VI — Letter Writing — Composition-Rhetoric by Stratton D. Brooks

VI Letter Writing

+94. Importance of Good Letter Writing.+—Letter writing is the form of written language used by most of us more frequently than any other form. The importance of good letter writing is therefore obvious. Business, personal, and social relations necessitate the writing of letters. We are judged by those letters; and in order that we may be considered businesslike, educated, and cultured, it is necessary that we should be able to write good letters, not only as regards the form but also as regards the subject-matter. The writing of good letters is often the means of securing desirable positions and of keeping up pleasant and helpful friendships. Since this form of composition plays so important a part in our lives and the lives of those about us, it is worthy of careful study.

The subject-matter is the most important part of the letter, but adherence to usages generally adopted is essential to successful letter writing. Some of these usages may seem trivial in themselves, but a lack of attention to them shows either ignorance or carelessness on the part of the writer, and the consequences resulting from this inattention are often anything but trivial. Applicants for good positions have been rejected either because they did not know the correct usages of letter writing, or because they did not heed them. In no other form of composition are the rules concerning form so rigid; hence the need of knowledge and carefulness concerning them.

+95. Paper.+—The nature of the letter determines to some extent our choice of paper. Business letters are usually written on large paper, about ten by eight inches in size, while letters of friendship and notes of various kinds are written on paper of smaller size. White or delicately tinted paper is always in good taste for all kinds of letters. The use of highly tinted paper is occasionally in vogue with some people, but failure to use it is never an offense against the laws of good taste. It is customary now to use unruled paper for all kinds of letters as well as for other forms of compositions. For letters of friendship four-page paper is preferred to that in tablet form. The order in which the pages are used may vary; but whatever the order is, it should not be confusing to the reader.

Black ink should always be used. The writing should be neat and legible. Attention should be paid to margin, paragraphs, and indentation. In fact, all the rules of theme writing apply to letter writing, and to these are added several others.

+96. The Beginning of a Letter.+—Certain forms for the beginning of letters have been agreed upon, and these forms should be followed. The beginning of a letter usually includes the heading, the address of the person or persons to whom the letter is sent, and the salutation.

Notice the following examples:—

(2)
______________________________________________________
| |
| Ottawa, Ill. |
| Nov. 9, 1905. |
| Dear Harold, |
| |

(7)
______________________________________________________
| |
| New Hartford, Conn. |
| Nov. 3, 1905. |
| My dear Henry, |
| |

The heading of a letter includes the address of the writer and the date of the writing. When numerous letters are sent from one place to another, the street and number may after a time be omitted from the heading. Example (5) illustrates this. A son living in Boston has written to his mother frequently and no longer considers it necessary to write the street and number in every letter. If there is any doubt in the writer’s mind as to whether his address will be remembered or not, he should include it in the letter. If the writer lives in a small place where the street and number will not be needed in a reply sent to him, it is unnecessary for him to make use of it in his letter. When the street and number are omitted, the heading may be written on one line, as in example (5), but the use of two lines is preferable.

Custom has decreed that the proper place for the heading is in the right-hand upper corner of the first page. Sometimes, especially in business letters, we find the writer’s address at the close of the letter, but for the sake of convenience it is preferably placed at the beginning. The first line should be about one inch and a half from the top of the page. The second line should begin a little to the right of the first line, and the third line, a little to the right of the second line. Attention should be paid to proper punctuation in each line.

In a comparatively few cases we may find that the omission of the date of the letter will make no difference to the recipient, but in most cases it will cause annoyance at least, and in many cases result in serious trouble both to ourselves and to those who receive our letters. We should not allow ourselves to neglect the date even in letters of apparently no great importance. If we allow the careless habit of omitting dates to develop, we may some day omit a date when the omission will affect affairs of great importance. This date should include the day, month, and year. It is better to write out the entire year, as 1905, not ’05.

In business letters it is customary to write the address of the person or persons addressed at the left side of the page. Either two or three lines may be used. The first line of this address should be one line lower than the last line of the heading. Notice examples (1), (3), and (6). When the address is thus written, the salutation is commonly written one line below it. Sometimes the salutation is commenced at the margin, and sometimes a little to the right of the address. Where there is no address, the salutation is written a line below the date and begins with the margin, as in examples (2), (4), (5), and (7).

The form of salutation naturally depends upon the relations existing between the correspondents. The forms Dear Sir, My dear Sir, Madam, My dear Madam, Dear Sirs, Gentlemen, are used in formal business letters. The forms Dear Miss Robinson, My dear Mrs. Hobart, Dear Mr. Fraser, My dear Mr. Scott, are used in business letters when the correspondents are acquainted with each other. The same forms are also used in letters of friendship when the correspondents are not well enough acquainted with each other to warrant the use of the more familiar forms, My dear Mary, Dear Edmund, My dear Friend, Dear Cousin, My dear little Niece.

There is no set rule concerning the punctuation of the salutation. The comma, the colon, or the semicolon may be used either alone or in connection with the dash. The comma alone seems to be the least formal of all, and the colon the most so. Hence the former is used more frequently in letters of friendship, and the latter more frequently in business letters.

+97. Body of the Letter.+—The body of the letter is the important part; in fact, it is the letter itself, since it contains the subject-matter. It will be discussed under another head later, and is only mentioned here in order to show its place in connection with the beginning of a letter. As a rule, it is best to begin the body of our letters one line below, and either directly underneath or to the right of the salutation. It is not improper, however, especially in business letters, to begin it on the same line with the salutation. A few examples will be sufficient to show the variations of the place for beginning the main part of the letter.

+98. Conclusion of a Letter.+—The conclusion of a letter includes what is termed the complimentary close and the signature. Certain forms have been agreed upon, which should be closely followed.

Our choice of a complimentary close, like that of a salutation, depends upon the relations existing between us and those to whom we are writing. Such forms as Your loving daughter, With love, Ever your friend, Your affectionate mother, should be used only when intimate relations exist between correspondents. In letters where existing relations are not so intimate and in some kinds of business letters the forms Sincerely yours, Yours very sincerely, may be used appropriately. The most common forms in business letters are Yours truly and Very truly yours. The forms Respectfully yours, or Yours very respectfully, should be used only when there is occasion for some special respect, as in writing to a person of high rank or position.

The complimentary close should be written one line below the last line of the main part of the letter, and toward the right-hand side of the page. Its first word should commence with a capital, and a comma should be placed at its close.

The signature properly belongs below and a little to the right of the complimentary close. Except in cases of familiar relationship, the name should be signed in full. It is difficult to determine the spelling of unfamiliar proper names if they are carelessly written. It is therefore important in writing to strangers that the signature should be made plainly legible in order that they may know how to address the writer in their reply. A lady should make it plain whether she is to be addressed as Miss or Mrs. This can be done either by placing the title Miss or Mrs. in parentheses before the name, or by writing the whole address below and to the left of the signature. Boys and men may often avoid confusion by signing their first name instead of using only initials.

Notice the following examples of the complimentary close and signature:—

Exercise

Write suitable headings, salutations, complimentary endings, and signatures for the following letters:—

1. To Spaulding & Co., Wabash Ave., Chicago, Ill., ordering their rules for basket ball.

2. To your older brother.

3. To the school board, asking for a gymnasium.

4. To some business house, making application for a position.

5. To the governor of your state.

6. From one stranger to another.

7. From an older brother to his little sister.

8. From a boy living in New Orleans to the father of his most intimate friend.

+99. The Envelope.+—The direction on the envelope, commonly called the superscription, consists of the name and address of the person or persons to whom the letter is sent. This direction should be written in a careful and courteous manner, and should include all that is necessary to insure the prompt delivery of the letter to the proper destination.

The superscription may be arranged in three or four lines, each line beginning a little to the right of the preceding line. The name should be written about midway between the upper and lower edges of the envelope, and there should be nearly an equal amount of space left at each side. If there is any difference, there should be less space at the right than at the left. The street and number may be written below the name, and the city or town and state below. The street and number may be properly written in the lower left-hand corner. This is also the place for any special direction that may be necessary for the speedy transmission of the letter; for example, “In care of Mr. Charles R. Brown.”

Women should be addressed as Miss or Mrs. In case the woman is married, her husband’s first name and middle initial are commonly used, unless it is known that she prefers to have her own first name used. Men should be addressed as Mr., and a firm may in many cases be addressed as Messrs. It is considered proper to use the titles Dr., Rev., etc., in directing an envelope to a man bearing such a title, but it would be entirely out of place to address the wife of a physician or clergyman as Mrs. Dr. or Mrs. Rev.

The names of states may be abbreviated, but care should be taken that these abbreviations be plainly written, especially when there are other similar abbreviations. In compound names, as North Dakota and West Virginia, do not abbreviate one part of the compound and write out the other. Either abbreviate both or write out both. If any punctuation besides the period after abbreviations is used, it consists of a comma after each line. It is the custom now to omit such punctuation. Either form is in good taste, but whichever form is adopted, it should be employed throughout the entire superscription. The comma should not be used in one line and omitted in another.

