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Author: 
 
 Belding, Albert G. 
 
 Commercial 
 correspondence 
 
 Place: 
 
 New York 
 
 Date: 
 
 [1 905] 
 
COLUMBIA UNIVERSITY LIBRARIES 
 PRESERVATION DIVISION 
 
 BIBLIOGRAPHIC MICROFO RM TARGET 
 
 ORIGINAL MATERIAL AS FILMED - EXISTING 
 
 MASTER NEOATIVE # 
 
 247.5 
 Ml 
 
 Belding, Albert 187(X- Mli^^ 
 
 ... Commercial correspondence, by Albert G. Belding 
 . . . New York, Ciuciuuati letc] American book company 
 
 152 p. iad. illus, forms. 21°°'. (William & Rogers series) 
 
 1. 
 
 Correspondence. i. Title. 
 
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 LIBRARY 
 
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WILLIAMS & ROGERS SERIES 
 
 COMMERCIAL 
 CORRESPONDENCE 
 
 * 
 
 BY 
 
 ALBERT G. BELDING 
 
 HIGH SCHOOL OP COiniMCl, NEW TOKK CflT 
 
 NEW YORK •:• CINCINNATI .;• CHICAGO 
 
 CAN BOOK COMPANY 
 
 AM/ERI 
 
CofWBOiiTf 1905* " 
 
 AMERICAN BOOK COMPANY. 
 
 Emtkrbd at Stationers' Hall, London. 
 
 nLDUW't COM. GOBUS. 
 
 w. P. a 
 
 3 A-\ 
 
 PREFACE 
 
 The methods of the business man in the management of 
 
 his affairs, and the methods of the teacher in conducting classes 
 composed of those who are in pursuit of a commercial educa- 
 tion, are not and can not be the same. They are, however, 
 closely related, for the theory and practice of modem business 
 supply the material upon which the attention of teacher and 
 student alike is concentrated. As business practice changes 
 and advances, the end to be sought in teaching must also 
 change and advance. The teaching should be made more 
 and more a specific preparation for the conditions existing 
 in the commercial world, and no effort can rightly be spared 
 that will tend to make this preparation thoroughly compre^ 
 hensive and, at the same time, give it the greatest possible 
 semblance of reality. The student should be called upon 
 to meet actual problems in the way in which they must be 
 met in actual business, and he should be made to feel that 
 this is exactly what he is doing when he undertakes the ex- 
 ercises in a text-book on correspondence : these exercises 
 should seem to him pertinent and vital. With this end in 
 , view, the forms and exercises in this book have been taken 
 ' from actual correspondence and from real conditions often 
 
 > encountered in a great variety of busmess pursuits. And it 
 j is especially with this end in view that the narrative of con- 
 
 secutive incidents connected with the correspondence of a 
 ^ single business enterprise has been given in Chapter XIV. 
 
 The exercises based upon these incidents gain significance 
 ? land definiteness from correlated transactions and from the 
 
 .poUcy involved in the conduct of the business as a whole. 
 
 > But the exigencies of teaching can never be made exactly 
 
 ^ ' 37S694 
 
4 
 
 PREFACE 
 
 to correspond to the exigencies of ccmimerdia life. The ueeds 
 S the cLs room are fundamentally different from those of 
 the office, and any attempt to substitute for pedagogic prm- 
 dpl^a mere uncUrected clerical routine obviously mfases Ae 
 Scter's most important opportunity - that of gu.dmg the 
 stodent from the simple to the difficult ^^^^^^^^^J'^' 
 a logical sequence. The arrangement of the subjects treated 
 ViTho^ has. therefore, been based upon Uie order wh^h 
 has ^ found to be best adapted to the needs of classroom 
 torlTlfter each topic, detached exercises have been given 
 to Ulustrate and impress the special usage ^ Pn^^iple in 
 Ls^ion upon the memory of the student. These may m a 
 way be considered merely preparatory to the ^^^-^^ 
 ZcY. the significance of each exercise >s "ece^arUy m^e 
 complete on account of its coordination with others of a dif 
 
 '^l l"tid in some other place, appear .tte. 
 taken from actual correspondence to exemphfy faults whwdi 
 "^t is to avoid; to distinguish these from properly 
 written letters, they have been put into smaller type. 
 
 Evei^^ort h^ been made to bring the subject-matter up 
 to datr Typewritten forms have been inserted, smce type- 
 :^ttii lettis are now universally used 
 spondence. except in letters of appUcatron. ^"^'■^^"'^^J^"' ^^^^ 
 recommendation. The chapters on the Wording of a L^^ 
 S^ntract Relations of Correspondents, and Handling C«re^ 
 jTatnce have been written with the pracUce -thods^ 
 
 pUressive ^ "^^^f dL^TS to I^^^^^ 
 <;inns though nccessanly bnel, are aesigncu tu 
 sl^eul s invest, besidel adding to his general information on 
 the usages of ciHiimercial life. 
 
 1 
 
 CONTENTS 
 
 CHAPTER 
 
 1. Introduction ^ 
 
 II. The Parts of a Letter 12 
 
 The Heading 13 
 
 The Introductory Address 16 
 
 The Salutation ^ 
 
 The Body of a Letter ,4 
 
 The Comidimentaiy Close . . . . • • 25 
 
 The Signature 27 
 
 Exercises / 16,23,31 
 
 in. The Wording of a Letter . . . . . • • 33 
 
 IV. Folding and addressing Letters 46 
 
 Exercises 
 
 V. Letters ordering Goods 
 
 Exercises , . ^ • $9 
 
 VI. Remittances and Incloi^es 61 
 
 Exercises 
 
 VII. Credits and Collections 73 
 
 Exercises • . 80 
 
 VIII. Letters of Application 
 
 Exercises ,88 
 
 IX. Letters of Introduction and Recommendation . . 89 
 
 Exercises ^,^^5 
 
 X. Form Letters 
 
 Exercises . . . ,qj 
 
 XI. Telegrams and Cablegrams . • . . , .104 
 Exercises . • . 107 
 
 5 
 
I 
 
 6 CONTEmrS 
 
 XII. Contract Relations of CoRRESiONDENTS . • . . wo 
 
 XIII. HAHDUHG OMllUMONmOICE "2 
 
 XIV. Correspondence for Practice .133 
 
 The Narrative of Transactions '^2 
 
 Ezmsses baaed on the Narrative • • 
 
 XV. Postal Information • • 
 
 iMon «5i 
 
 f 
 
 1 
 
 !i 
 
 1 ; 
 
 COMMERCIAL CORRESPONDENCE 
 
 I. INTRODUCTION 
 
 It is bard to averestimate the great and increasing importance 
 
 of correspondence, not only as perhaps the foremost factor ia ^ 
 the development and maintenance of large business enterprises, 
 but also as a means of expression indispensable to every indi- / 
 vidual who aims at success socially or financially in the modem 
 worldi Letter writing is no longer merely the elegant acquisi- 
 tion of those who have leisure and taste; it is coming to be, 
 through the world-wide expansion of the post, a necessity second 
 only to the power of speech. To-day every one needs to write , 
 letters some time or other. Through the medium of the steam- ^ 
 ship, the railroad, the cable, telegraph, and telephone, new fields . 
 of industry and opportunity have been opened in remote places, 
 and old fields of labor have been reawakened by a stimulating 
 competition coming from without. Through the newspapers 
 every man can make himself acquainted with what the workl 
 is accomplishing, and if he would take part in the general 
 progress, he must communicate with other men in other pla<^, 
 making known his needs, as well as his ability and resources. 
 If he has a thing to sell, he can no longer, with hope of broadenA; 
 ing success, look solely to the naturally restricted home mar- \ 
 ket; if he has powers and talents to use, he can no longer f 
 be satisfied to use them solely in the narrow circle of his own 
 community. The mail opens to him the wished-for opportun- 
 ity, the profitable market Hence the immense importance of J 
 being abje to use this great medium of expansion and success 
 rightly. 
 
 f 
 
g INTRODUCTION 
 
 However, in spite of the fact that most men in business are 
 keenly aware of the indisputable advantages of letter writing as 
 a means of communication, in spite of the fact that they may 
 use the mails most extensively in conducting the greater part of 
 their business, there are to-day deplorably few, comparatively, 
 ttiat write good letters and use the mails intelUgently. 
 
 A man may rea;iize the imp<Nrtaiice of esUblisbing commer- 
 cial relations by means of correspondence with a person a thou- 
 sand mUes away, but very often he may not properly realize 
 the importance of making each letter of such correspondence a 
 clear, adequate, and, if need be, elegant expression of his own 
 desires, or he may be completely ignorant of the regulations 
 governing the handUng of the mails. He forgets, for instance, 
 that a letter of application will not win a place for him, or that 
 a letter offering goods will not sell them, unless — and here 
 enters the whole problem of good correspondence — the letter 
 is so written that it will instantly impress the receiver as the 
 product of intelligence and experience. To do this, it must 
 be an exampk of excellent writing as far as the mere use of 
 language goes ; it must show a firm grasp of the business pro- 
 posed, if it is a letter soUciting custom; it must show aptitude 
 and power in the direction in question, if it is an appUcation ; 
 it must be straightforward, concise, and courteous ; and it must 
 also conform to the best usage m the minor details of form 
 and appearance, which, though they attract Httle notice when 
 properly attended to, become glaring evidence of carelessness 
 or ignorance when neglected. 
 
 A clear knowledge of the laws and possibilities of the mail 
 service is no less necessary. Thousands of letters every week 
 in this country alone are misdirected, and a still greater num- 
 ber are heW for postage. The people of the United States 
 seem to expect the post office authorities to find any address 
 without delay, even though the envelope directions are inade- 
 quate or inexact. A large part of the people place implicit 
 confidence in the safety of the ordinary mail and the unswerv- 
 ing honesty of the post office officials down to the last clerk and 
 letter carrier. There is no doubt of the wonderful efficiency 
 
 IMPORTANCE OF CORRESPONDENCE 
 
 and prevailing honesty of the very great majority of those who 
 have to do with the collection, forwarding, and distribution of 
 the mails, but it is unreasonable to look for perfection in so 
 large an organization. In spite of the repeated attempts of 
 the post office department to show the dai^er involved, people 
 continue to send so much money and other valuables in ordinary, 
 unregistered letters and packages that thousands of dollars are 
 lost in this way every year. Nor is it the writer alone who 
 suffers as a result of shortcomings in this direction. The loss 
 or inconvenience is almost always twofold, the addressee inde^ 
 being sometimes the principal sufferer. And obviously such 
 inconvenience or loss to the receiver of a letter, through the 
 carelessness or ignorance of the sender, can not be conducive to 
 further and more profitable business relations. 
 
 It is, then, of the highest importance for every one, whether 
 still a student or actively engaged in the affairs of business life, 
 to be able to write letters correctly, and to carry on correspond- 
 ence with ease and precision. It is the object of this book to 
 make available the knowledge required for this purpose. 
 
 « 
 
Heading \ 
 
 ( Writer^s post office address 
 
 Date 
 
 Addressee'ii name and title 
 
 Addicsaee^ ackiieM i 
 
 Salutation 
 
 m 
 
 o 
 
 Q 
 O 
 
 m 
 
 Complimentary Close 
 
 Signature 
 
 UMm. Anatrion St OXiWTt 
 
 Slpringfield, Jim* 
 Gentlecent 
 
 The reply to your letter of the 13th inet, has been dsliqfed 
 ia the htUef that Z should be able to inclose a remittance for at 
 iMMt m 9wt of year aoooaaik. ianbilitir aov to 4e so is due to 
 eifraptioiooo iMoh I trwt will JvotiQr yo« ia dovi«iii« trm your 
 nml valo in raeh o«mo and FronQi yon to cr«it m an aftlmaioa ia 
 this iastaaoo* 
 
 Although business Just nov is Tszy good.* it has aot hoaa ao 
 brisk as X had good reason to expect at this season* I boua^t haavw 
 ily for the winter trade , and as a vosult I find I sm carxying about 
 oight tlmaand dollava aoro ia atook thsa I carried a year ago thia 
 ■oafth. ttia any aaas like poor Ji iU piit ia buying, bat X oxpeotod 
 a law iaoreaso ia aalaa. X do ao orodit baaiaaaa^ ao tka Halo 
 dimoalty is that ay aoaay ia tiod a» ia a aarplaa atotfk. noa X 
 am aoTing oat aa iiaat aa poaaiblo, but it ia vaiy diffioalt to ia» 
 orease business Just now even at a aaorif^oo* 
 
 D^er the cirouDstancest X trust it nay bo convenient tor 
 yoQ to acoept ay sixty-day note for the amount due* 
 
 VBors very truly. 
 
 li 
 
II. THE PARTS OF A LETTER 
 
 The primary purpose of a business letter is the adequate ex- 
 pression of the subject-matter with which it deals. It is above 
 all else a means of communication and, as such, might be cast 
 into any form whatever, provided the message it contained were 
 properly set forth. It might be on any size paper or arranged 
 in any conceivable fashion and still fulfill its purpose — the 
 jtranstnission of thought in written words. But by common con- 
 sent and usage of generations of business men, there has been 
 evolved and perfected a special outward form which has been 
 I found to be at once clear and convenient. This form, though 
 in many ways arbitrary, is now so deeply rooted in custom and 
 so admirably adapted to the needs of modem business system, 
 — since it presents to the eye immediately and clearly such 
 minor yet vital parts of a letter as the date, place of writing, 
 addressee's name and address, writer's signature, etc., — that 
 no serious deviation from it can any longer be sanctioned or 
 even tolerated. It is the conventional framewprk upon which 
 all good business letters are to-day constructed, and so cus-. 
 tomary has it become that any departure from it is in bad 
 taste and may indeed be taken as an indication of ignorance. 
 Whimsical or negligent irregularity in regard to this fundamental 
 form not only prejudices a man against the writer, in much the 
 same way that bad manners do, but, what is perhaps more im- 
 portanty it may cause serious inconvenience in the process of 
 handling and filing ; for no small amount of business system 
 has grown up around the accepted form of a business letter and 
 is dependent upon it. 
 
