. STOKES CO. 443 Fourth Ave. New York, N.Y.

GENTLEMEN: Your letter of 11 March is at hand, and we acknowledge receipt of the MS. of “The Writer’s Desk Book,” together with your detailed instructions. The MS. shall be put into type without delay, and galley proofs shall be sent to the author in accord with your advice. We expect to complete the typesetting within two weeks’ time. Thanking you for the order, we are Yours very truly, THE PLIMPTON PRESS

2. BUSINESS LETTER II (reverse indention)

443 FOURTH AVE., NEW YORK, N. Y. 25 March, 1912 THE PLIMPTON PRESS Norwood, Mass.

GENTLEMEN: We beg leave to take up with you the various details of manufacture relating to the various books in your hands, as follows: WRITER’S DESK BOOK: In addition to the proofs which you are now sending to the author, please send two additional sets of galley and page proof to us. MEISSONIER: The sample page which you submit is accepted. We shall require two sets of page-proof only. MAXIMS OF METHUSELAH: Please print an edition of 5000 copies, using paper which you have in stock for us.

Yours very truly, FREDERICK A. STOKES CO.

{127}

3. INFORMAL OR FRIENDLY LETTER

NICE, August 28, 1857

MY DEAR ENTHUSIAST, Again I request your kind offices by the enclosed note, in giving it or forwarding it to my brother. Charles and I have been much gratified in reading aloud — he reading to me while I work — the life of Shakespeare by Thomas Campbell. It is put together in a most pleasant spirit, which all the biographies are not. But a poet is sure to write well on a poet. Everything that Coleridge, for instance, says of our Idol is in charming taste; and also Barry Cornwall’s Memoir and Essay on Shakespeare and his Writings has the same delightful poetic charm. After reading the heap of inappreciative discussions on the subject, it is truly refreshing to go through the dissertations of such authors as these upon our poet of poets. They can best feel his merits, and can therefore most veneratingly and modestly treat the theme of his genius and greatness. With united kindest regards from Charles and myself to you and Mrs. Balmanno, believe me to be Gratefully, _Mary Cowden Clarke_

ROBERT BALMANNO, ESQ. NEW YORK, N. Y.

4. FORMAL SOCIAL NOTES

Mr. and Mrs. Charles Winslow request the pleasure of Mr. James Gorham’s company at dinner on Thursday evening, January the twelfth, at half after seven o’clock. 487 Beacon Street January the fourth[25]

[25] While this form is commonly used, it is not grammatically correct. One may say George the Fourth, because three Georges have preceded him. Strictly speaking, one should write _The fourth of January_.

{128}

Mr. James Gorham regrets that an engagement previously made prevents[26] him from accepting the kind invitation of Mr. and Mrs. Winslow for dinner on Thursday evening, January the twelfth. 289 Commonwealth Avenue January the fifth

5. FORMAL NOTE TO TRADESMAN

Mrs. Gorham desires Messrs. Smith & Robinson to send for her examination the electric ironing apparatus advertised in this morning’s “Herald.” 312 Sigourney Street 12 January, 1912

(_A note of this kind should always have the address._)

[26] See under _Tense_ on page 112.

{129}

POSTAL REGULATIONS

CLASSES OF MAIL

Domestic matter is divided into four classes, governed as follows: