Barkham Burroughs' Encyclopaedia of Astounding Facts and Useful Information, 1889. Barkham Burroughs

Referring to} yours of. … .} OR, In reply to} 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 the items, 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, as that it should 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.

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      The complimentary closing consists of such words as Yours 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, John Maynard.

      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 between strangers should commence with Sir and end with the word Respectfully. After the exchange of a few letters and a sort of business acquaintance may be said to exist between the correspondents,then Dear Sir, and Yours truly, may properly be introduced. A little more cordial would be such a conclusion as the following:

       Yours very truly, Rinold, Constable & Co.

      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, Henry P. Bowen.

      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 146 S. Tenth Street, Cincinnati, March 11, 1884, Messrs. Arnold, Constable & Co., Broadway & 19th Sts, New York. Gentlemen: Inclosed please find New York Exchange in settlement of your Invoice of the 1st inst. less Cash discount. Amount of Invoice, $325.80 Cash discount 5% 16.29 ——— Draft inclosed $309.51 The goods have been received, and are very satisfactory in both quality and price. You may expect another order soon. Yours truly, James Z. Wilson Co.

      The young person who would learn to write a good business letter, should, with pen, ink and suitable paper, sit down and practice faithfully after the above model. Write and re-write it a dozen times or more, until your letter resembles it closely. Then take any of the models for letters given near the close of this chapter, and with this matter, write a letter which will conform with the foregoing model in appearance and dress. Write the same matter over again, and improve it in its defects. Criticise each line and word. See that no words or letters are omitted, and that the punctuation is according to the models in this book. Eliminate all ungainly letters, shorten the loops, see that each letter rests on the line, and that, withal your page is clean and regular.

      The person who will thus devote a little earnest study and practice, may early acquire the valuable accomplishment of writing a pleasing business letter, so far as the mechanical structure goes.

ADDRESSING THE ENVELOPE.

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      After the letter is finished, and while it yet lies open before you, the Envelope should be addressed. As before stated, the directions on the envelope must conform to the address at the beginning of the letter, hence the necessity for addressing the envelope before the letter is folded.

      The first line of the address of the envelope should consist of the name of the person or firm to whom the letter is written, together with any appropriate titles, and should be written across or a little below the middle of the envelope, but never above it, beginning the left edge. The space between this first line and the bottom of the envelope should be about equally divided among the other lines, each of which begins still farther to the right than the one above, thus:

       Messrs. Arnold, Constable & Co., Cor. Broadway & 19th Sts., 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:

       Lewis H. Taylor, Esq., Chicago, 118 Wabash Ave. Ill.

      In case the letter is addressed in care of any one this should be placed in the lower left corner. If a letter of introduction, the words Introducing Mr. John Smith, or similar words, should be placed in this corner.

      Letters addressed to small towns or villages should bear the name of the county as follows:

       Mr. Henry D. Chambers, Washington, Porter County, Ala.

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

FOLDING A LETTER.

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      Having written an excellent