 A letter may be divided for convenience of analysis into six 
 'stinct parts. Each part has a clearly defined position on the 
 page with reference to all the other parts and to the arrange- 
 
 12 
 
 HEADING 13 
 
 ment of the page itself. They are fitted together in the maimer 
 shown in the outline and letter on pages lo and 1 1. 
 
 Heading 
 
 The purpose of the heading is to indicate the date and place 
 of writing and thereby furnish the receiver with such informa- 
 tion as he will need in directing his reply. Whether the county, 
 street and street number, post office box, etc., should be given 
 depends upon the conditions which govern the receipt and dis- 
 tribution of mail in the town or dty where the writer resides. 
 If his place of residence is a city, his post office address usually 
 should contain the street and number, city, and state; if his 
 place of residence is a small place, the address usually should 
 include the name of the post office, county, and state. When 
 the writer's post office address is different from the place of 
 writing, or when a request is made to direct a reply in care of a 
 third party, this fact is perhaps best indicated in the body of 
 the letter or just after the signature. In general it may be said 
 that the greatest care should always be taken to give data suf- 
 ficient to render mistake in addressing the reply impossible. 
 
 The heading may occupy one, two, or even three lines, accordr 
 ing to the information it contains. The date should in all cases 
 come last, and in it the order should be month, day, year. The 
 month may be written in full or properly abbreviated; thus, 
 December lo, 1908, or Dec. 10, 1908. The English custom of 
 writing the month after the day, as loth Dec, 1908, is in favor 
 with some correspondents in this country. Also occasionally 
 the month, like the day and year, is written in numerals; as, 
 1 2/ 1 0/1908; but this last method is obviously indefinite and 
 uncertain as long as there is any lack of uniformity in the order 
 of writing the month and the day. When the order is month, 
 day, year, it is better not to put st, d, or th after the day ; thus, 
 Dec. 10, not loth. 
 
 Never under any circumstances should the date of a letter be 
 omitted. It forms perhaps the most important factor in deter- 
 mining a letter's place and bearing upon any given buaincM 
 
14 TH$ PARTS OF A LETTER 
 
 proceeding. Many business letters hold good only in cQnnec- 
 tion with the date on which they were written. They may be 
 utterly misleading if referred to the next day. The date is, in 
 a way, the basis of interpretation, and therefore too great care 
 can not be exercised in regard to this small but exceedingly 
 important part of a business letter. As evidence of a trans- 
 action, a letter which bears no date and for which ao date can 
 be prov^is worthless in case of dispute. 
 
 Most modem business houses use their own special stationery, 
 on which is engraved a letter head containing the address and 
 the place of writing, often also the telephone number and code 
 cable address. In such cases filling in the date completes the 
 heading. 
 
 The following examples illustrate the various forms that a 
 heading may take under different circumstances. ^ 
 
 / Form i 
 
 Form I shows a one-line heading, begun far enough from the 
 lef trhand margin to fill the remaining space to the right. 
 
 A two-line heading should be used when the matter, if arranged 
 in Oj^e line, would extend more than halfway across the sheet. 
 The heading should never c^end to the left of the middle of 
 the sheet 
 
 X9T BMOM Sl.« 
 
 Boston^ llMMi.t 0«G«Bl>or 1» 1904* 
 
 HEADING 
 
 Form 2 shows a two-line heading, the first line begun near 
 the middle of the page, and the second line begun far enough 
 from the beginning of the first to fill the remaining space to the 
 right 
 
 MMUuqr S9 190f • 
 
 Form 3 shows a two-line heading arranged similar to form 2, 
 but with the post office address occupying one line and the date' 
 the other. 
 
 aoop 710 flMS BBiUil«« 
 
 Nov. 12, 19X4. 
 
 t 
 
 FoaM 4 
 
 s 
 ■ 
 
 Form 4 shows a three-line heading. 
 
 Pitnctuation. — The heading of a letter may be separated, for 
 purposes of punctuation, into distinct parts : the house number 
 aijd street, if any ; the name of the city, village, or post office ; 
 the name of the county, if any ; and the state. Each of these 
 should be followed by a comma. The date should be punctu- 
 ated by separating with a comma the day of the month and the 
 year. A period should be put at the end of the heading and 
 after all abbreviations. It will thus be seen that if an abbn^vi- 
 ation ends one of the distinct parts of the heading above r^ 
 f erred to, it will be followed by a period and a comma. 
 
I 
 
 l6 THE PARTS OF A LETTER 
 
 £X£RCIS£S 
 
 1-6. Write correctiy the following headings, referring to models, when 
 necessary, for the im>per position of the parts, punctuation, and use of capitals : 
 
 (1) Hartford conn April third 1904. 
 
 (2) June 18 masonic temple Chicago illinds. 
 
 (3) Nassau county cedariiurst n y Dec isl 1906. 
 
 (4) 19 may Room 96 St james BuUding Broadway new york ny 
 
 (5) box 1 12 Waitsfield vt 8th May 1912. 
 
 (6) 1905 jan 7 Yale university new Haven Conn. 
 
 7. Write a correct heading of a letter finom your home. 
 
 8. Using data of your own. invention, write correctly three headings. 
 
 introdttctory Address 
 
 The introductory address of a business letter consists (i) of 
 the full name and title o£ the person addressed, (2) of his rest- 
 dence, place of business, or such other place as he may desig- 
 nate for the reception of his mail. 
 
 In the first part of the address, politeness^ as well as custom, 
 requires that some title be written with the name. The com- 
 monest titles of courtesy and distinction are Miss, Mrs., Mr., 
 Esq., Messrs., Dr., Rev., Prof., Hon. The use of these should 
 be most carefully distinguished. 
 
 Miss is the title given to an unmarried woman. It is not 
 an abbreviation and should not be followed by a period; as. 
 
 Miss Ella M. Somerville. 
 
 Mrs, is the title given to a married woman ; as, Mrs. Joseph 
 B. Buchanan. When, however, a woman is a widow, it is custom- 
 ary that she assume her awn given name or initials ; as, Mrs. 
 
 Mary A. McDonald. 
 Mr. is applied to a man who has no other title of distinction ; 
 
 as, Mr. Paul J. Haywood. 
 
 Esq. (abbreviation of Esquire) was originally appUed to men 
 engaged in legal or administrative pursuits that did not afford 
 any distinctive title. It was once a Utle of slightly more dig- 
 
 INTRODUCTORY ADDRESS 17 
 
 nity than plain Mr., but in business use to-day the two are 
 rapidly becoming interchangeable ; as, Mr. John W. Ellis, or, 
 John W. Ellis, Esq. 
 
 ^ Messrs,, an abbreviation of Messieurs, the French for gentle- 
 men, is the title applied to two or morfe persons when they are 
 engaged in business under a name which in some way implies 
 the personal element. B. Altman & Co., Bamett & Elkins 
 H arper Bros., Williams & Son, are partnerships, companies, or 
 corporations that may properly be addressed as Messrs. But 
 United States Steel Corporation, The American Ice Co., The 
 Century Company, are nothing but the legal titles under which 
 these corporations and companies are doing business; they 
 have no implication of personality, and the title Messrs. can 
 therefore not be properly applied to them. 
 
 Dr. is properly applied as a title only to those who have a 
 doctor's degree, whether it is in medicine, law, literature, tfaeol- 
 ogy, or philosophy ; as, Dr. Charles E. Thomas, Dr. William L. 
 Lewis, Dr. Charles M. Bassett (because these men have the 
 degrees, respectively, of Doctor of Medicine, Doctor of Divmity, 
 and Doctor of Philosophy). 
 
 Rev. is the common title of a clergyman ; as. Rev. Cuthbert 
 W. King. 
 
 Prof, (abbreviation of Professor) is a purely academic title 
 and should be applied only to those who hold professorships 
 in colleges and universities ; as, Prof. Charles Sears Baldwin. 
 
 Hon. (abbreviation of Honorable) is a title given to men who 
 hold or have held important government positions. It is prop- 
 erly applied to members of Congress, senators, cabinet officers, 
 ambassadors, governors, lieutenant governors, mayors, and 
 judges; as, Hon. Elihu Root, Hon. Albert J. Beveridge, Hon. 
 Joseph H. Cboate (because these men have filled the offices, 
 respectively, of Secretary of War, senator, and ambassador to 
 Great Britain). 
 
 In choosing the proper title for the introductory address, it 
 is necessary to consider the commercial, professional, social, i 
 or political position of the person addressed. If he has titles 
 of dignity or distinction, they must never be omitted. If be 
 
 COM. CORR£8FONDIIiCB — S 
 
I8 THE PARTS OF A LETTER 
 
 has none, he should be addressed as Mr. or Esq. If he has 
 more than one title, it is necessary to use that title which applies 
 to the capacity in which you intend to address him. Should a 
 doctor be a member of the senate, it would be wrong to address 
 him as Hon. in a letter cbncemed with his practice of medicine, 
 or as Dr. in a letter referring to affairs of state. 
 
 It is also of the utmost importance to observe that the ordi- 
 nary titles of courtesy enumerated above should not be used 
 together. Never write "Mr. J. B. Bums, Esq.," "Hon. Dr. 
 William H. Teller,'* "Hon. C. A. Burrows, Esq." There is 
 but one exception to this rule. When a clergyman's given 
 name or initials are unknown, he may be addressed with the 
 two titles Rev. and Mr.; as. Rev. Mr. Barclay; but never 
 "Rev. Mr. E. C. Barckiy." 
 
 The following is a partial list of the correct abbreviations 
 of those titles of distinction which are written after the name. 
 They are to be found chiefly in the catalogues of institutions of 
 art or learning, although they are sometimes written in connec- 
 tion with the outside or inside address of a letter. They should 
 never be used when they will be nothing but a repetition of, or 
 in aay way inconsistent with, the title placed before the name ; 
 for instance, never write "Dr. Raymond G. Hitchcock, M.D." 
 As yet it can hardly be said that there is any well-dehned good 
 usage which dictates what titles may or may not be used to- 
 gether. There would, however, seem to be little doubt that 
 ^ood tasie excludes absolutely from any part of correspondence 
 non-professional titles now so common as A.B., Ph.B., B.S., 
 LitB., etc. 
 
 A.B. or B.A Bachelor of Arts. 
 
 A. M. or M,A Master of Arts. 
 
 B. C.L Bachelor of Civil Law. 
 
 B.D Bachelor of Divinity. 
 
 B.LL. or LL B. ... Bachelor of Laws. 
 
 B.M. or M.B. - . . . . Bachek>r of Medidne. 
 
 B.S . Bachelor of Surgery. 
 
 B. S Bachelor of Science. 
 
 C. E Civil Engineer. 
 
 D .D.S Doctor of Dental Suiferjr. 
 
 INTRODUCTORY ADDRESS 
 
 Dist. Atty District Attorney. 
 
 D.Lit. or Lit.D Doctor of Literatuie. 
 
 I>-Sc Doctor of Science. 
 
 D.D. or D.T Doctor of Divinity. 
 
 ^•^ -^^^ Doctor of Veterinary Medicine. 
 
 F R.S Fellow of the Royal Society. 
 
 J C.D Doctor of Civil Law. 
 
 L.H.D. Doctor of Humanities. 
 
 I-L.D Doctor of Laws. 
 
 LL.M. ...... Master of Laws. 
 
 M.C Member of Congress. 
 
 M.D. orD.M. .... Doctor of Medicine. 
 
 Member erf" Parliament. 
 
 Mus. B Bachelor of Music. 
 
 Mus. D Doctor of Music. 
 
 Pli B Bachelor of-Philosophy. 
 
 Ph D Doctor of Philosophy. 
 
 ^« A Member *<rf the Royal Academy. 
 
 Veterinsury Surgeon. 
 
 The second part of the introductory or inside address, as it 
 may be called, consists of the address or post office directions 
 of the person to whom the letter is written. It occupies one 
 or two lines, rarely more, immediately below the name and title, 
 and is written in this order : street address, city, state. When 
 town and state alone are necessary, they are written on the 
 same line, as in form i below ; but when the street and house 
 number are given m addition, it is perhaps best to put the name 
 of the town and state on the line below, as in form 2. 
 
 Auburn, I. Y., Msroli iS, 1$07. 
 
 fhs zaisnstioBsl liysr Oor.» 
 
 l^OKM Z 
 
 Each succeeding Ime of the introductory address is usually 
 indented a little more than the line immediately above. Neafc 
 ness and a graceful grouping of Ae various parts require that 
 
20 
 
 THE PARTS OF A LETTER 
 
 the successively added amounts of indentation be approximately 
 uniform. 
 
 Durham, S. ipril 1, 1907» 
 
 •t 
 
 Form 2 
 
 In typewritten letters, the form shown in example 3 is now 
 used to some extent. It is notxdegant, but it allows the car- 
 riage to be brought back each time to the full stop, thereby sav- 
 ing some slight amount of labor and time. This also may be 
 said for it, that once adopted it may be used invariably for all 
 cases. 
 
 Miington, D. Cm Ax«. dOt 1907* 
 
 Fo&M 3 
 
 Modern business firms iile copies of the letters they send out 
 It is essential that the inside address be adequately given as a 
 means of identification. For punctuation, see page 5a 
 
 Salutation 
 
 The salutation is the complimentary address with which a 
 letter is always begun. It depends for its form upon the per- 
 sonal, relations that exist between the writer and his correspon- 
 dent,, as well as upon the peculiar circumstances that govern 
 the Writing of the^iettaF4n question. Custom dictates the use 
 of certain forms under certain conditions, and it is a mark of 
 great ignorance or disrespect to disregard or misapply them. 
 
