THENEW CENTURYSTANDARDLETTER WRITERPART IBUSINESS INTERCOURSECHAPTER ICOMMERCIAL CORRESPONDENCEA. INTRODUCTORY REMARKSConsidering 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 theLiterature 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 (seePart 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 theAddress, 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 wordsDear SirorGentlemenare 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 SirorGentlemen, 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 ofDear SirorGentlemenwill 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}ORIn 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 theitems 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 asYours 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 withDear Sirand ends with the wordRespectfully. After the exchange of a few letters and a sort of business acquaintance may be said to exist between the correspondents, thenMy Dear Sir, andYours 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$2,523.10Cash discount, 5%126.15Draft inclosed,$2,396.95The 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 orletters 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 page26).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 wordsIntroducing 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 asHoping,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 inorder to command respect. Never use loose or slang expressions. The business man should be agentleman. 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 Noticesand 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.B. EMPLOYER AND EMPLOYE1. Applying for a Situation in a Corporation.A——, December 18, 19—.To the General Manager of the So. Electric Co.,A——.Dear Sir:—I am informed that the position of auditor in your company is about to become vacant, and I beg to make an application for the same. My experience in this line of work extends over six years as Assistant Auditor of the M. C. K. R. R. Co.I enclose my testimonials, and trust they may be found satisfactory. Hoping for a favorable answer,I remain,Yours obediently,Henry G. Taylor.2. From a Gentleman Applying for a Position of Bookkeeper.B——, February 14, 19—.Gentlemen:—In the "Journal" this morning I notice your advertisement calling for the services of a bookkeeper. I beg leave to offer myself for the place, feeling confident that I am qualified to fill it to your satisfaction.I am thirty-two years of age, healthy, active, married. I have had five years' experience with my last employers, Simpson & Ryder who have recently liquidated their business, and who will gladly bear witness to my qualifications.Should my application be regarded favorably, I shall endeavor to justify the confidence you may repose in me.Yours respectfully,John Hilton.3. From a Young Man Applying for a Situation in Answer to an Advertisement.Paste the Advertisement at the head of the sheet, and write as follows:O——, September 10, 19—.E. B., Herald Office,City.Dear Sir:—Replying to the above advertisement, I would respectfully offer my services.I am 19 years of age, have a good education, and 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 anything to do. I can refer you, as to my character, to Mr. William Stuart, manager of the City R. R. Co., who has known me all my life.Regarding salary, I leave that with you, but feel certain that I could earn ten dollars per week.Hoping to have the pleasure of an interview,I remain,Respectfully,Robert Grant.4. Applying for a Position in a Wholesale House.D——, January 10, 19—.The Lake Steamship Supply Co.,D——.Gentlemen:—Permit me to apply for the situation as shipping clerk, which I have heard is now vacant in your establishment. I am 23 years of age, and have worked eighteen months for Messrs. Scotch & Irish, retail provision dealers of this city, to whom I could refer you as to character and ability should you entertain this application. I left them solely on account of their making a reduction in their establishment. Messrs. S. & I. had an extensive country connection, and I have therefore had some experience in their method of doing business. I may mention the wages I received with them were $12 per week.In hopes of hearing from you favorably,I remain,Yours obediently,Arthur P. Jones.5. Applying for a Situation in a Retail Store.O——, January 18, 19—.Messrs. Halifax & Stein,City.Gentlemen:—I have been informed that you are in need of an experienced floor-walker in your establishment. Have filled a similar situation with Messrs. Oppenheim, Rothenstein & Co., of this city, for the last three years, and there is no doubt they will furnish excellent references regarding my ability, honesty, etc. I am desirous of obtaining a salary of $15 a week. If this meets your views, and should you consider that I am likely to suit, perhaps you would kindly favor me with a reply appointing the time to call upon you.I remain,Yours obediently,Samuel Strasburger.6. From a Father Applying for His Son.P——, June 20, 19—.Messrs. Smith & Brown,City.Gentlemen:—I am very desirous of placing my son in a retail store, and understand that you have an opening at the present moment for an errand boy. He is 16 years of age, writes a good hand, and is very quick at figures. As he has everything to learn, I should be willing to give his services for three to six months at nominal wages, for the sake of the experience he would acquire. Of course, he boards with us.Awaiting the favor of your reply,I remain,Yours respectfully,Robert Price.7. From a Mother Asking for a Position for Her Son.H——, January 14, 19—.Dear Mr. Hubbard:—I venture to take the liberty of asking you to interest yourself in my son. I am very desirous of obtaining a clerkship for him, and thought perhaps if a vacancy occurred in your Bank you would kindly remember him. Although I am aware you must have many