Notice the following forms of correct superscriptions:—

(2)
______________________________________________________
|
|
|
|
| Mr. John D. Clark
| New York
| N.Y.
|
| Teachers College
| Columbia University.
|______________________________________________________

(4)
______________________________________________________
|
|
|
|
| Miss Louise M. Baker
| Nottingham
| Ohio.
|
| Box 129.
|______________________________________________________

(5)
______________________________________________________
|
|
|
|
| Dr. James M. Postle
| De Kalb
| Ill.
|
|______________________________________________________

(6)
______________________________________________________
|
|
|
|
| Miss Ida Morrison
| Chicago
| Ill.
|
|
| 1048 Warren Ave.
|______________________________________________________

Exercise

Write proper superscriptions to letters written to the following:—

1. Thaddeus Bolton, living at 524 Q Street, Lincoln, Nebraska.

2. The wife of a physician of your acquaintance.

3. James B. Angell, President of the University of Michigan, Ann Arbor, Michigan.

4. Your mother, visiting some relative or friend.

5. The publishers Allyn and Bacon, 878 Wabash Avenue, Chicago, Ill.

6. Edward Harrington, living at 1962 Seventh Avenue, New York.

7. To a friend at a seaside resort.

8. To a friend visiting your uncle in Oakland, California.

+100. The Great Rule of Letter Writing.+—The great rule of letter writing is, Never write a letter which you would not be willing to see in print over your own signature. That which you say in anger may be discourteous and of little credit to you, but it may in time be forgotten; that which you write, however, may be in existence an untold number of years. Thousands of letters are now on exhibition whose authors never had such a use of them in mind. If you ever feel like writing at the end of a letter, “Burn this as soon as you read it,” do not send it, but burn the letter yourself. Before you sign your name to any letter read it over and ask yourself, “Is this letter in form and contents one which would do me credit if it should be published?”

+101. Business Letters.+—Since the purpose of business letters is to inform, they should, first of all, be characterized by clearness. In asking for information, be sure that you state your questions so that there shall be no doubt in the mind of the recipient concerning the information that you desire. In giving information, be equally sure to state facts so clearly that there can be no possibility of a mistake.

Brevity is the soul of business letters as well as of wit. Business men are busy men. They have no time to waste in reading long letters, but wish to gain their information quickly. Hence we should aim to state the desired facts in as concise a manner as possible, and we should give only pertinent facts. Short explanations may sometimes be necessary, but nothing foreign to the subject-matter should ever be introduced. While we should aim to make our letters short, they should not be so brief as to appear abrupt and discourteous. It shows lack of courtesy to omit important words or to make too frequent use of abbreviations.

We should answer a business letter as soon as possible. This answer, besides giving the desired information, should include a reference to the letter received and an acknowledgment of inclosures, if there were any. All questions should receive courteous replies. The facts should be arranged in a form that will be convenient for the recipient. As a rule it is best to follow the order which the writer has used in his letter, but in some cases we may be able to state our facts more definitely and concisely if we follow some other order.

What has been said in general about attention to forms in letter writing might well be emphasized here, for business men are keen critics concerning letters received. Be careful to use the correct forms already suggested. Also pay attention to punctuation, spelling, and grammar. Write only on one side of the paper and fold the letter correctly. In fact, be businesslike in everything connected with the writing of business letters.

A few examples are here given for your notice:—

Exercise

Write at least three of the following suggested letters, paying attention to the rules for writing business letters:—

1. Write to a dry goods firm, asking them to send you one of their
catalogues.

2. Write to the manager of a football team of some town near yours, proposing a game.

3. Write the reply.

4. In reply to an advertisement, write an application for the position of clerk or bookkeeper.

5. Write to the publishers of some magazine, asking them to change your address from 27 K Street, Toledo, Ohio, to 2011 Prospect Avenue, Beatrice, Nebraska.

6. Suppose yourself doing postgraduate work in your high school. Write to the president of some college, asking him concerning advanced credit.

+102. Letters of Friendship.+—While a great deal of information may be obtained from some letters of friendship, the real purpose of such letters is, usually, not to give information, but to entertain. You will notice that the information derived from letters of friendship differs from that found in business letters. Its nature is such that of itself it gives pleasure. Our letters to our relatives, friends, and acquaintances are but visits on paper, and it should be our purpose to make these visits as enjoyable as possible.

So much depends upon the circumstances attendant upon the writing of letters of friendship, that it is impossible to make any definite statement as to what they should contain. We may say in general that they should contain matter interesting to the recipient, and that they should be characterized by vividness and naturalness. Interesting material is a requisite, but that of itself is not sufficient to make an entertaining letter. Interesting material may be presented in so unattractive and lifeless a manner that much of its power to please is lost. Let your letters be full of life and spirit. In your descriptions, narrations, and explanations, express yourself so clearly and so vividly that those who read your letters will be able to understand exactly what you mean.