 SALUTATION 
 
 21 
 
 Business letters to-day, however, show less and less latitude 
 in the use of these forms. Dear Sir, My dear Sir, and Gentle- 
 men are the salutations now most used in commercial corre- 
 spondence, although in letters to high government officials with 
 whom the writer is unacquainted, and also occasionally in 
 letters of censure or rebuke. Sir may properly be used. 
 
 In addressing one man, Dear Sir is perhaps the commonest 
 of all business salutations. It seems^ to cover adequately the 
 need of all conditions, ranging from formal courtesy to familiar 
 relationship, that are likely to arise in ordinary business inter- 
 course. It has come to be, in fact, the standard salutation of a 
 commercial letter. In the past. My dear Sir was frequently 
 used when friendship or intimacy existed between the corre- 
 spondents, but it is now fast disappearing from modern busi- 
 ness communications. 
 
 Gentlemen is the form which is to-day almost universally used, 
 as the plural of Dear Sir, in addressing firms, companies, and 
 corporations. It is slightly more formal than Dear Sirs, which, 
 like My dear Sir, is gradually passing out of use. Both Dear 
 Sir and Gentlemen have the advantage of being simple and 
 direct Likewise the uniform use of them avoids the possibility 
 of misapplication and the consequent show of bad taste. The 
 salutotion should always agree in number with the introductory 
 address. 
 
 In addressing a business letter to a married or an unmar- 
 ried woman, Dear Madam is the generally accepted form. It 
 may properly be used under practically all circumstances that 
 would naturally arise in the progress of a business transaction. 
 Madam is sometimes used, but it seems unnecessarily lacking 
 in courtesy where most courtesy is due. In addressing a letter 
 to a firm composed of women, however, the proper form is 
 simply Mesdames. 
 
 There should be no abbreviation whatever in the salutation. 
 Such forms as " Dr.," " Sr.," and " Gents." are an indication of 
 vulgarity and ignorance. It is particularly necessary to notice 
 that dear is not capitalized in the salutation My dear Sir;; and 
 that, in general, m any unusual fonn of salutation, only the 
 
22 THE PARTS OF A LETTER 
 
 nouns are capitalized, besides the first word. The various 
 positions of the salutation are illustrated below. 
 
 Form I shows the position of the salutation following a two- 
 line introductory address. Note the successive indentations. 
 
 OOVtlMdl, B. X., DM. 23* 
 
 Mr. Prederick LeOf 
 
 Sirt ■ ■■ ■ ■■■ ■ ■ ■ 
 
 Form z 
 
 Form 2 shows the position of the salutation following a three- 
 line introductory address. 
 
 iMdiftt iMMSt iyru s, liU* 
 
 aii w y Oirlton, lst*t 
 Dear Sin 
 
 Fouf s 
 
 Form 3, without indentations, has recently come into use to 
 
 some extent in typewritten letters. (See p. 20, remarks on 
 form 3.) 
 
 1S8 State St.* 
 Chicago « 111. 
 
 V 
 
 FbiM 3 
 
 An examination of a large number of business letters has dis- 
 closed the fact that the following arrangement of address and 
 salutation is in general use» and this form is recpmmended. 
 
 1 
 
 SALUTATIOAT . 33 
 GlMByiXle* IU.» MmH A. 190S. 
 
 MlM Mitli Mortiner, 
 Otorlia* Okie*' 
 Dear IMMt ^ 
 
 Form 4 
 
 Punctuation. — The salutations in business letters aie usually 
 followed by a colon, or by a colon and a dash, but a comma 
 and dash may be used instead. * 
 
 EXERCISES ^ 
 
 1-7. Write the foUowing headings, introductory addresses, and salutations, 
 manging and punctuatmg them according to the forms given : 
 
 (1) Freehold N J Dec 10 1912 Mr Frederick Bliss Denver Col 27 
 Street Dear Sir your letter came yesterday 
 
 (2) June 21 190S St Louis Mo Rogers Peet & Co New York Gentlemen 
 Broadway and 29tb Street Inclosed please find invoice 
 
 (3) Butte Mon James G. Carson St Denis Hotel New York Broadway and 
 Ninth St May 7 1905 Dear Sir Replying to your letter just at hand 
 
 (4) Hume N Y AUeghany County Feb 28 1903 Mr. John B. Halsted Den- 
 ver Col President Board of Trade Dear Sir Can you inform me 
 
 (5) Ck:t 29 1905 Cleveland Ohio Smith Pi«nicr typewriter Co Gentlemen 
 Syracaae N Y We received your shipment of 30 typewriter yesterday 
 
 (6) 1 1 West 107th Stieet New York Mayor of the City of New York Hon 
 Geotge B McOellan Sir March 3 1909 I have the honor to acknowledge the 
 receipt of your communication 
 
 (J) Protectwn Eric County N Y Dec 11 1913 Miss Helen Stevens Knox- 
 villc Tenn Exdiange Place Building Dear Madam Replying to your letter of 
 
 the 3d inst 
 
 «. Conrtfuct and write oomctly three examples from dau of your own 
 Invention. 
 
 9. Construct and write comedy the introductory parts of letters to A. D. 
 Spoioer, Olean, N. Y. (a physician); Mrs. A. D. Spencer, Olean, N. Y.; 
 Harper Bros., Franklin Square, New York ; The Misses Whiteside^ ao Fiene- 
 pont S^ Brooklyn, JN[, Y. (profiri^m of aaduwl for girls). 
 
24 THE PARTS OF A LETTER 4 < 
 
 The Body of a Letter 
 
 The body of a letter, which is by far the most important part, 
 will be discussed later at length. There are, however, certain 
 mechanical pjoiats in connection with its arrangement that 
 \ should be noted here. The place of a letter on the page is 
 important in connection with its general appearance. It should 
 • be calculated beforehand, so that there will not be a great dis- 
 crepancy between the upper and lower margins. When a letter 
 is short, it adds noticeably to the symmetry of the page, if the 
 margins are widened at the^ide, so that what would have been 
 I four or five lines straggling across the entire page becomes eight 
 or ten lines compactly grouped in the center. 
 
 To facilitate copying and filing, as well as for the convenience 
 of the receiver, it is imperative that only one side of a letter 
 sheet should be used. 
 
 A letter should be carefully divided into paragraphs, each 
 deaUng with one particular subject This is not only the correct 
 usage in all good writing, but it greatly f aciUtates the handUng 
 of business letters that refer to several topics. There are some 
 firms that in their internal correspondence, as between factory 
 and office, use a new sheet for every new subject treated. In 
 this way, that part of a letter, for instance, which concerns the 
 purchasing agent goes direct to him, that which concerns the 
 manager, direct to him, and so on, and thereby the delay pre- 
 ceding reply, while reports from various quarters are pending, 
 is minimized. Some firms find it advantageous to have printed 
 blanks on which the parts of a letter that refer to their various 
 departments are written, so that the whole letter can be attended 
 to at once, whereas otherwise it would have to pass consecu- 
 tively through many hands, and each person concerned would 
 have to waste time in reading much that did not concern his 
 particular branch of the business. 
 
 If such a method of using separate sheets for each subject dis- 
 cussed were universally adopted, it would save an immense amount 
 of time for business men. All that is needed to midce it practical 
 is some obvious method of identifying each separate sheet 
 
 aiMPUMENTARY CLOSE 
 
 Complimentary Clooe 
 
 The complimentary close consists of those words of respect 
 or regard which foUow the body of the letter and precede the 
 signature. The greatest variety of form and wording may be 
 found in letters of correspondents who strive ^ter the unusual 
 in the expression of their attitude toward the person to whom 
 the letter is addressed. But, while in social correspondence the 
 whimsical or novel compUmentary close is not out of place, 
 provided it is in keeping with the general tone of the letter,' 
 modern business usage tends to treat this part of a letter in a 
 more and more conventional way. Among the great number of 
 possible complimentary closes, a few have now the sanction of 
 good taste and custom. These few are the common, simple, and 
 dignified forms Yours truly, Yours very truly, Yours respectfully^ 
 Yours very respectfully, and the equivalent forms Tmly yours. 
 Very truly yours. Respectfully yours. Very respectfully yours. 
 Such need of a conventional expression of regard as is commonly 
 felt in the course of business correspondence will usually be 
 adequately and tastefully filled by one of these eight forms. 
 
 In official letters of a more fminal style, the closing " I have 
 the honor to remain. Yours very respectfully," or expressions of 
 a similar kind, are correct and frequently used. But the wide- 
 spread habit of ending w^fy sort of a letter with the unnecessary 
 words " I am,- - We remain," - BeUeve me, I remain,'' " BeUeve 
 me, my dear sir, to be. Yours very truly," and the like, is extremely 
 tedious and should, for the sake of terseness and good taste, be 
 carefully avoided. It is diiaScult to see that these words serve 
 any legitimate purpose whatever in the great majority of letters 
 where they are used, while it is often very evident that they give 
 to what is otherwise a strong, manly letter a lame and insincere 
 close. 
 
 Even more weak, monotonous, and trite is the custom of pre- 
 pariAg for the complimentary close by ending the letter proper 
 with some loosely constructed, often in fact utterly ungram- 
 matical, phrase. Sentences or elliptical phrases beginning with 
 the participle - Hoping,^ or " Trusting," and used to express 
 
26 
 
 THE PARTS OF A LETTER 
 
 what is, or at least should be, otherwise obvious from the general 
 force of the letter itself, together with the much used and 
 oblige," are the commonest forms of this abuse. The use of 
 such phrases in ending a letter is due partly to a vague feeling 
 of certain correspondents that a letter should, in some way or 
 other, slip down into the complimentary close with a kind of 
 artificial smoothness. They can not so construct a letter that it 
 will move in a firm, dignified, and logical manner from beginning 
 to end, but, having said in some rambling way what they in- 
 tended to say, they feel a gap between the last thing treated 
 I and the complimentary close. This they fill in with the phrases 
 ^ ' mentioned above, thereby making a bad matter mm/t. For the 
 end of a letter should be the organic result of the thought ex- 
 j pressed from the beginning, not some feeble, meaningless tag 
 that a thoughtless custom supplies. 
 
 The complimentary close should under all circumstances ^e^ 
 consisteiit-with the salutation and the spirit of the letter. To 
 introduce a formal letter to a government official, for instance, 
 with the salutation Sir and close with such a phrase as Yours 
 very sincerely " or Yours faithfully," is an inappropriate use of 
 terms and glaring evidence of lack of culture. Any one of the 
 eight forms Yaurs truly. Yours very truly, etc., may properly be 
 used with the salutation Dear Sir or Gentletnen. But the care- 
 ful correspondent will choose that one which best suits his re- 
 lations with the person addressed and the circumstances which 
 govern his own attitude in the letter in questiim. 
 
 The complimentary close is usually written centrally on the 
 page immediately below the body of the letter. If it consists of 
 several parts, written one below another, as in the official letters 
 of a more formal style above referred to, it is written centrally 
 on the page below the letter, and is grouped somewhat as the 
 heading and introductory address are, with a view to neatness, 
 compactness, proportion, and grace. ^ 
 
 Form I illustrates (with two examples) the proper position 
 of the complimentary close in business correspondence. The 
 dotted line below the complimentary close shows the position of 
 the signature. 
 
 27 
 
 Form z 
 
 Form 2 shows the relative position of the parts of the compU- 
 mentary close of an official letter. 
 
 I Im %te IMMT to MSin, 
 
 Foui a 
 
 PanctoatloiL — If the complimentary close is divided into sev- 
 eral parts, each part should be followed by a comma ; after 
 the complimentary close considered as a whole, whether it con- 
 sists of one or several parts, a comma is always placed. Capitals 
 are used as shown in the examples above; that is, in the compH- 
 mentary close, only the firk word of each line is capitalized. 
 
 I 
 
 t 
 
 Signature 
 
 The signature of a letter is the name of the writer, or of the 
 firm, company, or corporation of which he is a part or a repre- 
 sentative. Concermng the question of what constitutes a signa- 
 ture there can now be Uttle doubt It is such mark or mailu, 
 name or names, whether written in pencil or in ink or printed 
 with a rubber stamp, by which a person shaU choose to desig- 
 nate himself on the written page. A typewritten or printed 
 
28 
 
 THE PARTS OF A LETTER 
 
 name is not necessarily a signature, although if it can be shown 
 that the writer intended such typewritten or printed form to be 
 his signature, it will be held as such. But when the name of a 
 firm, company, or corporation is so written in a letter which is 
 to be considered part of a contract or series of negotiations, it 
 should usually be accompanied by the written signature of the 
 person who stands responsible for the letter. This written sig- 
 nature appears immediately below the typewritten or printed 
 name of the firm, and is best followed by such word or words 
 as indicate the personal capacity of the writer ; as, 
 
 <Mr, 
 
 When the writer has no official designation, his signature is 
 
 usually preceded by the word per " or " by " ; a% 
 
 fte fiiiokerbookar Trust Conpaaor* 
 
 The courts have also determined that one acting as agent or 
 eirecutor, or in any representative capacity, should not only sign 
 himself as such, if he wishes to avoid becoming personally 
 responsible for any obligation incurred, but should also indir 
 cate the principal in whose name he is acting. The terms 
 "agent," "administrator," "treasurer," "secretary," and the 
 like, written after the signature, as "Raymond M. Corbet, 
 Executor," are merely words of description and do not in any 
 way exempt the signer from personal responsibility. In such 
 cases the safest way is to put the name of the principal first, 
 
 SIGNATURE 
 
 29 
 
 f oUowed by the ugnature of the agent jrith the term that indi- 
 cates his capacity ; as, 
 
 This precaution, it should be noted, is wholly unnecessary in 
 the great majority of cases where the authority of the agent is 
 well established by custom, or clearly defined by agreement or 
 previous understanding, and where the third party is entirely 
 familiar with the circumstances which govern the transaction in 
 question. Such is the case of a traveling salesman. He may 
 quote prices over his own signature and transact such other 
 busmess as comes within the scope of his authority without 
 incurring any personal liability. 
 