applications of this nature, I cannot resist taking the chance of its being in your power to do something for us in this way. He is 18 years of age, and has been educated in Germany, which may be in his favor, as he is considered a good linguist. Still, he expects to begin at the bottom of the ladder; he has no false pride, and plenty of pluck and perseverance. I need not say how grateful I should be if you would consider this request.Believe me,Very truly yours,Laura B. Miller.8. From a Young Student Applying for a Position in a Law Office.N——, February 10, 19—.Messrs. Bacon & Blackstone,City.Gentlemen:—I beg leave to apply for a position as student in your office, and I enclose testimonials and recommendations. I am a Harvard B.A., and am just finishing my second year's studies at the Union Law School. I feel very desirous of entering the practical side of the profession. I am a quick stenographer and Remington operator. For the first three months, I shall not expect any salary, although my whole time would be yours outside of my law-school work.Holding myself at your disposal for a personal interview,I remain,Yours obediently,Hugh D. Barnes.9. From a Young Man Applying for a Position as Clerk.B——, February 14, 19—.Messrs. Turner & Co.Gentlemen:—I ask permission to apply for a position in your establishment. In June last I graduated from the High School of this city. Since that time I have attended Franklin & Mason's Business College, with a view of preparing myself to enter on a business career. I was eighteen years of age last August, and the time has now come when I must devote myself to the serious work of life. Being anxious to engage with a house where I can learn all the details and become thoroughly conversant with the business, I should be glad to accept any position you may have to offer. I am quite willing to begin at the bottom of the ladder and master each round as I climb. My family live in the city, and we are all well known to Mr. Nathan, who is, I believe, the head of one of your departments. I beg to refer you to him for any information you may desire and am also authorized to give you the names of Messrs. Franklin & Mason, the proprietors of the Business College, Main Street, and that of the Rev. Morgan Dodd, Pastor of the First Methodist-Episcopal Church.I am, gentlemen,Yours respectfully,Henry Johnson.10. From a Young Lady Stenographer Applying for a Position in an Office.C——, July 10, 19—.Messrs. Fair & Fee,Publishers, City.Gentlemen:—I understand that you have a position as stenographer vacant in your office, and beg leave to apply for the same. I am a quick stenographer and operator on any of the standard machines, and have had three years' experience, two of which have been spent with the Edison Co., of this city. I left them on account of sickness in my family, but am allowed to give the Company as reference.My expectations as to salary are about $8 a week to begin with.I hope for some increase after proving myself entirely satisfactory.Trusting you will kindly consider this application,I remain,Yours respectfully,Lina Muntz.P. S.—I board with my parents at above address.11. From a Young Lady Applying for a Position as Bookkeeper.217 S—— Avenue,C——, December 11, 19—.To the Manager of The Cordage Machinery Co.Sir:—In answer to your advertisement in the "Herald" of Sunday, the 13th inst., for a young lady to act as bookkeeper, I beg to apply for the situation. I am 18 years of age, and have assisted my father during the last four years in keeping his books; he is a general contractor and builder. I am quick at figures, and a good accountant. I should be very glad to offer my services for a month on trial, that you might judge of my general business ability and activity. I live with my widowed father.Mrs. Willis, of 190 W—— Street, will answer any questions respecting me. She has known me since I was a baby.Hoping for a favorable answer,I remain,Yours obediently,Ethel Raymond.12. Advertisement for Office Boy Wanted.Wanted—A twelve-year-old boy to do office work; must reside with his parents, and be well recommended. Salary, $4 per week.Address, in own handwriting, B. D., Box 1310, C—— Post Office.13. Reply to Above.C——, July 1, 19—.B. D., Box 1310, P. O.Sir:—I would respectfully apply for the position of office boy as per your advertisement in to-day's "News." I am 13 years old, reside with my parents at 1314 C—— Avenue, and refer you to Dominick Drysdale & Co., of 96 W—— Street, whose testimonial please find herewith.Very truly yours,Peter Simpson.14. From a Lad Applying for a Position of Office Boy.C——, March 14, 19—.D. 99.Sir:—Having seen your advertisement yesterday in the "Herald," I make application for the position. I am 14 years old and live at home.This is a specimen of my writing.Respectfully yours,James Dunn.15. Applying for Position of Hotel Manager.K——, July 7, 19—.To the Proprietor of the Grafton House.D——.Gentlemen:—Am I in time to apply for the position of Manager of your hotel, which I am informed will shortly become vacant? The fact of my having been steward of the Union Club for the last seven years will, I hope, influence you in my favor; several gentlemen on the House committee have kindly promised to recommend me, and to speak favorably as to my management of the Club and general reliability and honesty.Previous to being steward of the above mentioned Club, I was head waiter at the L—— Hotel, C——, for over three years, and the proprietors of that establishment would also give me the highest recommendation.Perhaps I had better mention that the salary I feel justified in asking is $1500 per annum, with full board for self and wife.Should you entertain this application, I should be pleased to call upon you at any hour you may appoint, and beg to remain, in the meantime,Yours respectfully,Henry Dessauer.16. From a Gentleman Applying to a Firm to Act as Their Agent.H——, October 