Exercises

1. Write a letter to a classmate who has moved to another town, telling him of the school of which he was once a member.

2. Write to a friend, describing your visit to the World’s Fair at St.
Louis.

3. Suppose yourself away from home. Write a letter to your little brother or sister at home.

4. If you have ever been abroad, describe in a letter some place of interest that you have visited.

5. Write to a friend who is fond of camping, about your camping
experience.

6. Suppose your mother is away from home on a visit. Write her about the home life.

7. Write to a friend, describing a party that you recently attended.

8. Suppose you have moved from one town to another. In a letter compare the two towns.

+103. Adaptation to the Reader.+—The golden rule of letter writing is, Adapt the letter to the reader. Although the letter is an expression of yourself, yet it should be that kind of expression which shall most interest and please your correspondent. In business letters the necessity of brevity and clearness forces attention to the selection and arrangement of details. In letters to members of the family or to intimate friends we must include many very minor things, because we know that our correspondent will be interested in them, but a rambling, disjointed jumble of poorly selected and ill-arranged details becomes tedious. What we should mention is determined by the interests of the readers, and the successful letter writer will endeavor to know what they wish to have mentioned. In writing letters to our friends we ought to show that sympathetic interest in them and their affairs which we should have if we were visiting with them. On occasion, our congratulations should be prompt and sincere.

In reading letters we must not be hasty to take offense. Many good friendships have been broken because some statement in a letter was misconstrued. The written words convey a meaning very different from that which would have been given by the spoken word, the tone of voice, the smile, and the personal presence. So in our writing we must avoid all that which even borders on complaint, or which may seem critical or fault-finding to the most sensitive.

+104. Notes.+—Notes may be divided in a general way into two classes, formal and informal. Formal notes include formal invitations, replies, requests, and announcements. Informal notes include informal invitations and replies, and also other short communications of a personal nature on almost every possible subject.

+105. Formal Notes.+—A formal invitation is always written in the third person. The lines may be of the same length, or they may be so arranged that the lines shall be of different lengths, thus giving the page a somewhat more pleasing appearance. The heading, salutation, complimentary close, and signature are all omitted. The address of the sender may be written below the body of the letter. Many prefer it a little to the left, and the date is sometimes written below it. Others, however, prefer it directly below or a little to the right.

Replies to formal invitations should always be written in the third person, and should in general follow the style of the invitation. The date and the hour of the invitation should be repeated in the reply, and this reply should be sent immediately after receiving the invitation.

A few examples are here given to show the correct forms of both invitations and replies:—

(2)
______________________________________________________
| |
| Miss Barrows accepts with pleasure Mr. and |
| Mrs. Thompson’s invitation for Monday evening, |
| December thirtieth, at half-past eight o’clock. |
| |

(3)
______________________________________________________
| |
| Mr. Morris regrets that a previous engagement |
| prevents his accepting Mr. and Mrs. Thompson’s |
| kind invitation for Monday evening, December |
| the thirtieth. |
| |

(4)
______________________________________________________
| |
| Mr. and Mrs. Albert W. Elliott request the |
| pleasure of Mr. John Barker’s company at dinner |
| on Wednesday, December sixth, at seven o’clock. |
| |
| 1068 Euclid Ave. |
| |

Exercise

1. Write an invitation to a golden wedding.

2. Mrs. Homer A. Payne invites Miss Eva Milton to dine with her next week Thursday at eight o’clock. Write out a formal invitation.

3. Write regrets to Mrs. Payne’s invitation.

4. Write an acceptance of the same invitation.

5. Write a formal invitation to a party to be given in honor of your guest, Miss Grace Mason.

+106. Informal Notes.+—Informal invitations and replies may contain the same subject-matter as formal invitations and replies. The only difference is in the form in which they are written. The informal invitation is in form similar to a letter except that the same exactness about the heading is not required. Sometimes the heading is written and sometimes it is omitted entirely. The address of the one sending the invitation and the date may be written below the body of the note to the left of the signature. The reply to an informal invitation should always be informal, but the date and hour should be repeated as in replies to formal invitations.

A great many informal notes not included in invitations and replies are constantly written. These are simply brief letters of friendship, and the purposes for which they are written are exceedingly varied. When we write congratulations or words of condolence, when we introduce one friend to another, when we thank some one for a gift, and when we give words of advice, and in many other instances, we make use of informal notes. They should be simple, personal, and as a rule confined to but one subject.

Notice the following examples of informal notes:—

Exercise

Write the following informal notes:—

1. Write to a friend, asking him or her to lend you a book.

2. Write an invitation to an informal trolley, tennis, or golf party.

3. Write the reply.

4. Invite one of your friends to spend his or her vacation with you.

5. Write a note to your sister, asking her to send you your theme that you left at home this morning.

6. Mrs. Edgar A. Snow invites Miss Mabel Minard to dine with her. Write out the invitation.

7. Write the acceptance.

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