 In a partnership, each partner is a general agent for each 
 and all of the other partners, and as such, may sign the partnerr 
 ship name without words of qualification. 
 
 The signature should be in ink, and should never be omitted. 
 Thousands of unsigned letters, often containing inclosures of 
 money, come into the hands of business men every year. Ob- 
 viously reply to letters containing no clew to the writer's iden- 
 tity is almost impossible, and the receiver is placed in the 
 exasperating false light of not attending to the demands of cor- 
 respondents whom he can not know, and to whom he has no 
 means of writing. 
 
 Like the omission of the signature is the fault of gross and 
 sometimes willful illegibility in signing a letter. In no other 
 place is clear, distinct penmanship more obviously necessary. 
 For, while the body of most business letters is to-day type- 
 written and the difficulty of poor penmanship thereby avoided, 
 the signature must still usuaUy be in the correspondmt's hand- 
 writing; and while in poorly written manuscript it is often 
 possible to guess at the meaning of doubtful words from the 
 general context, the arbitrary spelUng of proper names makes 
 
30 
 
 THE PARTS OF A LETTER 
 
 it practically impossible to supply illegible parts of a signature. 
 There was a time when twists, flourishes, and a strange manner 
 of writing were considered proper in signing one's name; this 
 kmd of signature was held to be a mark of individuality, and 
 some even thought that it was a safeguard against forgeries, 
 but handwriting experts are now of the opinion that such sig- 
 natures are more easily imitated than those that are plainly 
 written. At any rate there are so many other weighty reasons 
 that may be urged against this foolish and useless practice that 
 it is no longer countenanced by men of intelligence and good 
 taste. 
 
 It is best, then, to adopt some plain and clearly defined 
 
 manner of writing one*s signature, and, when one has once 
 adopted such a definite form, it is imperative that no other form 
 should ever be used. There are so often many men of the 
 same name in a single post office district that it becomes impos- 
 sible for the postal officials to distinguish them if, for example, 
 J. Howard Smith sometimes also signs himself, and consequently 
 receives letters as " John H. Smith " and " J. H. Smith," while 
 at the same time John Henry Smith also writes his name J. H. 
 Smith " and John H. Smith." There is always a possibility 
 that there may be some one else with exactly the same name 
 even when one particular form is adopted and adhered to; but 
 when a man willfully chooses to write his name 5n two, three, or 
 even four different ways, it is evident that he greatly increases 
 the possiUlity of his letters going into the hands of some one 
 else. 
 
 A business woman writing to a stranger should never neglect 
 
 to prefix to her signature the title Miss or Mrs, in parenthesis, 
 so that a reply may be properly addressed. There is no way of 
 telling from the signature " A. C. Cornwall " whether the reply 
 should be addressed Miss, Mrs., or Mr. Likewise it is impos- 
 sible to tell from the signature Anna C. Cornwall " whether 
 the address should be Miss or Mrs. The correct form of signa- 
 ture for a woman is (Miss) Anna C. Cornwall or (Mrs.) J. B. 
 Gordon. In ordinary correspondence a distinction should be 
 made, in the form of signing a^d addressing letters, between a 
 
 REVIEW EXERCISES 
 
 31 
 
 married woman and a widow. If a woman- has a husband liv- 
 ing she may sign herself, for instance,^ "Jane B. Gordon (Mrs. 
 Henry H. Gordon)," and letters to her in reply may be ad- 
 dressed to Mrs. Henry H. Gordon. If her husband is dead, 
 however, she would sign herself (Mrs.) Jane B. Gordon. 
 
 As shown in the preceding illustrations, the ^gnature should 
 be written on the next line after the complimentary close, and 
 should begin at such a point that it will end near the nght*band 
 edge of the sheet 
 
 REVIEW EXERCISES 
 
 Write in proper forai, with conrect pimctuatioa, the given parts of each of 
 the Mowing letters. Insot, also, the proper salutation, if it is missing : 
 
 1. 9 Coe 8t Erie Fa Ck:t I 1901 W Coy Esq Ely O . . . yoms truly E M 
 Barber 
 
 2. Office of SiqMdor Lumber Co Diiluth Minn Jan 20 1905 Hon Bourke 
 Cocktan House of Representatives Washington D C My dear Sir ... I have 
 the honor to remain yours very truly David Canon 
 
 3. Linden Gal Aug 20 1909 The Macmillan Company 135 Fifth Avenue 
 New York Gentlemen What are your terms and prices for your « British 
 Art" Please give quotations for the work both in pamphiet form and 
 bound in two volumes in half Russia (Paragraph here) If you have an 
 agent in this vidnity who wUl caU on us we may decide to landk some of 
 your publicatkms Yours respectfully Mason & Bro 
 
 '4- Room 34 Westingfaouse Building Pittsburg Pa Nov 24 191 3 Messrs 
 Hoyt WOUamson & Hoyt Cor Stephenson Park & West H St San Fnmdsco 
 Cal Gentlemen ... We put this matter in your hands without definite in- 
 stnicticms and we trust you will give it your best attention yours very respect- 
 fiiUy The Iron Mountain Iron Co James L Wren Sec 
 
 5. 1004 East 15th St Kansas City Mo June 12 1917 Dr O R Deck Presi- 
 dent of the London Medical Dispensary 34 Warwidc square Manchester £ng 
 
 Dear Su: I indose herewith Five DoOars ($5.00) for your . . , Yours respect- 
 fiiUy Oliver Blossom 
 
 6. Nortii Salem Rockingham County N H Aug 4 1905 John T Williamson 
 Manu&cturing Company 756 So Monument St Philadelphia Pa Gentlemen 
 
32 
 
 THE PARTS OF A LETTER 
 
 . . . By giving this your immediate attention you will save us trouble and 
 
 yourselves expense and inconvenience yours respectfully Bell Bros & Yates 
 
 7. 96 Hampton Place Denver Colo Mar 12 1905 Mr John R Parker 87 
 San Juan Terrace Quito Ecuador S A via San Francisco Dear Sir . • • Very 
 respect^Uy yoms J H Winthn^ 
 
 8. Room 65 New £ngkuid Building Chicago lU Aug 5 1908 Mr Abraham 
 Carr care John Pierce Dominion Land Surveyor Moosehead Lake via Edmon- 
 ton North West Territory Dear Sir This is my third letter to you since hear- 
 ing from you . . . (Para£^:aph here) If my letters reach you in a bunch I 
 hope you will make a dean sweep and answer them all at onoe Yonra truly 
 Walter Hance 
 
 9. 65 Avenue B Vick Park Rochester N Y July 12 1908 John Hampden 
 Esq 145 Cumberland Court E London Eng Dear Sir Your letter of June 
 30 came during my absence . » . Yours very truly Jaa M Gilbert 
 
 10. Office of Alexander Dwight & Co Bankers 54 Wall St New York 
 USA July 9 1901 Mr Geo T Voiedkoff 34 L^ me Sqshk Bulgaria Europe 
 
 Dear Sir . . . We thank you for the confidence reposed in us and pledge our 
 best efforts in your behalf very respectfully yours Alex Dwight & Co 
 
 11. Greencastle Pa May 15 1901 Messrs D & H Vail Proprietors of the 
 Hanover News Hanover Mich Gentlemen Your £iv<y of the 28th inst received 
 We expect to ship your order tomorrow and it shouM reach you in time 
 (Paragraph here) We have your dispatch to-day regarding Warren's paper 
 and have wired answer that it has just been shif^^ with a caiload of Press 
 (Paragraph) We are very nrodi afraid that we can not get to the Elliott 
 order before the latter part of the week Will you advise us what sizes he 
 wanted ^st Yours truly Jones Paper Co per Tyler 
 
 III. THE WORDING OF A LETTER 
 
 The purely mechanical part of a letter, dealt with in the last 
 chapter, can easily be mastered by any one who is willing to 
 give the proper attention to the customary forms of spacing, 
 heading, salutation, and complimentary close. It is merely a 
 matter of the correct outward form as dictated by the best usage 
 in business correspondence. But there is a more difficult and 
 more important factor in correspondence that can be compre- 
 hended and mastered only by giving the utmost attention to the 
 various elements of the wording in the body of good business 
 letters. These elements are to be found, in fact, in all good 
 writing which is concerned with facts and practical affairs. ' 
 They constitute style. They represent the means by which the 
 writer can give adequate expression to his thoughts, making it 
 at once brief, clear, terse, complete, exact, coherent, methodical, 
 and courteous. No letter can be good, however correct its out- 
 ward form, if it .does not also exemplify in a proper degree each 
 and all of these qualities. 
 
 Brevity. — First of all a letter must, within certain limits, have 
 brevity. This is a quality upon which business men are laying 
 more and more emphasis. For it is obvious that in the im- 
 mense amount of daily correspondence received by a large firm 
 a long, rambling letter is utterly out of place. It can not but 
 irritate and inconvenience a man who has no time to waste on 
 subjects krelevant to his own business needs. If you have a 
 complaint to make, or a question to ask, what he wants is the 
 whole point of the matter, and nothing but the point This 
 does not mean that the letter should partake t)f the nature of a 
 telegram. To be brief you need not write in monosyllables, or 
 omit all pronouns, adverbs, and auxiliary verb forms. Brevity 
 is rather to be gained by carefully excluding such words and 
 
 COM. CORRESPONDENCE — 3 33 
 
V 
 
 34 
 
 THE WORDING OF A LETTER 
 
 facts as do not add tellingly to the end you have in view. When 
 this has been done, a letter will usually be brief. But it is neces- 
 sary to remember always that a letter should also be smooth and 
 precise, for the pressure and endless hurry of commercial life 
 to-day have tended to lay perhaps too great emphasis on mere 
 brevity as the most vital quaUty of a business letter. Courtesy 
 and cleamess are often forgotten in a desperate endeavor to be 
 brief. Such expressions as Yours reed.,'* "Gents.," "Yrs. 
 resp., ' " Yours, etc." are glaring crudities that serve no legiti. 
 mate purpose. They arise from a certain false briskness which 
 is indicative of nothing but a lack of intelligence and refine- 
 ment. 
 
 Nor is this the chief reason why one should carefully avoid the 
 crudely curt letter. Modem buidness, with the volume of corre- 
 spondence that it entails, has necessitated intricate filing systems 
 in which every letter should be a clear and essential pfecc of 
 evidence as to the progress of any given transaction. No clerk, 
 or even head of a business firm, can rightly be expected to re- 
 member important facts which extreme haste and brevity have 
 excluded from the letter, but which are absolutely necessary for 
 its proper interpretation. On the contrary, every letter should 
 be a complete link in a chain of evidence, and there should be 
 no tolerance whatever of such useless brevity as may make ob- 
 scure the place and bearing of a letter in any series of transac- 
 tions. Yet frequently the unnecessarily brief letter does not 
 contain even the simplest facts needed for its identification. 
 The following is an example of a too brief letter ; 
 
 nimfU«.« Pittsburg, Penn. 
 
 I send you express money order for your paper. Please send 
 the prize ofiiered in the Post.^^ 
 
 Respectfully yooTBy 
 
 A. Gisler. 
 
 Such a letter can be referred to no particular thing and no 
 definite time. If it saves a minute of the writer s time, it may 
 perhaps waste twenty f <Hr the man who receives it or has to refer 
 to it later. 
 
 BREVJTYy TERSENESS, CLEARNESS 
 
 3S 
 
 Terseness is a quality that must never be confused with crude 
 brevity. It is rather that quality in the expression of thought 
 which includes, in addition to a brief, clear statement of the facts, 
 an element of delicate propriety and grace. It is comparative 
 brevity and pleasing smoothness combined. Curtness savcm (rf 
 incompleteness, often even of immoderate hastiness, and what- 
 ever may be said of it as a means of saving time, it must always 
 seem ragged and crude when compared with the nicely adjusted 
 conciseness, force, and finish of well-studied, terse language. 
 The following will illustrate how the last letter, when t^sely ex^ 
 pressed, would be at once brief, courteous, clear, and complete : 
 
 123 Carnegie St, Pittsburg, Pa., 
 
 Nov. 30, 1901. 
 
 The Ladies' Home Journal, 
 18 Chestnut St, 
 
 Philadelphia, Pa. 
 
 Gentlemen : 
 
 In response to your oflFcr in "The Saturday Even- 
 ing Post" of Nov. 23, I inclose herewith an American 
 Express Money Order for One Dollar to cover one 
 year's subscription to **The Ladies' Home Journal" 
 Kindly let my subscription begin with the November 
 number. 
 
 From the prizes you offer, please send to my 
 address a copy of "Up from Slavery,'' by Booker T. 
 Washington. 
 
 Yours very tn^y, 
 Inclosure. (Jtro) Anna Caster. 
 
 Clearness is beyond aU other things the most essential attribute 
 of good business correspondence. It implies, indeed, ail that is 
 admirable in business itself : exactness, order, method. Before 
 you can write a clear letter your own attitude toward the matter 
 in hand must be completely and sharply defined. You must 
 know exactly where you stand. Likewise the facts of the case 
 
36 
 
 THE WORDING OF A LETTER 
 
 must be firmly grasped and arranged in the order of their im- 
 portance, — with the subordination and grouping which arise 
 only from correct and well-applied method. In fact, only when 
 you are completely master of your own thoughts, and have 
 properly analyzed and collated them, are you mentally in a posi- 
 tion to write a perfectly clear letter — a letter which will be 
 palpably and vitally related to past correspondence on the same 
 subject and will con^un sufficient data to connect it with any 
 further letters bearing upon the same or related transactions. 
 