13, 19—.The Double-Stitch Sewing Machine Co.D——.Gentlemen:—There is a fair opening in our city for the sale of your sewing machines, and I should like to act as local agent, if you feel so disposed. My premises are well suited for the purpose, being situated in the business center and best block. I do a large business in hardware specialties, and have great opportunities of introducing anything in the line of sewing machines, bicycles, etc., to the notice of the town people and neighboring farmers.I have a young man and a wagon constantly on the road, visiting farmhouses. The H—— National Bank will give you satisfactory references concerning my commercial standing. I also trade regularly with the Beelzebub Stove Co. of your city.When sending me your answer, please also enclose circulars, rates of best discounts, etc., and oblige,Yours truly,Stephen Morehead.17. Applying for a Situation as Matron in an Asylum.O——, May 10, 19—.To the Lady President of the Board of Managers of St. Agnes Orphan Asylum.Madam:—I beg to apply for the situation of matron at the St. Agnes Orphan Asylum, advertised as being vacant in one of the morning papers.I am 43 years of age, and have filled, for the last eight years, the position of superintendent of the dormitories in St. Theresa's Home for girls, in E——. I thoroughly understand the routine of management requisite in an institution of this nature.I enclose three testimonials as to character and capabilities, and trust that you may be induced to give this application your favorable consideration.I am, Madam,Yours obediently,Margaret O'Brien.18. Indorsing the Above Application.E——, May 18, 19—.To Whom It May Concern:—Mrs. La Crosse is able to speak in the highest terms of Margaret O'Brien, from a personal knowledge extending over six years. She considers her thoroughly trustworthy and conscientious, and well fitted for the post of matron from the experience she has acquired in a former employment. She is firm, judicious, and kind-hearted, and is very methodical and punctual in the performance of her duties.Mrs. La Crosse has no doubt that Margaret O'Brien will be a valuable addition to the staff of any establishment such as the one she has been attached to for several years.19. From a Gentleman Introducing a Young Man about to Start in Business.S——, June 4, 19—.Messrs. Bartholomew & Evans,B——.Dear Sirs:—This will introduce to you the bearer, Mr. Sydney P. Jones, of this city, who visits New York for the purpose of engaging in the book and stationery trade.He is a young man of energy and ability, and withal, a gentleman 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 all concerned.Yours truly,Henry Maynard.20. A General Letter of Recommendation from a Business Firm to a Former Employe.H——, June 10, 19—.To Whom It May Concern:—Mr. John T. Kellogg, 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,The Paper Cutter Mfg. Co.,Per E. S. Ward, Prest.21. From a Business Firm Recommending a Bookkeeper They Have Employed.C——, August 10, 19—.Messrs. Burlap & Doyle,S——.Gentlemen:—Mr. Edward Baird, the bearer, who is now leaving our employ, has been in our business office five years, and has faithfully discharged all the duties devolving upon him during that time. He has shown himself industrious, intelligent and reliable. He is a good penman, a first-class book-keeper and all around office man.We will at any time cheerfully respond to any inquiries that may be made respecting his ability or character, and we wish him success in all his undertakings.Very truly yours,Marvin & Scott.22. From a Young Man Asking Permission to Use a Gentleman as Reference.O——, September 10, 19—.William Stuart, Esq.Dear Sir:—I beg to inform you that in applying for a situation advertised in the "Bee," this morning, 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,Robert Grant.23. From a Business House, Asking Information Concerning a Clerk.O——, December 11, 19—.Messrs. Darling & Cross,City.Dear Sirs:—We understand Mr. Harry P. Thurston has been a clerk in your house for the last three years. We are thinking of engaging him should his references prove satisfactory. Will you therefore kindly inform us if you consider him thoroughly trustworthy and reliable? By favoring us with an early answer—which shall remain strictly confidential—you will greatly oblige,Yours truly,F. J. Cantrell & Co.24. From a Clerk, Asking Former Employers to Act as His Reference.H——, November 10, 19—.Messrs. Darling & Cross,City.Gentlemen:—I am about to obtain a responsible situation in the publishing house of Messrs. F. J. Cantrell & Co., of our city; they have asked me to furnish two references of commercial standing, and having been employed by you during the last three years, I ventured to give the name of your firm in addition to that of my former employer. May I trust that you will say all you can in my favor?I beg to remain, Gentlemen,Yours obediently,Harry P. Thurston.25. Asking for an Increase of Salary.2017 Monadnock Block,C——, December 14, 19—.Mr. Oswald Smith,City.Sir:—Would you be disposed to give me a small increase of salary, beginning January 1st next? At my age and with my experience I feel that I ought to be earning more than I at present receive. Perhaps, when you take into consideration the fact that I have been in your employ over two years, you will not think this an unreasonable request, and be inclined to grant it. I need not say that in any case, while I remain with you, my best energies will continue to be as they have hitherto been, devoted to your interests.I remain,Yours obediently,Henry Latimer.26. Thanking an Employer for an Increase of Salary.C——, December 18, 19—.Mr. Oswald Smith,City.Sir:—Kindly accept my thanks for the increase of salary you have been kind enough to promise me. It shall be my constant endeavor to continue to merit your confidence and good will, and to give you every satisfaction