 Completrafita. — A letter is the best evidence as to the natiire 
 of the transaction with which it deals. Therefore it is most 
 essential that it should be complete. There must be no gaps 
 and flaws in the statement of the facts of which it treats. It 
 must be a positive and rehable record. All business houses 
 keep copies of letters sent out by them, so that in case of dis- 
 pute at any time immediate reference can be made to past 
 correspondence on the subject in question. Obviously, if the 
 letters kept for reference do not contain adequate information 
 concerning the essential facts of the case, they are worthless. 
 
 Study the following examples : 
 
 Utica, N. Y., Sept. i, 1903. 
 
 Messrs. Packard & Field, 
 Brockton, Mass. 
 
 Gentlemen : On August i last I gave an 
 order to your Mr. Franklin, one item of which was 
 " Five Doz. Pairs Men's Russia Calf Bals., Last 26, at 
 1^2.15," to be shipped August 15. I have not received 
 these goods and the season for tan shoes is so far 
 advanced that I am now unable to use them. Accord- 
 ingly, I feel obliged to cancel my order of August i, 
 in so far as it relates to tan shoes. 
 
 Yours truly, 
 
 E. B. Fairchild. 
 
 A reply to the above letter, illustrating incompleteness : 
 
 COMPLETENESS 
 
 37 
 
 Brockton, Mass., Sept. 2, igo^. 
 Mr. E. B. FairchUd, *- ' 
 
 Utica, N. Y. 
 
 Dear Sir, — We have shipped your goods. We regret 
 the ttoavoidaUe delay in maa% yoar oider. 
 
 Yours very truly, 
 
 Packard & Field. 
 
 Since the letter of Packard & Field is dated September 2, 
 and no mention is made of Mr. Fairchild's letter of Septem- 
 ber I, the latter can have no assurance that it refers to his 
 letter ; and since Mr. Fairchild receives shipments from Pack- 
 ard & Field frequently^ he can not know that their letter refers 
 to the particular case of shoes that had been ordered for 
 August 15. Likewise, when filed by the writer, the letter of 
 Packard & Field would be worthless as a piece of evidence. 
 These faults might be remedied by a letter like the following : 
 
 Brockton, Mass., Sept 2, 1903. 
 
 Mr. E. B. Fairchild, 
 Utica, N. Y. 
 
 Dear Sir : Replying to your letter of the 
 1st instant just received, we regret to say that the 
 Five Doz. Pairs Men's Russia Calf Bals. ordered on 
 August I for August 15 delivery were shipped late 
 yesterday as per bill of lading inclosed. Our delay in 
 filUng this order was caused by a strike in our Lynn 
 factory. We can, however, assure you that all future 
 orders will be shipped in due time. 
 
 As you say, the season for tan shoes is nearly gone, 
 but if you can make use of the few dozen pairs shipped 
 yesterday, we will bill them to you at %2.oo a pair net 
 Otherwise you may return them at our expense. 
 
 We regret the inconvenience you have suff^vd, 
 and we trutt we may be favored with a continuance 
 of your Of ders, which shall have our careful attentkm. 
 
 Yours very truly, 
 Inclosure . Packard & FieW. 
 
3 8 TI££ WORDING OF A LETTER 
 
 Szactneis goes hand in hand with completeness. It is a 
 
 quality that arises from the most careful attention to details : 
 such as the date and place of writing, which must never be 
 omitted; the name of the addressee, which must be correctly 
 spelled and written as he is accustomed himself to write ; and 
 titles of dignity and distinction, which should be given in then: 
 proper place and form. 
 
 The writer must also be especially careful to give his own 
 name in full and always in the same way. Let the writer, 
 therefore, decide what his signature shall be and then hold un- 
 deviatingly to it If he writes in a representative capacity, his 
 character as agent should be clearly indicated. For instance, 
 an executor, by his signature to a letter that completes a con- 
 tract, binds some one to fulfill the obligation incurred. If his 
 character as executor remains undisclosed, he becomes personally 
 responsible. (For further remarks on signature, see page 27.) 
 
 The amount of a check or draft inclosed should be exactly 
 stated, otherwise there is no tangible connection between the 
 letter and the remittance. They may easily become separated, 
 thus creating needless trouble both for the writer and for the re- 
 ceiver. In making a remittance it is of the utmost importance 
 to sUte definitely how the payment shall be applied. The legal 
 phase of this subject is treated more fully in the discussion of 
 remittances and inclosures in Chapter VI. 
 
 Appointments by letter should be made in such a definite 
 and exact manner as will avoid the possibility of misinterpre- 
 tation and consequent inconvenience and delay. The following 
 is an example of an inexact letter : 
 
 Little Falls, Nov. 29. 
 
 Mr. A. W. Alien, 
 
 Ezchaiige I^aoe Building, 
 Kansas City, Mo. 
 
 Dear Sir, — Mr. M. O. Peabody of this village owns two lots 
 located on Pearl Street in Kansas City. He has been to heavy 
 expense in keeping up improvements for the past tea years, and he 
 would Uke to raal^ a sate of the pfoperQr if lie can a lea^^ 
 
 EXACTNESS 
 
 What in your opinion is its present value, and what would be 
 your terms for selling ? Mr. Peabody would like to place the same 
 in the hands of some responsible real estate agent. I lefened 
 to you, and so he asked me to write for him. 
 
 Veiy truly yours, 
 
 Howard Wood. 
 
 The above letter is inexact and unbuskiesslike. It contains 
 much that is irrelevant to the real subject-matter of the inquiry. 
 Compare it with the following : 
 
 Little Falls, N. Y., Nov. 29, 1905. 
 
 Mr. A. W. Allen, 
 
 Exchange Place Building, 
 Kansas City, Mo. 
 
 Dear Sir: — Will you kindly favor me with your 
 opinion of the value of the following improved property 
 located in your city : Lots 6 and 7 in Section 48, each 
 50 feet front by 100 feet deep, situated at the nortli- 
 east comer of Pearl and Vine streets and fronting on 
 Pearl Street. The property is owned by Mr. M. O. 
 Peabody of this village. He has expended on it dur- 
 ing the last five years about $5000 for paving, sewers, 
 sidewalks, curbing, and shade trees, and he would now 
 like to sell. 
 
 Kindly indicate in your reply the present conditioii 
 of the real estate market, also your terms for handling 
 property of this character. An early reply will oblige 
 me. 
 
 Yours very truly, 
 
 Howard Wood. 
 
 What information does this letter contain that is not |ound 
 in the first example ? 
 
 Is this information necessary for the convenience of the re- 
 ceiver ? 
 
 What unnecessary information does the first example contain 
 that has been omitted in the second ? ' 
 
40 
 
 THE WORDING OF A LETTER 
 
 Coherence. — One of the qualities most frequently absent from 
 
 business correspondence is coherence, although it is absolutely 
 indispensable in a good business letter. Words, sentences, and 
 ideas must be so arranged that they hang together. This can 
 best be accomplished by taking care to deal with but one thing 
 at a time, and by so ordering the divisions of each subject as 
 to make your letter move forward by perfectly apparent and 
 rational degrees. Never take up a matter of which you have 
 an incomplete conception, only to be forced to return to it again, 
 after having treated of other issues. Nothing can be more an- 
 noying than to have to read a letter three or four times in order 
 to disentangle and rearrange various subjects which the writer 
 has not properly fitted together. 
 
 Method. — The best kind of coherence results from method. 
 If words and facts are arranged into sentences and paragraphs 
 with the clearly defined purpose of methodically exhausting 
 each subject in turn, coherence will necessarily result Method 
 implies the study of subordination and dasrification, with the 
 end in view of making all correlated data* easy of access and 
 understanding. If you jumble your ideas together without 
 proper sequence, no matter how precise and clear your wording 
 of each individually may be, the general effect of your letter 
 will be lost You will not make your whoU case clear, because 
 your thoughts have not been joined together in a progressive, 
 logical sequence. Method is nowhere more effective, admi- 
 rable, or necessary than in business letter writing. Study the 
 following example of an incoherent letter : 
 
 140 Greene St., New York, 
 
 Nov. 1, 1907. 
 
 C. A. Galway, Esq., 
 
 Clarendon, Vermont. 
 
 Dear Sir, — I succeeded to-day in sdling your ahipiiieiit of ; 
 Ginseng at |8.oo per pound, and indose herewith $98.00. Eight 
 ddkrs is the highest offer I received and they were not anxious to 
 take it at that price. Chinese exporters will not handle the culti- 
 vated root at all. They say that it will be lower a month from now 
 than it is at present The Chinese ciaim that the cultivaled root is 
 not as good as the wUd loot, and rcAse to take it at any price. 
 
 COHERENCE^ METHOD 
 
 41 
 
 The uiMit shipment weired twenty-four and seven tenths 
 
 pounds, amounting to $197.60. I am sending you your note, given 
 January 22, 1906, which amounts with interest to $86.60; a receipt 
 for thirteen dollars ; my certified check for $98.00. The we^bt is a 
 little short of wliat you made it, but I think their weight is comet 
 Pkase acknowledge receipt and oblige, 
 
 Very truly yours, 
 
 Oliver Vincent. 
 
 How many topics does the writer deal with in the above 
 letter } 
 
 What are they? 
 
 • Point out the incoherence in the writeri^arrangement and 
 method, and compare his treatment with thnallowing: 
 
 140 Greene St, New York, 
 
 Nov. X, 1907. 
 
 C. A. Galway, Esq., 
 
 Clarendon, Vermont. 
 Dear Sir : 
 
 « 
 
 In accordance with your instructions, I have sold 
 your shipment of Ginseng at the highest figure pro- 
 curable, and now render you an account as follows : 
 
 24^ lb. Ginseng at t&sxx . . . $ig^,6o 
 
 Inclosures — 
 
 Your note dated Jan. 22, 1906, ^82.75 
 Interestonabove,9mos.,9ds., 3.85 86.60 
 My certified check for . . . 98.00 
 My receipt for . . . . 13.00 197.60 
 
 I have indorsed upon your note for $100.00^ dsited 
 June 2, 1907, a payment of $13.00. 
 
 It was with difficulty that I secured $8.00 per 
 pound. Chinese exportm believe that the cultivated 
 root is inferior to the wild, and they refuse to handle 
 it at alL You will obsorve that the weight is a little 
 short of what you made it. I weighed the shipment 
 
42 
 
 THE WORDING OF A LETTER 
 
 on accurate grocers' scales and made it just 24^^ 
 
 pounds, so I presume there was a slight shrinkage in 
 transit 
 
 I trust you will find this accounting satisfactory. 
 Kindly acknowledge receipt 
 
 Very truly yours, 
 
 Oliver Vincent 
 
 Courtesy is one of the most essential qualities of a good letter. 
 The writer should maintain his own dignity by properly re- 
 specting the digi^ of others. Rudeness, curtness, sarcasm^^ 
 are even more in^^sable in writing than they are in conversa- 
 tion. The writ^gfn page remains when the spoken word is for- 
 gotten. N^^ount of stress is too great to emphasize the fact 
 that one slpuld never write a letter upon a momentary impulse, 
 without 4ispassionately considering the issues at stake. Calm- 
 ness is one of the most noticeable attributes of a gentleman. 
 Courtesy is manly without being abrupt, polished without being 
 effusive. r 
 
 Letters of complaint especially call for. calm and courteous 
 treatment 
 
 312 Mead Avenue, 
 
 Passaic, N. J., Dec 20, 1909. 
 
 John Wanamaker, 
 New York. 
 
 Dear Sir: On Saturday last I boi^t at your store four 
 yards of blade anq>ede Chine. The goods have not been delivered, 
 and the delay has caused me great inconvenience. This is not the 
 first time I have been annoyed by delay in your deliveries. 
 
 My November bill contained an error amounting to five doUais 
 and forty cents in your fiivor. I sent the l»ll bade for comctlmi. 
 To-day I received a «<please remit" for the amount of the original 
 bin. Must I be continually annoyed by blunders of this character ? 
 
 Yours truly, 
 
 (Misf) L. £• Stems. 
 
 A curt, sharp letter, such as the above, might easily provoke 
 a like reply. 
 
 COURTESY 
 
 43 
 
 Do you find anything in the following letter which would 
 tend to give offense to a valuable customer? 
 
 Does it exemplify courtesy and at the same time maintain the 
 writer's dignity ? 
 
 New York, Dec, 21, 1909. 
 Miss L. E. Stems, 
 
 312 Mead Ave., 
 Passaic, N. J. 
 
 Dear Madam : — We beg to inform you in reply to 
 your letter of the 20th instant that the crepe de Chine 
 has been sent by special delivery. Upon investigation 
 we found that the delay in delivery was caused by a 
 mistake on the part of our saleswoman in taking your 
 address. 
 
 Our billing clerk explains that the error of II5.40 
 in your November bill was due to the fact that the 
 credit memorandum for the Oak Rocker, which you 
 had purchased for the above amount and which you 
 returned on November 28, did not reach our counting 
 room until after the bills for that month had been 
 made out Proper evidence of this returned purchase 
 would have appeared in our statement of your Decern^ 
 ber account, but we inclose herewith your November 
 bill revised in conformity to your wishes. 
 
 Please accept our thanks for advising us of the 
 mistakes above referred to. We regret the inconven- 
 ience you have suffered, and we trust there will be in 
 the future no recurrence of similar errors. ^ 
 
 Very truly yours, 
 
 John Wanamaker. 
 
 Per M. M. Baker. 
 
 The following, taken (with the exception of the names) from 
 the actual correspondence of a large shoe manufacturing con- 
 cem, iUustrates the ill-advised letter written under the stress of 
 annoying circumstances. 
 
44 
 
 THE WORDING OF A LETTER 
 
 Syncosfi^ N. Y., Jan. 31, 1905. 
 
 Tlic Richardson Shoe Company, 
 
 Binghamton, N. Y. 
 
 Gents, — Rip, rip, rip ! is the order of things with us since 
 we i^ved that last case of so-called ladies' fine shoes. Wlvitare 
 th^ made of, an)rway ? Is it leather, or an imitation, and what did 
 yon use for stitching, paper or thread ? 
 
 Our patrons are returning shoes from that case on an average 
 of three pairs a day. What do you suppose we are going to do 
 with such shoddy ? We thought you were real shoe men n^o un- 
 derstood their hnsiness. We expect to hear firom you right away, 
 
 Yours, etc., 
 
 Edward Walsh & Sons. 
 
 The sarcastic reply which such a letter as the foregoing 
 might provoke is exemplified in the following. Nothing is to 
 be gained by such a retort. The writer falls to the level of his 
 correspondent, accomplishes nothing, and perhaps drives away 
 a good cu8tc»nec 
 
 Bmgfiamton, N. Y., Feb. a, 1905. 
 
 Messrs. £dward Walsh & Sons. 
 Syracuse, N. Y. 
 
 Gentlemen, — Your very kind favor of the 31st ultimo is 
 received and we are obliged to you for your pleasant way of putting 
 things. Your letter comes to us as a beautiful sunbeam on a daric 
 day. You must have had quite an mspiration to enable you to 
 write such a gem. 
 
 Now when you get cooled off and can come down to business, 
 send us the shoes returned to you, together with the balance of the 
 defective case, and we will see whether we can do anything for you. 
 Again thai^di^ you for your fiivor, we ai^ 
 
 YouiB truly, 
 
 The Richardson Shoe Company. 
 
 * 
 
 In replying to Edward Walsh & Sons the writer should have 
 completely ignored their contemptuous tone, and should have 
 been dignified and courteous. The careful correspondent would 
 have displayed no temper or dissatisfaction, but would have 
 written somewhat as follows : 
 
 COURTESY 
 
 45 
 
 Binghamton, N. Y., Feb. 2, 1905. 
 
 Messrs. Edward Walsh & Sons, 
 Syracuse, N. Y. 
 
 Gentlemen: — Replying to your favor of the 
 31st ultimo, we are sorry to learn that you are having 
 trouble with the last case of shoes we shipped you. We 
 are surprised that there should be any defect in these 
 goods, for they had the usual careful inspection you are 
 aware all our goods receive. All our inspectors are men 
 of long experience, and we pay them large salaries to 
 prevent conditions such as you have had to meet. 
 
 We regret the annoyance and inconvenience suf- 
 fered, and if you will return • to us by express, at our 
 expense, all of the defective shoes, we shall take pleas- 
 ure in giving you full credit for their cost We will 
 make a thorough investigation into the cause of this 
 failure in our materials and workmanship, and use our 
 utmost endeavors to locate the fault and apply a remedy. 
 An early reply will oblige us. 
 
 Very truly yours, 
 
 The Richardson Shoe Company. 
 
 The following is a copy, slightly modified, of a letter actually 
 sent out by a large business firm; the student will profit by 
 studying it as an example of initiative courtesy: 
 
 New York, March i, 1905, 
 
 Miss Helen Tracy, 
 
 Dear Madam : — Without imposing the penalty of 
 the slightest obligation, but rather as a mark of appre- 
 cmtton to those to whom we owe much, we invite the 
 public school teachers of this city to present their salary 
 checks to our Department of Accounts for payment 
 \ We trust you will be disposed to accept this service. 
 
 Respectfully yours, 
 Dept. of Accounts, Palmer-Hilliard Co. 
 
 Main Floor Balcony. 
 
IV. FOLDING AND ADDRESSING LETTERS 
 
 Piper. — There are two sizes of business letter paper which 
 
 are now used to the practical exclusion of all others. The larger 
 si?e is approximately 8^ by 10} inches ; and the smaller, note 
 or memorandum, size, though it varies greatly, is usually 
 about 8^ by 5^ inches. The larger size is used td-day almost 
 universally for business letters. 
 
 Folding. — In folding a letter sheet of the larger size the fol- 
 lowing method has the advantage of being both simple and con- 
 venient. Note each step 
 carefully. ( i ) Turn the 
 lower edge up to within 
 half an inch of the top 
 (Fig. I ), then press down 
 the fold hrmly, taking 
 care to keep the side 
 edges exactly even ; 
 (2) turn the paper so 
 that the folded edge will 
 be at your left hand; 
 
 (3) fold from you, as before, a little less than one third the 
 width of the letter sheet (Fig. 2); 
 
 (4) fold the upper edge down toward 
 you so that it projects a trifle beyond 
 the folded edge nearest to you. The 
 last-mentioned slightly projecting 
 edge makes it easier to open the 
 last two folds, while the half-inch 
 margin left at the top of the sheet 
 facilitates the opening of the fold 
 that was first made approximately 
 across the middle of the sheet Fia s 
 
 Fig. X 
 
 TNE ENVELOPE 
 
 47 
 
 The letter now lies exactly as it should before being placed in 
 the envelope. It may be properly inserted in the following 
 manner : Hold the envelope 
 in your left hand with the 
 back of it uppermost and 
 the flap opening toward the 
 right; then, taking in your 
 right hand the letter as it 
 lay after folding, without 
 turning it over, insert it, 
 putting in first the edge 
 that was folded last (Fig. 3). 
 Only envelopes of such size 
 should be used as will neatly, but not too closely, fit the letter 
 sheet after it has been correctly folded. 
 
 The advantages of this method are obvious: (i) when so 
 folded a letter may be inserted in the envelope and removed 
 from it with ease ; (2) when the receiver has removed it in the 
 usual manner, by cutting the upper edge of the envelope, the 
 letter unfolds right side, up and ready for him to read. 
 
 The smaller size paper is folded in two different ways : ( i ) If 
 it is used as a long, narrow sheet, that is, with the shorter 
 edges at top and bottom, it should always be of such width 
 as will not exceed the length of the envelope. The lower edge 
 should be folded from you a little less than one third the length 
 of the sheet ; the upper edge should then be folded so that it 
 projects slightly beyond the folded edge at the bottom and 
 nearest to you. It is to be inserted in the envelope as 
 scribed above. (2) When this size paper is used as a short, 
 wide sheet, that is, with the shorter edges at the sides, it k 
 sometimes cut so that it is longer from top to bottom than the 
 length of an ordinary envelope. In such a case it is proper 
 to fold up the lower edge as far as is necessary to make the 
 distance between the top of the sheet and this fold slightly less 
 than the length of the envelope ; then proceed as described above. 
 
 The Envelope. — Care spent in addressing the envelope of a 
 letter amounts to an insurance of its undelayed transmission 
 
 4 
 
48 FOLDING AND ADDRESSING LETTERS 
 
 and proper delivery. While many thousands of letters, be- 
 cause they are incorrectly or incompletely addrestedi go to 
 the Dead Letter Office every month in this country alone, com- 
 paratively few adequately addressed letters are lost or wrongly . 
 delivered by the postal authorities. It must be evident to every 
 one that an inadequate or incorrect address upon an envelope 
 defeats the very purpose of a letter ; that any effort made in 
 the composition of a letter so addressed is absolutely thrown 
 away ; and that, moreover, not only is time and labor lost, but 
 opportunities destroyed and possible advantages wasted. The 
 parts of an address when correctly written attract little notice, 
 but when they are incorrect or incomplete, their importance 
 becomes momentous. The continued and increasing difficulties 
 encountered by postal clerks everywhere, as a result of illegible 
 or incorrectly spelled addresses, seem to demand the i4Mlhition 
 of a number of facts that should be matters of common knowl- 
 edge. 
 
 The name should be written as it is in the inside address, 
 that is, with reference to spelling and the use of initials, as 
 the addressee himself is accustomed to write it. The same 
 careful distinction with regard to titles should be exercised. 
 The other parts of the address should be such as to render 
 the delivery of a letter to the right person easy and sure. 
 Nothing essential, such as the street and house number, in cities 
 and large towns, or the county of small towns and villages, 
 should be omitted. In writing the abbreviatjions of the names 
 of states, the greatest care should be taken always to use 
 only the official abbreviations which are given on page 51. 
 Other abbreviatk>ns, such as Col." and Cal.," when carelessly 
 written, can not be distinguished. When street and house 
 number are given, it is best to place them on a separate line ; 
 likewise, usually, the name of a state when it is spelled in full. 
 But it is impossible to frame rigid rules that will meet every 
 contingency of form. The principle of graceful arrangement 
 and balance should, as shown in the examples (pp. 49-52), 
 govern the location and distribution of the various parts. Note 
 that the name is always written centrally on the envelope, and 
 
 THE ENVELOPE 49 
 
 • 
 
 that the order of the address is name, street and house number, 
 town, couAty (if any is required)^ state or country. 
 
 No matter unnecessary for the finding of the person in 
 question should be included in the address, but all such words 
 as "Personal," "Forward," "Transient," etc., should be placed 
 in the lower left-hand corner. Here also in unmailed, unsealed 
 letters of introduction, are placed the words " Introducing Mr. 
 Thomas," or the like. 
 
 Mr* J. Bobsrt Callen, 
 
 The postal authorities urgently request the placing of a re- 
 turn address — the post office address of the sender — upon 
 the upper left-hand comer of all letters. This insures their 
 return without passing through the Dead Letter Office if not 
 delivered in thurty days ; but the sender may, at his own dis- 
 cretion, request that an undelivered letter be returned in three, 
 four, or any larger specified number of days best adapted to his 
 purposes, and the postal authorities will honor his request. 
 No undelivered letters, however, will be returned in less than 
 three days. Most business houses now use envelopes upon 
 which their name and address, as well as directions for the 
 time of returning, are printed 
 
 The envelope should, of course, fit the letter sheet when it 
 
 COM. CORRESPOND£NC£ — 4 ^ 
 
FOLDING AND ADDRESSING LETTERS 
 
 has been properly folded; it should also harmonize with the 
 letter paper in color and quality. 
 
 • 
 
 ■Mm* MMd A km 
 
 
 
 
 Obil 
 
 UltOt 111* 
 
 » 
 
 Punctuation of an Address. — The parts of an address are 
 separated by commas, as shown in the illustratiohs. Titles tba^ 
 
 follow the name are set off by commas. 
 
 
 Ebn. Walter M. Bradley* 
 
 
 Houae of Bepr«MBteti¥e8, 
 
 
 MhinftOB* 0« €• 
 
 OOHdttM Of H 
 
 >* 
 
 • 
 
 The United States Official Postal Guide furnishes the fol- 
 lowing list of correct abbreviations for the names of the states, 
 
 THE ENVELOPE 
 
 SI 
 
 territories, and possessions of the United States. The postal 
 authorities earnestly desire that these and no other abbrevia- 
 
 1 
 
 / 
 
 Mr. ttvard B. Levitt 
 
 • 
 
 Pension Constant in. 
 
 neaee forward c/o 
 
 10 Via SolflMTlaOv 
 
 SohMlDnr k 00*9 
 
 
 MBBhen. Qmm 
 
 ngr* w%xmm^ X%s]jr« 
 
 tions be used 
 
 in addressing all letters and packages intended 
 
 for transn^ssion through the mails. 
 
 
 
 
 Alabama . . 
 
 . Ala. 
 
 Louisiana . . 
 
 . La. 
 
 North Dakota, 
 
 N. Dak. 
 
 Arizona . . • 
 
 Ariz. 
 
 Maryland . . 
 
 . Md. 
 
 Oklahoma . , 
 
 . Okla. 
 
 Arkansas . . 
 
 Ark. 
 
 Massachusetts . 
 
 Mass. 
 
 Pennsylvania , 
 
 . . Pa. 
 
 California . • 
 
 . Cal. 
 
 Michigan . • 
 
 Mich. 
 
 Porto Rioo . . 
 
 . P. R. 
 
 Colorado • . . 
 
 Cob. 
 
 Ifinnesota . . 
 
 B^n. 
 
 Rhode Island , 
 
 . R.I. 
 
 Connecticut • . 
 
 Conn. 
 
 Mississippi . . 
 
 Miss. 
 
 South Carolina, 
 
 S. C. 
 
 Delaware . . 
 
 . Del. 
 
 Missouri • . . 
 
 . Mo. 
 
 South Dakota 
 
 . S. Dak. 
 
 Dist. of Columbia, D. C. 
 
 Montana • • • 
 
 Mont. 
 
 Tennessee • . 
 
 . Tenn. 
 
 Florida . • . 
 
 . Fk. 
 
 Nebnttka • . 
 
 Nebr. 
 
 Ti^aui • • • 
 
 Tex. 
 
 
 . Ga. 
 
 Nevada . . . 
 
 Nev. 
 
 VeroKMit . • 
 
 . . Vt. 
 
 Illinois . . . 
 
 . 111. 
 
 New Hampshire, 
 
 N.H. 
 
 Virginia . . 
 
 . . Va. 
 
 Indiana . . . 
 
 . Ind. 
 
 New Jersey . . 
 
 N. J. 
 
 Washington 
 
 . Wash. 
 
 Indian Territory, Ind.T. 
 
 New Mexico, N. Mex. 
 
 West Virginia, 
 
 W. Va. 
 
 Kansas 
 
 Kans. 
 
 New York . . 
 
 N. Y. 
 
 Wisconsin . . 
 
 . Wis. 
 
 Kentudqr . . 
 
 . Ky. 
 
 North Caiolka . 
 
 N. C. 
 
 Wyonung . 
 
 . Wyo. 
 
 The following should not be abbreviated : 
 
 Alaska. Hawaii. Iowa. Ohio. Samoa. 
 
 Guam. Idaho. Maine* Orq2;on. Utah. 
 
52 
 
 FOLDING AND ADDRESSING LETTERS 
 
 ' The Stamp. — The stamp should be placed nowhere but in 
 the upper right-hand comer of the face of the envelope. It 
 
 
 
 • 
 
 • 
 
 should be neatly and firmly attached right side up in such a way 
 that the edges of the stamp approxunately c<»ncide with the 
 edges of the envelope. When there is apy doubt whatever 
 
 . t \ \ . 
 
 about the weight of a letter, care should be taken to ascertain 
 
 it and fully prepay the postal charge. 
 