in my power.I remain,Yours obediently,Henry Latimer.27. From a Clerk to His Employers, Asking for a Vacation.P——, July 10, 19—.The Fireside Publishing Co.Gentlemen:—Would you allow me, if convenient, to take my usual vacation at the end of this month instead of in August? I should be most grateful for this concession if it could be made to fall in with your arrangements.I remain,Yours obediently,David Harlan.28. From a Clerk Apologizing to His Employers.P——, July 12, 19—.The Fireside Publishing Co.Gentlemen:—I deeply regret the feeling of irritation which induced me to give you notice yesterday: will you permit me to apologize for so doing, and to ask you to allow me to recall it? I venture to make this request in the hope that my long, and I may say faithful, services will plead in my favor. Trusting that this frank statement of regret will meet with a favorable answer,I remain,Yours obediently,David Harlan.29. From a Clerk to His Employers, Excusing His Absence on Account of Sickness.C——, March 5, 19—.Messrs. Brown Bros. & Co.City.Gentlemen:—Am very sorry I was unable to come to the office this morning owing to a severe attack of illness. I enclose a certificate from the doctor who is attending me, as he fears it will be several days before I shall be able to resume my duties. I trust that my enforced absence will not occasion you any serious inconvenience.With renewed regrets, I beg to remain, Gentlemen,Yours respectfully,Joseph Levy.30. From a Widow, Announcing the Death of Her Husband to His Late Employers.C——, December 20, 19—.Messrs. Ernst & Upham.City,Gentlemen:—With the deepest sorrow, I have to announce the death of my dear and devoted husband, which occurred last night after only a week's illness. Painful as it is to me to write to you under this terrible blow, I feel it my duty to inform you of it at once, on account of the position he occupied in your house.I remain, in great grief and trouble,Yours respectfully,Hilda Wayne.31. From a Commercial Traveler to His Employers.B——, April 4, 19—.Messrs. Roberts & Elliott.Gentlemen:—I enclose a batch of orders secured from the first six cities on my route; I trust they will meet with your approval. I wish that, this being my first trip in your interest,the orders were more in number and for larger amounts. I have done my best, however, to head off some of my competitors, and in several cases I have been successful. A few got ahead of me in the matter of time, but I do not think they did much business.I firmly believe that the goods I offer are unsurpassed in their line, and that the prices and terms ought to call forth an instant and generous response on the part of the trade. But times are dull and business men, just now, seem to be over-cautious.They seem perfectly satisfied with our goods, prices and terms, but they are, nevertheless, terribly afraid of overstocking themselves. Any number of promises are made to order in a short time—but we all know what these promises amount to. In spite of all, I am impressed with the hopeful spirit that prevails. There is a general feeling that better times are in sight. When confidence is fully restored, I have no doubt we shall have a splendid trade.Kindly keep me posted on any novelties you may have on hand.With the repeated assurance of my determination to do all I can in your interest,I am, Gentlemen,Yours respectfully,Isaac Silberstein.32. Another Letter from a Commercial Traveler to His Employers.B——, August 3, 19—.Messrs. Dudley Bros. & Co.,N——.Gentlemen:—Enclosed please find a list of ten orders which I have taken from some of our regular customers in this city. I have been able to extend our trade by adding two new firms to our list, and I believe in both instances you will find them good and reliable. I proceed to-morrow to P——, where I propose remaining two days; my address will be, The Continental.Yours obediently,Robert Woods.33. Resigning a Position.C——, May 30, 19—.Messrs. Smith & Robinson,City.Gentlemen:—I hereby take the liberty of handing in my resignation as second bookkeeper in your establishment, to take effect, if convenient to you, from June 15th prox. I have been offered a partnership in the firm of which my prospective father-in-law is the head, and the advantages are such as to preclude my hesitating a moment.Thanking you for your kindly treatment of me while in your employ,I remain,Yours respectfully,Andrew Thompson.C. BUYING, SELLING AND SHIPPING GOODS34. To a Business House, Asking for Their Order List.A——, May 3, 19—.Laird & Lee, Publishers,263-265 Wabash Avenue, Chicago.Gentlemen:—I have recently leased a store in this place, which I am fitting up and stocking with a fine selection of Books, News, Stationery, etc.Please oblige me with your catalogue, order list and best terms.I am respectfully yours,Martin Norris.35. Ordering a Bill of Goods from a Wholesale House.O——, April 7, 19—.Messrs. Clarkson & Co.B——.Gentlemen:—Please forward by Fast Freight the following goods:4bbls. Granulated Sugar,200lbs. Carolina Rice,7chests uncolored Japan Tea,12sacks Java Coffee (roasted, not ground),15bbls. Flour (XXX),4boxes of Sapolio,1chest English Breakfast Tea.I will remit the amount of invoice on receipt of shipment.Yours respectfully,Francis D. Post.36. Ordering Goods and Inclosing Amount of Bill.L——, June 10, 19—.Messrs. Sullivan Brothers,P——.Gentlemen:—Please ship us by Fast Freight as soon as possible the following order for which we enclose draft as per memorandum bill sent us: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.Kindly mail receipted bill and oblige.Yours respectfully,Silas Marner & Sons.37. Another Order for Goods Inclosing Remittance.R——, March 5, 19—.Messrs. Danfield & Marsh,C——.Gentlemen:—Please forward at once, by American Express, to my address1Lancaster Spread$3.5012yds.Gingham, small check (15c)1.803doz.Napkins ($3)9.00$14.30For which I inclose P. O. money order.