 EXEJiCISES 53 
 
 Custom and courtesy require that letters to disinterested 
 
 persons, especially letters asking favors or information which 
 will not result in mutual advantage, should contain a stamp 
 or self-addressed stamped envelope for reply. Such inclosed 
 stamp should be attached to the letter sheet somewhere on the 
 upper margin. Even when care has been properly exercised in 
 only slightly dampening one corner of the stamp, it not infre- 
 quently adheres firmly to the paper, and as a result becomes 
 useless to the receiver. For this reason the self-addressed 
 stamped envelope is preferable. It has, moreover, these ^added 
 advantages : it is ready for use, and it makes mistake in the 
 address impossible. 
 
 All ordinary business communications, except letters of intro- 
 duction and recommendationt should be carefully and neatly 
 sealed. 
 
 EXERCISES 
 
 Write die foUowing envelope addresses : 
 
 1. Mr. £. S« Gush man, Delhi Mills, Mich. 
 
 2. F. B. Kenyon, Esq., 24 E. Dean St., Lockport, N. Y. 
 
 3. Hamilton Brown, Ph.D., ""/o W. H. Wentworth, Esq., Ithaca, N. Y. 
 
 4. Hon. John B. Goodrich, Penn Park, cor. H St., Philadelphia, Pa. 
 
 5. Miss Elizabeth Duncan, Vassar College. Poughkeepsie, N. Y. 
 
 In order to give the student practice in punctuation as well as in fcMrm and 
 arrangement, the punctuation marks have been omitted from the following 
 esBeincises * 
 
 6. Mrs Henry W French Box 24 Cavour Beadle Co S Dak 
 
 7. Messrs J C Bradstreet & Co about 400 Bioadway New York 
 
 8. Kansas City Journal Journal Building cor loth and Walnut Sts 
 Kansas City Mo 
 
 9. Mr Silas M Joslin R F D No 3 Fillmore N Y 
 
 10. Mr Carl L Parker ^/o Dresdener Bank Hamburg Germany 
 
 11. Miss L M Pinto Pentton Hnto-Sloiey Paico Mai]g^ta Napol^ 
 
 12. Advertiser Herald Down Town City 
 
 13. Philip J HoBaiid D D The Iroquois Buffalo N Y Please forward. 
 
54 FOLDING AND ADDRESSING LETTERS 
 
 14. IW George C Ostrander Syracuse N Y General delivery 
 
 15. Mr Peter Henderson Detroit Mkh Transient 
 
 16. William W Duncan Fayerweathcr Hall Yale University New Haven 
 Conn Deliver to addressee only 
 
 17. Mr Washington Howe Houston Texas After one week PM will pir^ff 
 forward to Dallas Teios 
 
 18. Mr Howard C Hoyt Ziebland Strasse 13 Miinchen Germany via Steam- 
 ship Caronia 
 
 19. Rev Cuthbert W King in care of Wellington M Tinker American 
 Consul at Chefoo China via Shanghai 
 
 20. William L Downs Room 672 Lords Court Building 27 Williams St 
 New York 
 
 21. Frederick M Pease Esq Vo American Express Company 2 Waterloo 
 Place London Ei^ After Jan 26 forward to Thomas Cook & Son Fkiraioe Italy 
 
 V. LETTERS ORDERING GOODS 
 
 Inexactness, incompleteness, and kclu of method in lettors 
 
 ordering goods are, day after day, the cause of a vast, and yet 
 at the same time wholly unnecessary, amount of misunderstand- 
 ing, delay, annoyance, and financial loss. The complexity of 
 modern business requires the most painstaking care in handling 
 this important branch of business correspondence; for, to be 
 negligent about the very definite requirements of a letter order- 
 ing goods is not (mly to impose nMdlessly upon the time and 
 good nature of your correspondent, but is also to subject your- 
 self to serious inconvenience in case of misunderstanding or 
 mistake. Letters containing such vague statements as " Please 
 duplicate our last month's order of tan shoes at your earliest 
 convenience " compel the receiver to accept, perhaps at a con- 
 siderable waste of time and labor, the responsibility of determin- 
 ing the exact nature of your previous order. And that is not his 
 business. It is the duty of the writer to make clear his needs, 
 and he should always remember that his carelessness in this 
 particular direction must ultimately be his own misfortune. 
 Nothing can be more exasperating than to receive a shipment, 
 with heavy charges for express or freight, only to find that it 
 does not contain the styles, sizes, or particular articles that in the 
 business need of the moment are most required. But if the 
 original order had been precise, complete, and painstaking in 
 arrangement, it is extremely probable that such a costly mistake 
 would never have been made. At all events, if the writer is 
 sure that he has taken all possible care to make his order per- 
 fectly adequate, he can also be sure that the entire responsibility 
 rests upon the one who makes up the shipment 
 
 55 
 
56 
 
 LETTKRS ORDERING GOODS 
 
 Essential Points. — Letters ordering goods should meet all the 
 requirements^ which have been previously indicated with refer- 
 ence to commercial letters in general ; in addition there are five 
 essential points that should never under any circumstances be 
 neglected: 
 
 1. A letter ordering goods should contain a clear, precise, 
 itemized list of the goods required. Each separate item should 
 occupy a single line or sentence by itself. The arrangement of 
 an order in an itemized column is doubly important, because it 
 not only presents the*whole order in a clear and compact form, 
 but also facilitates the labor of filling it, since each item can then 
 be checked off when it is ready to be shipped, and the chance of 
 omission thereby minimized. 
 
 2. The quantity^ shape, style, and size should be stated accord- 
 ing to the system employed by the firm from whom the goods 
 are ordered. If a catalogue is used for reference, the number 
 and date of that catalogue should be given, to avoid possible 
 confusion with earlier or later editions. 
 
 3. Definite directions should be given, stating how and where 
 the goods are to be sent, unless a previous satisfactory arrange- 
 ment covering this point has been made with the shipper.* 
 When, as often occurs, it is more convenient or less expensive 
 for the buyer to receive his goods from some particular express 
 company or railroad, this fact should be made clear. When 
 particular directions have been given, and an order is sent in 
 some other way, any resulting loss falls upon the shipper. From 
 the shipper's pdnt of view, it is important also to notice that 
 delivery to a carrier designated by the buyer is equivalent to 
 delivery to the buyer himself. 
 
 4. In the case of a first order, the letter should contain {a) a 
 remitUnce covering the cost of the goods ordered, or {b) satis- 
 factory provisions for payment upon delivery, or {c) a statement 
 of affairs, or satisfactory references as to financial responsibility, 
 or both. 
 
 5. When it is necessary, the letter should state the time limit 
 within which the goods must be received. 
 
 The following letter shows the correct form in ordering goods 2 
 
 nwowpoworgQ MM. vm or iiv.u«vs . 
 
 Marcli 9,1906. 
 
 Iftly^, Mm* 
 
 Om mni t 
 
 PI«as« send to our Itew York varehoiise tha followiags 
 100 lbs., 26 X 34, 64-pouxKl, White Wove filank Book. 
 4 cases.l? X 22, 24-pouQd, 500 steets to the reai, 
 
 I^ptrial ZrUli Uim. 
 8 %oiiS«S5 X 9S, 60-poiaad« Ugbt nttursl a^sr. 
 
 tMl«d ia pMfkaf»s o£ 1000 sliMts •aolu 
 
 100 reanst 19 X 24, 24-pou2idL, Broolctide V^itiog, 
 \u)8ealed» markers between the reams. 
 Kindly vtfke the shipment 1^ H. Y. I. R. 6 H* fiut fzel^ 
 nd plMa tut oost upon our acootait* 
 
 Tours tralar. 
 
 57 
 
 4 
 
58 LETTERS ORDEliING GOODS 
 
 Observe that numerals are employed in giving orders, and 
 that it is customary to capitalize tiie uame of each of the articles 
 specified. 
 
 C.W. NWNT. 
 W r. NUNT 
 C CHIMS 
 a.M. BLAHC. 
 
 %rMT(RM UNIM' 
 
 Syracnse, B. T* 
 
 literisg to • iMBi mmtvmklm la ov Itv tat ofXlM. «• 
 
 ImA you« IWMWltli^ our order So. 49153 for 3 cmstix^ eaoh, from patttrss 
 mm. IMOft Mi alM nm ft 1». I a la. ivllaim). IIM 9«ttmt «iU fo 
 rorvard to you la a dagr or tw* 
 
 Vi ohoiild bo glad if you would make tbeie as sooo aa convanient, 
 «A after iMflat «nt aa« ant aa tto yvioa oa tkaa» oaatlaga, togHhir 
 with tlM prloa for alailar oaoa for 8 la. X 6 in* and 10 la* Z 12 ia« 
 
 la nxuat tl4« oite, kiadly ylaaa mm ftlitlipilalli^ atil or 
 
 letter ob the pattern, so that your castli^ will not confoaod with 
 tlMO Biio If Mtbar IMnAif • 
 
 foi? tnUy 9oaro0 
 
 0* V. Bunt Company 
 
 Bnrehaaiac let* 
 
 Orders for Manufacture. — Orders for goods that are to be 
 manufactured are usually made out on forms provided for that 
 purpose. Such orders call for a very specific description of the 
 articles wanted. The foregoing genuine letter supplements an 
 order for articles to be manufactured. 
 
 EXERCISES 59 
 
 Acknowledging Orders. — Unless the goods can be delivered 
 before a letter could be received by the buyer, all orders should 
 be acknowledged without delay. It is due the purchaser to 
 know whether his order has been received and can be filled ex- 
 actly within the required time. It is also to his advantage to 
 know just when the goods are shipped, in order that he may 
 promptly institute an investigation with the carrier if they 
 do not arrive. Some business houses have partly printed blanks 
 for the purpose of acknowledgment, while others send an invmce. 
 But unless this invoice states the date, or probable date, of ship- 
 ment, the buyer is left, jf any delay occurs, in a state of uncer- 
 tainty as to whether the consignor or the carrier is responsible. 
 It is possible to combine advantageously both these methods, 
 sending a card — or preferably a letter— of acknowledgment 
 when an order has been received, and an invoice upon the date 
 of shipment 
 
 EXERCISES 
 
 I. After consulting the model on page 57, copy the feUowiiig letter, giv- 
 ing to each of the different parts its jmper positioa. 
 
 Bdfido, N. Y., June 20, 1905. Messrs. Lemon, Bach & Co., 443 Green- 
 wich St., New York. Gentlemen : Please send by N. Y. C. & H. R. R. R. 
 fiist freight, in original boxes, 4 cases 14 x 26 French Plate Clear, first qual- 
 ity, double thick; 5 cases 12 x 24 Frendi Plate Clear, second quality, single 
 thick; 18 cases 12x24 French Plate Clear, second quality, single thick. 
 We prefer not to have you draw on us. We expect 60 days^ credit on this 
 purchase, and we wUl remit promptly after that tune. Yours traly,The Stand- 
 ard Chemical Co., per (your own name). 
 
 Turn to page 46 and fold this letter in accordance with the directions 
 ghren, then insert it in aa envdbpe properly addressed. 
 
 '2. Order by letter of McGraw & Ellbtt, 25d St. and Shrth Avenue, New 
 York, 18 Alligator Hand Bags, size 14, style 40 ; 6 Steamer Trunks, size 38, 
 style 123. Direct them to ship the goods by D. L. & W. freight. Sign your 
 own name to the l^ter and fold it properly. 
 
 3. Write a letter to Marshall Ftdd & C6., Chicago, III., ordering 2 doz. 
 cakes Pears Soap ; i bottle Roger & Gallet Violet Toilet Water ; i pair Vic- 
 tor Skates, size 10^; i copy Sheiley^s Poems, Cambridge Edition, bound in 
 
6o LETTERS ORDERING GOODS 
 
 red vdhnn. Date the letter Dec. 19, 1906, at Vandalia, 111. Direct them to 
 
 make shipment by United States Express and cliarge tlie cost to your account. 
 
 4. Write a letter ordering three different articles. Give shipping direc- 
 tk»8 and stale when and how you will make payment. 
 
 5. Order of Ramsey & WiHiams, Bd&st, Ireland, the following: 10 dos. 
 
 No. H. 356 Fringed Towels ; 24 doz. No. C. 98 Chamois Cloth Dusters ; 12 doz. 
 No. 543 Ladies^ Shamrock Lawn Handkerchiefs; 6 pes. No. A. 21 Twilled 
 Linen Sheeting. Direct them to make shipment by S. S. BsifaU and to draw 
 on you at three days* idght for the amount of the invoice. 
 
 6. The manufacturing business of The A. W. Spencer Company located at 
 West New Brighton, Staten Island, receives material by boat from the Cold- * 
 well-Wilcox CcHnpany, Newbaigh, N. Y. The A. W. Spencer Company has 
 made arrangements whereby material for them arriving in New Yoric will be 
 delivered at their works by a steamboat line operating on the Kill von Kull, 
 the minimum charge for transport bdng based on a shipment oi 600 pounds. 
 They accordingly write the Coldwell- Wilcox Company to allow castings to 
 accumulate until that weight is reached before making a shipment. This di- 
 rection« however^ does not supply to or^rs fox which a delivery date is speci- 
 fied. These are to be forwarded r^^ardless of weight. Write the letter 
 required. 
 
 7. You are just in receipt of a telegram from Hopkins «& Son, Baltimore, 
 Md.y in which they order two pieces each Blue 324, Black 1765^ and Pink M 
 33 in quality 4586 Marseilles Vdvet. Write them that you will ship at once 
 the Pink and Blue, but that you ane entirely sold out of the Black in this 
 quality and will not receive any more for some time. Say that you can send 
 than Black at $1.07) per yard in quality 9324, which you have |xit in stods to 
 takt the place of quality 4586 in this color. Ask for an early reply. 
 