THENEW CENTURYSTANDARDLETTER WRITER
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 theLiterature 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 (seePart 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.
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.....
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 theAddress, 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 wordsDear SirorGentlemenare 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 SirorGentlemen, 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 ofDear SirorGentlemenwill 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:
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 theitems 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 asYours 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 withDear Sirand ends with the wordRespectfully. After the exchange of a few letters and a sort of business acquaintance may be said to exist between the correspondents, thenMy Dear Sir, andYours 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.
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 orletters 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 page26).
Messrs. Bradley, Tomlinson & Co.,410 Broadway,New York City.
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.
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 wordsIntroducing 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.
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 asHoping,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 inorder to command respect. Never use loose or slang expressions. The business man should be agentleman. 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.
A——, December 18, 19—.
To the General Manager of the So. Electric Co.,
A——.
Dear Sir:—
I am informed that the position of auditor in your company is about to become vacant, and I beg to make an application for the same. My experience in this line of work extends over six years as Assistant Auditor of the M. C. K. R. R. Co.
I enclose my testimonials, and trust they may be found satisfactory. Hoping for a favorable answer,
I remain,Yours obediently,Henry G. Taylor.
B——, February 14, 19—.
Gentlemen:—
In the "Journal" this morning I notice your advertisement calling for the services of a bookkeeper. I beg leave to offer myself for the place, feeling confident that I am qualified to fill it to your satisfaction.
I am thirty-two years of age, healthy, active, married. I have had five years' experience with my last employers, Simpson & Ryder who have recently liquidated their business, and who will gladly bear witness to my qualifications.
Should my application be regarded favorably, I shall endeavor to justify the confidence you may repose in me.
Yours respectfully,John Hilton.
Paste the Advertisement at the head of the sheet, and write as follows:
O——, September 10, 19—.
E. B., Herald Office,City.
Dear Sir:—
Replying to the above advertisement, I would respectfully offer my services.
I am 19 years of age, have a good education, and 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 anything to do. I can refer you, as to my character, to Mr. William Stuart, manager of the City R. R. Co., who has known me all my life.
Regarding salary, I leave that with you, but feel certain that I could earn ten dollars per week.
Hoping to have the pleasure of an interview,
I remain,Respectfully,Robert Grant.
D——, January 10, 19—.
The Lake Steamship Supply Co.,D——.
Gentlemen:—
Permit me to apply for the situation as shipping clerk, which I have heard is now vacant in your establishment. I am 23 years of age, and have worked eighteen months for Messrs. Scotch & Irish, retail provision dealers of this city, to whom I could refer you as to character and ability should you entertain this application. I left them solely on account of their making a reduction in their establishment. Messrs. S. & I. had an extensive country connection, and I have therefore had some experience in their method of doing business. I may mention the wages I received with them were $12 per week.
In hopes of hearing from you favorably,
I remain,Yours obediently,Arthur P. Jones.
O——, January 18, 19—.
Messrs. Halifax & Stein,City.
Gentlemen:—
I have been informed that you are in need of an experienced floor-walker in your establishment. Have filled a similar situation with Messrs. Oppenheim, Rothenstein & Co., of this city, for the last three years, and there is no doubt they will furnish excellent references regarding my ability, honesty, etc. I am desirous of obtaining a salary of $15 a week. If this meets your views, and should you consider that I am likely to suit, perhaps you would kindly favor me with a reply appointing the time to call upon you.
I remain,Yours obediently,Samuel Strasburger.
P——, June 20, 19—.
Messrs. Smith & Brown,City.
Gentlemen:—
I am very desirous of placing my son in a retail store, and understand that you have an opening at the present moment for an errand boy. He is 16 years of age, writes a good hand, and is very quick at figures. As he has everything to learn, I should be willing to give his services for three to six months at nominal wages, for the sake of the experience he would acquire. Of course, he boards with us.
Awaiting the favor of your reply,
I remain,Yours respectfully,Robert Price.
H——, January 14, 19—.
Dear Mr. Hubbard:—
I venture to take the liberty of asking you to interest yourself in my son. I am very desirous of obtaining a clerkship for him, and thought perhaps if a vacancy occurred in your Bank you would kindly remember him. Although I am aware you must have many applications of this nature, I cannot resist taking the chance of its being in your power to do something for us in this way. He is 18 years of age, and has been educated in Germany, which may be in his favor, as he is considered a good linguist. Still, he expects to begin at the bottom of the ladder; he has no false pride, and plenty of pluck and perseverance. I need not say how grateful I should be if you would consider this request.
Believe me,Very truly yours,Laura B. Miller.
N——, February 10, 19—.
Messrs. Bacon & Blackstone,City.
Gentlemen:—
I beg leave to apply for a position as student in your office, and I enclose testimonials and recommendations. I am a Harvard B.A., and am just finishing my second year's studies at the Union Law School. I feel very desirous of entering the practical side of the profession. I am a quick stenographer and Remington operator. For the first three months, I shall not expect any salary, although my whole time would be yours outside of my law-school work.
Holding myself at your disposal for a personal interview,
I remain,Yours obediently,Hugh D. Barnes.
B——, February 14, 19—.
Messrs. Turner & Co.
Gentlemen:—
I ask permission to apply for a position in your establishment. In June last I graduated from the High School of this city. Since that time I have attended Franklin & Mason's Business College, with a view of preparing myself to enter on a business career. I was eighteen years of age last August, and the time has now come when I must devote myself to the serious work of life. Being anxious to engage with a house where I can learn all the details and become thoroughly conversant with the business, I should be glad to accept any position you may have to offer. I am quite willing to begin at the bottom of the ladder and master each round as I climb. My family live in the city, and we are all well known to Mr. Nathan, who is, I believe, the head of one of your departments. I beg to refer you to him for any information you may desire and am also authorized to give you the names of Messrs. Franklin & Mason, the proprietors of the Business College, Main Street, and that of the Rev. Morgan Dodd, Pastor of the First Methodist-Episcopal Church.
I am, gentlemen,Yours respectfully,Henry Johnson.
C——, July 10, 19—.
Messrs. Fair & Fee,Publishers, City.
Gentlemen:—
I understand that you have a position as stenographer vacant in your office, and beg leave to apply for the same. I am a quick stenographer and operator on any of the standard machines, and have had three years' experience, two of which have been spent with the Edison Co., of this city. I left them on account of sickness in my family, but am allowed to give the Company as reference.
My expectations as to salary are about $8 a week to begin with.I hope for some increase after proving myself entirely satisfactory.
Trusting you will kindly consider this application,
I remain,Yours respectfully,Lina Muntz.
P. S.—I board with my parents at above address.
217 S—— Avenue,C——, December 11, 19—.
To the Manager of The Cordage Machinery Co.
Sir:—
In answer to your advertisement in the "Herald" of Sunday, the 13th inst., for a young lady to act as bookkeeper, I beg to apply for the situation. I am 18 years of age, and have assisted my father during the last four years in keeping his books; he is a general contractor and builder. I am quick at figures, and a good accountant. I should be very glad to offer my services for a month on trial, that you might judge of my general business ability and activity. I live with my widowed father.
Mrs. Willis, of 190 W—— Street, will answer any questions respecting me. She has known me since I was a baby.
Hoping for a favorable answer,
I remain,Yours obediently,Ethel Raymond.
Wanted—A twelve-year-old boy to do office work; must reside with his parents, and be well recommended. Salary, $4 per week.
Address, in own handwriting, B. D., Box 1310, C—— Post Office.
C——, July 1, 19—.
B. D., Box 1310, P. O.
Sir:—
I would respectfully apply for the position of office boy as per your advertisement in to-day's "News." I am 13 years old, reside with my parents at 1314 C—— Avenue, and refer you to Dominick Drysdale & Co., of 96 W—— Street, whose testimonial please find herewith.
Very truly yours,Peter Simpson.
C——, March 14, 19—.
D. 99.
Sir:—
Having seen your advertisement yesterday in the "Herald," I make application for the position. I am 14 years old and live at home.
This is a specimen of my writing.
Respectfully yours,James Dunn.
K——, July 7, 19—.
To the Proprietor of the Grafton House.
D——.
Gentlemen:—
Am I in time to apply for the position of Manager of your hotel, which I am informed will shortly become vacant? The fact of my having been steward of the Union Club for the last seven years will, I hope, influence you in my favor; several gentlemen on the House committee have kindly promised to recommend me, and to speak favorably as to my management of the Club and general reliability and honesty.
Previous to being steward of the above mentioned Club, I was head waiter at the L—— Hotel, C——, for over three years, and the proprietors of that establishment would also give me the highest recommendation.
Perhaps I had better mention that the salary I feel justified in asking is $1500 per annum, with full board for self and wife.
Should you entertain this application, I should be pleased to call upon you at any hour you may appoint, and beg to remain, in the meantime,
Yours respectfully,Henry Dessauer.
H——, October 13, 19—.
The Double-Stitch Sewing Machine Co.
D——.
Gentlemen:—
There is a fair opening in our city for the sale of your sewing machines, and I should like to act as local agent, if you feel so disposed. My premises are well suited for the purpose, being situated in the business center and best block. I do a large business in hardware specialties, and have great opportunities of introducing anything in the line of sewing machines, bicycles, etc., to the notice of the town people and neighboring farmers.
I have a young man and a wagon constantly on the road, visiting farmhouses. The H—— National Bank will give you satisfactory references concerning my commercial standing. I also trade regularly with the Beelzebub Stove Co. of your city.
When sending me your answer, please also enclose circulars, rates of best discounts, etc., and oblige,
Yours truly,Stephen Morehead.
O——, May 10, 19—.
To the Lady President of the Board of Managers of St. Agnes Orphan Asylum.
Madam:—
I beg to apply for the situation of matron at the St. Agnes Orphan Asylum, advertised as being vacant in one of the morning papers.
I am 43 years of age, and have filled, for the last eight years, the position of superintendent of the dormitories in St. Theresa's Home for girls, in E——. I thoroughly understand the routine of management requisite in an institution of this nature.
I enclose three testimonials as to character and capabilities, and trust that you may be induced to give this application your favorable consideration.
I am, Madam,Yours obediently,Margaret O'Brien.
E——, May 18, 19—.
To Whom It May Concern:—
Mrs. La Crosse is able to speak in the highest terms of Margaret O'Brien, from a personal knowledge extending over six years. She considers her thoroughly trustworthy and conscientious, and well fitted for the post of matron from the experience she has acquired in a former employment. She is firm, judicious, and kind-hearted, and is very methodical and punctual in the performance of her duties.
Mrs. La Crosse has no doubt that Margaret O'Brien will be a valuable addition to the staff of any establishment such as the one she has been attached to for several years.
S——, June 4, 19—.
Messrs. Bartholomew & Evans,B——.
Dear Sirs:—
This will introduce to you the bearer, Mr. Sydney P. Jones, of this city, who visits New York for the purpose of engaging in the book and stationery trade.
He is a young man of energy and ability, and withal, a gentleman 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 all concerned.
Yours truly,Henry Maynard.
H——, June 10, 19—.
To Whom It May Concern:—
Mr. John T. Kellogg, 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,The Paper Cutter Mfg. Co.,Per E. S. Ward, Prest.
C——, August 10, 19—.
Messrs. Burlap & Doyle,
S——.
Gentlemen:—
Mr. Edward Baird, the bearer, who is now leaving our employ, has been in our business office five years, and has faithfully discharged all the duties devolving upon him during that time. He has shown himself industrious, intelligent and reliable. He is a good penman, a first-class book-keeper and all around office man.
We will at any time cheerfully respond to any inquiries that may be made respecting his ability or character, and we wish him success in all his undertakings.
Very truly yours,Marvin & Scott.
O——, September 10, 19—.
William Stuart, Esq.
Dear Sir:—
I beg to inform you that in applying for a situation advertised in the "Bee," this morning, 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,Robert Grant.
O——, December 11, 19—.
Messrs. Darling & Cross,City.
Dear Sirs:—
We understand Mr. Harry P. Thurston has been a clerk in your house for the last three years. We are thinking of engaging him should his references prove satisfactory. Will you therefore kindly inform us if you consider him thoroughly trustworthy and reliable? By favoring us with an early answer—which shall remain strictly confidential—you will greatly oblige,
Yours truly,F. J. Cantrell & Co.
H——, November 10, 19—.
Messrs. Darling & Cross,City.
Gentlemen:—
I am about to obtain a responsible situation in the publishing house of Messrs. F. J. Cantrell & Co., of our city; they have asked me to furnish two references of commercial standing, and having been employed by you during the last three years, I ventured to give the name of your firm in addition to that of my former employer. May I trust that you will say all you can in my favor?
I beg to remain, Gentlemen,
Yours obediently,Harry P. Thurston.
2017 Monadnock Block,C——, December 14, 19—.
Mr. Oswald Smith,City.
Sir:—
Would you be disposed to give me a small increase of salary, beginning January 1st next? At my age and with my experience I feel that I ought to be earning more than I at present receive. Perhaps, when you take into consideration the fact that I have been in your employ over two years, you will not think this an unreasonable request, and be inclined to grant it. I need not say that in any case, while I remain with you, my best energies will continue to be as they have hitherto been, devoted to your interests.
I remain,Yours obediently,Henry Latimer.
C——, December 18, 19—.
Mr. Oswald Smith,City.
Sir:—
Kindly accept my thanks for the increase of salary you have been kind enough to promise me. It shall be my constant endeavor to continue to merit your confidence and good will, and to give you every satisfaction in my power.
I remain,Yours obediently,Henry Latimer.
P——, July 10, 19—.
The Fireside Publishing Co.
Gentlemen:—
Would you allow me, if convenient, to take my usual vacation at the end of this month instead of in August? I should be most grateful for this concession if it could be made to fall in with your arrangements.
I remain,Yours obediently,David Harlan.
P——, July 12, 19—.
The Fireside Publishing Co.
Gentlemen:—
I deeply regret the feeling of irritation which induced me to give you notice yesterday: will you permit me to apologize for so doing, and to ask you to allow me to recall it? I venture to make this request in the hope that my long, and I may say faithful, services will plead in my favor. Trusting that this frank statement of regret will meet with a favorable answer,
I remain,Yours obediently,David Harlan.
C——, March 5, 19—.
Messrs. Brown Bros. & Co.City.
Gentlemen:—
Am very sorry I was unable to come to the office this morning owing to a severe attack of illness. I enclose a certificate from the doctor who is attending me, as he fears it will be several days before I shall be able to resume my duties. I trust that my enforced absence will not occasion you any serious inconvenience.
With renewed regrets, I beg to remain, Gentlemen,
Yours respectfully,Joseph Levy.
C——, December 20, 19—.
Messrs. Ernst & Upham.City,
Gentlemen:—
With the deepest sorrow, I have to announce the death of my dear and devoted husband, which occurred last night after only a week's illness. Painful as it is to me to write to you under this terrible blow, I feel it my duty to inform you of it at once, on account of the position he occupied in your house.
I remain, in great grief and trouble,
Yours respectfully,Hilda Wayne.
B——, April 4, 19—.
Messrs. Roberts & Elliott.
Gentlemen:—
I enclose a batch of orders secured from the first six cities on my route; I trust they will meet with your approval. I wish that, this being my first trip in your interest,the orders were more in number and for larger amounts. I have done my best, however, to head off some of my competitors, and in several cases I have been successful. A few got ahead of me in the matter of time, but I do not think they did much business.
I firmly believe that the goods I offer are unsurpassed in their line, and that the prices and terms ought to call forth an instant and generous response on the part of the trade. But times are dull and business men, just now, seem to be over-cautious.
They seem perfectly satisfied with our goods, prices and terms, but they are, nevertheless, terribly afraid of overstocking themselves. Any number of promises are made to order in a short time—but we all know what these promises amount to. In spite of all, I am impressed with the hopeful spirit that prevails. There is a general feeling that better times are in sight. When confidence is fully restored, I have no doubt we shall have a splendid trade.
Kindly keep me posted on any novelties you may have on hand.
With the repeated assurance of my determination to do all I can in your interest,
I am, Gentlemen,Yours respectfully,Isaac Silberstein.
B——, August 3, 19—.
Messrs. Dudley Bros. & Co.,N——.
Gentlemen:—
Enclosed please find a list of ten orders which I have taken from some of our regular customers in this city. I have been able to extend our trade by adding two new firms to our list, and I believe in both instances you will find them good and reliable. I proceed to-morrow to P——, where I propose remaining two days; my address will be, The Continental.
Yours obediently,Robert Woods.
C——, May 30, 19—.
Messrs. Smith & Robinson,City.
Gentlemen:—
I hereby take the liberty of handing in my resignation as second bookkeeper in your establishment, to take effect, if convenient to you, from June 15th prox. I have been offered a partnership in the firm of which my prospective father-in-law is the head, and the advantages are such as to preclude my hesitating a moment.
Thanking you for your kindly treatment of me while in your employ,
I remain,Yours respectfully,Andrew Thompson.
A——, May 3, 19—.
Laird & Lee, Publishers,263-265 Wabash Avenue, Chicago.
Gentlemen:—
I have recently leased a store in this place, which I am fitting up and stocking with a fine selection of Books, News, Stationery, etc.
Please oblige me with your catalogue, order list and best terms.
I am respectfully yours,Martin Norris.
O——, April 7, 19—.
Messrs. Clarkson & Co.
B——.
Gentlemen:—
Please forward by Fast Freight the following goods:
I will remit the amount of invoice on receipt of shipment.
Yours respectfully,Francis D. Post.
L——, June 10, 19—.
Messrs. Sullivan Brothers,P——.
Gentlemen:—
Please ship us by Fast Freight as soon as possible the following order for which we enclose draft as per memorandum bill sent us:
Kindly mail receipted bill and oblige.
Yours respectfully,Silas Marner & Sons.
R——, March 5, 19—.
Messrs. Danfield & Marsh,C——.
Gentlemen:—
Please forward at once, by American Express, to my address
For which I inclose P. O. money order.