 8. Hopkins & Son, referred to in question 7, have ordered the black velvet 
 of another house. They would, however, like to see samples of your quality 
 9324 in Gre^ Manxniy Pinky and Blade Prqaie the letter required. 
 
 VI. REMITTANCES AND INCLOSURES 
 
 » 
 
 Although the post office authorities have made the utmost 
 efforts to point out the danger of inclosing currency in an ordi- 
 nary letter, many people still continue to do so, with a conse- 
 quent aggregate yearly loss of thousands of dollars. Money 
 should never^ under any circumstances whatsoever^ be remitted as 
 currency (or in stamps, except for the payment of very small 
 amounts) through the inedium of the ordinary mail service. Not 
 only are these unsafe methods of remittance, but, in using them, 
 the sender can neither retain nor receive any evidence that he 
 has sent the amount in question, or that the addressee has 
 received it 
 
 Before considering the relative value of the several compara- 
 tively safe ways of remitting money that are at times used by 
 business men, it is important to note that by law a creditor is 
 entitled to receive, at his own residence or place of business, 
 good and lawful money from the debtor. This being, then, the 
 creditor's right and privilege, it devolves upon the debtor to use 
 in remitting only such a form of exchange as the creditor can 
 convert immediately inta cash without ^fAer expense or inocMi- 
 venience. It is likewise true that the remitter must protect 
 himself against fraud, loss, or unnecessary expense in the pur- 
 chase of exchange. Modern business methods, moreover, make 
 indispensable some kind of a receipt for every amount paid out 
 
 There are seven ways of remitting money through the mails 
 30 that it will be safe in transit, but not all are adapted to the 
 use of business men. They are the following : 
 
 1. Registered letter. 
 
 2. Postal money order. 
 
 3. Express money order. 
 
 61 
 
62 REMITTANCES AND INCLOSURES 
 
 4. Bill of exchange or bank draft 
 
 5. Check : 
 
 {a) Personal check. 
 
 (b) Personal check certified. 
 
 6. Cashier's check. 
 
 7. Certificate of dqxMdt 
 
 The R^Elttered Letter brings back to the sender a receipt show- 
 ing that the letter has come into the hands of the addressee; 
 but it is important to note that it does not furnish any direct 
 proof of the amount inclosed. If, as very rarely happens, a 
 registered letter is lost by the postal authorities and can not be 
 recovered, they are liable only to the extent of twenty-five -dollars 
 indemnity. This form of remittance is sometimes used for send- 
 ing small amounts of cwency, but it is impracticable f or busi- 
 ness purposes, not only because it leaves the amount of payment 
 unproved) but also because it involves a comparatively large 
 and unnecessary expense. 
 
 The Postal Money Order furnishes definite evidence of the 
 amount remitted ; but it does not upon its face show that the 
 money has actually been sent by the remitter^ nor does it give 
 the remitter a direct receipt from the receiver for the amount 
 involved. For the purpose of identification and reimburse- 
 ment in case the order is lost or miscarried, the postal authori- 
 ties issue a coupon receipt bearing the number and amount 
 of the order, but not the name of the remitter. The postal 
 money order is an impersonal form of exchange and obviously 
 t9o inconvenient and expensive to be used extensively in ordi- 
 nary business, although, in connection with transactions of a semi- 
 commercial character, an immense amount of money is paid in 
 this way every year. 
 
 It sometimes happens that the purchaser of a money order 
 keeps both the order and the coupon receipt, or sends both to 
 his correspondent. Of course he should inclose the order in his 
 letter advising his correspondent of the remittance, and he 
 should retain the coupon receipt at least until the receipt of the 
 order is acknowledged. 
 
 MONEY QRDERSy THE BANK DRAFT 63 
 
 The Express Money Order. — What has been said with reference 
 to the postal money order is also true of the express money order, 
 save that the latter bears upon its face the name of the remitter 
 and must be indorsed by the receiver. It thus becomes a com- 
 plete record of the transaction, although, for the use of the 
 sender, it is practically unavailable as such, since after payment 
 it remains the property of the company issmng it Express 
 companies, like the postal authorities, give to the purchaser of 
 an order a coupon receipt, which, however effective as a safe- 
 guard against loss, is usually inadequate for business purposes. 
 
 Express Money Order 
 
 The Bank Draft may easily be made to serve as a receipt by 
 having it drawn payable to the order of the remitter, who in 
 turn indorses it payable to the person who is to receive the 
 money. The receiver in cashing it at his own bank must also 
 indorse the draft, which is then returned to the bank of issue 
 and becomes thereafter available to the refnitter as a receipt. 
 A draft to be used for remittance should always be drawn in 
 this manner, for it then constitutes, as it does not when made 
 payable direct to the person who is to receive the money, a 
 definite and complete record of the transaction in question, giving 
 the amount, the name of the remitter, and the signature of the 
 person to whom the money has been sent. The draft, howevor, 
 is impossible as a universal means of exchange, because it neces^ 
 
tl 
 
 64 REMITTANCES AND INCLOSURES 
 
 sitates sending to the bank for each individual draft or group of 
 
 drafts, and frequently involves considerable expense. 
 
 Owing to the unusual risk of loss or delay involved in ocean 
 traffic, foreign bills of exchange are written in triplicate with a 
 proviso expressed in the body of the draft that upon payment of 
 any one of the series the others become invalid. 
 
 Alliance jBank. 
 
 Bank DiiAFr 
 
 A Persanal Check is in reality nothing else than a form of sight 
 draft drawn by an individual upon a bank in which he has de- 
 posited a certain sufficient sum of money. The chief differencei 
 then, between a check and a bank draft as a medium of exchange, 
 is that a check is issued by an individual and carries with it, 
 therefore, only the surety of his personal credit, while a bank 
 draft, since it is issued by a bank, carries with it the prestige of 
 the bank's credit A bank draft drawn upon a bank k)cated in 
 a financial center circulates freely without cost of exchange ; its 
 use is consequently preferable to that of a personal check when 
 the remittance is to be sent a great distance. In connection 
 with the use of personal checks, the question o£ collection 
 charges is of great importance. (See page 67.) 
 
 For the remitter, a check is quite as safe as a draft, and at 
 the same time it is much more economical and convenient It 
 is personal property and may, as long as there is money in the 
 bank to meet it, be made out at any time or under any circum- 
 stances that the business needs of the drawer may dictate. It 
 is also a complete instrument of exchange, for it bears upon its 
 
 CHECKS 
 
 65 
 
 face the amounti the name of the receiver, and the signature of 
 
 the remitter. It returns into the hands of the sender indorsed 
 with the signature of the receiver, thereby becoming a personal 
 receipt for the amount remitted. No check or draft should ever 
 be drawn payable to bearer, either on its face or by blank in- 
 dorsement, for it can then be fraudulently negotiated by any 
 dishonest person into whose hands it may fall, much more easily 
 than when it is made payable to the order of a designated payee. 
 
 WOCM— T«W. N. V 
 
 ^ ' 
 
 Personal Check 
 
 A Certified Check is merely a personal check across the face of 
 
 which is written or stamped the word " Good," or " Certified," 
 dated and signed by the cashier (or paying teller) to show 
 
 Certified Q 
 
 that the bank holds money of the drawer sufficient to cover 
 
 the check. In this way the credit of the bank is entailed in the 
 issue of the check, which comes thereby to have the prestige of 
 a bank draft The fact of certification increases, as it were^ the 
 
 COM. CORRESPONDENCE — 5 
 
66 
 
 REMITTANCES AND INCLOSURES 
 
 financial backing of the check, which, as a result, can be more 
 easily negptiated than an ordinary personal check. This form 
 of exchange is, therefore, an exceedingly convenient means of 
 remitting money to a person who lives at a distance and is un- 
 acquainted with the validity of the remitter's credit 
 
 A Cashier's Check is a check drawn by a cashier upon his own 
 bank. As a means of exchange, it is equivalent to a certified 
 check or bank draft Usually it is issued by banks in great 
 money centers like New York instead of a bank draft, because 
 their location, unlike that smaller outside banks, enables 
 them not only to issue, but to redeem their own exchange. It 
 is really a sight draft drawn by a bsmk upon itself. 
 
 Cashier's Check 
 
 A Certificate of Deposit is a form of receipt issued by a bank 
 to a depositcMT for the amount of his deposit when it is not his 
 
 Certificate of Deposit 
 
 COLLECT! W AND EXCHANGE 
 
 purpose to draw out his money by checks. It may be negoti- 
 ated by indorsqment like any other negotiable in^^iuneat, and 
 is occasionally used as a' means of remittance. 
 
 Collection and Exchange. — The New York Clearing House 
 has adopted rules which require that all members of the Clear- 
 ing House Association, as well as all banks making settlements 
 through the Clearing House, charge from one tenth to one 
 fourth of one per cent for cashing and collecting any check or 
 draft drawn upon an outside bank. Checks and drafts drawn 
 upon certain large cities near New York, such as Boston and 
 Philadelphia, are, at the discretion of the paying bank, exempt 
 from this charge. Similar rules, with reference to coUecticm 
 charges, govern the members of clearing house associations in 
 other cities. These rules are not arbitrary, but are based 
 upon conditions which inevitably result from the inequality of 
 trade between different parts of the business world ; and if the 
 student would understand the law of exchange, which is the 
 basis of all collection charges, he should study carefully these 
 conditions. 
 
 Every large city sells extensively to smaller places in the sur- 
 rounding country. Its sales to any one of these places greatly 
 exceed its purchases from that place. These purchases must 
 be paid for, and consequently various forms of exchange are 
 constantly moving from country districts ta small towns, from 
 small towns to cities, and from small cities to large cities. The 
 ultimate converging point pf this movement in any country 
 its largest city or distributing center, which in the United States 
 is the city of New York. In oiaking remittance for his pur- 
 chases in the city, it is convenient for the country buyer to use 
 hi$ own check upon the local bank in which his money is de- 
 posited. The result is that the larger cities are flooded with 
 local checks drawn upon banks in outlying districts. If the 
 same volume of exchange were moving toward the country 4is- 
 tricts, the demand in the city for drafts upon country places 
 would equal the supply, and all such exchange would then be 
 accepted at its face value. But inasmuch as in the city the sup- 
 ply of country checks greatly exceeds the demand, the city 
 
68 
 
 REMITTANCES AND INCLOSURES. 
 
 banker is obliged to send them back to the banks upon which 
 they are drawn, and for this trouble and inconvenience he makes 
 a charge. In order that this charge may be uniform, the asso- 
 ciation known as the Clearing House has adopted the rule stated 
 above. 
 
 It will be seen that the country buyer, in making remittance 
 for his purchases, will be required by his dty creditor either to 
 pay the collection charge on local checks or to use such exchange 
 in remitting as will be accepted by the creditor's bank at its face 
 value. Inasmuch as New York is the largest financial center in 
 this country, drafts on New York banks are in demand every- 
 where for use in making remittances. This demand for New 
 York exchange it is the business of th^ banker, especially the 
 banker outside of New York, to supply. He is eager, therefore, 
 to accept without charge all checks and drafts on New York, 
 which he may return to his New York correspondent and for 
 which the latter will give him credit. If the amount of New 
 York exchange purchased by the country banker does not equal 
 the amount issued, the difference must be remitted to his New 
 York correspondent in currency. This, then, is the reason why 
 there is seldom a collectimi charge on a New York check or 
 draft anywhere in the United States. 
 
 A check or draft drawn on a bank in a place of lesser finan- 
 cial importance will- circulate freely at par within the limits 
 prescribed by that place's financial influence ; beyond that sphere 
 of influence such exchange begins to depreciate. In other words, 
 local exchange has a place value, and this fact should be taken 
 into consideration by those who would attempt to use it to cancel 
 an indebtedness in some other part of the world. A debtor 
 in Binghamton, for instance, should not send to New York his 
 personal check without adding to the amount of his indebtedness 
 a sum sufficient to pay the collection charge which will be made 
 at the creditor's bank; nor should a debtor in Greenville, 111., 
 send to his Chicago creditor a check on a Greenville bank with- 
 out making a like provision to meet the collection charge that 
 may be made in Chicago. 
 
 This law of trade and exchange, that is in operation between 
 
 A LETTfiR OF JNCLQSURE 
 
 different places in the same country, determines also the price 
 
 of foreign exchange. If a draft on London costs in New York 
 more than its face value, this simply means that New York is 
 buying more from London than London is buying from New 
 York, and that London exchange is in demand to pay the differ- 
 ence which is in London's favor. On the other hand, if foreign 
 exchange is below par in New York, it is an indication that we 
 are selling more than we are buying ; that we are the creditors, 
 they the debtors, and that New York is receiving a larger supply 
 of foreign exchange than can be used there. 
 
 A Letter of Inclosure should contain a precise statement of 
 what the inclosure is and the purpose for which it is sent 
 
 A letter containing a remittance should always contain a 
 statement of whether the remittance is in the form of a check, 
 draft, note, express money order, €Mttie like, as well as a state- 
 ment of the amount of the remittance and of how it is to be 
 applied to the account or accounts of the sender. If, then, by 
 any mistake, the wrong remittance is inclosed, a statement of the 
 form in which it has been sent makes it easier to detect the 
 error ; and, if the amount of the remittance does not correspond 
 with the amount stated in the letter, immediate inquiry can be 
 made into the cause of the discrepancy. 
 
 An exact statement of the amount inclosed adds to the facility 
 with which a remittance can be bandied and properly credited 
 on the books of the creditor ; while, in cases where more than 
 one debt is due, a statement of how a payment is to be applied may 
 sometimes involve an issue exceedingly important to both debtor 
 and creditor. For the Statute of Limitations operates in such a 
 way as to bar the recovery of a del^ after the lapse of a certain 
 number of years — six years in many states (in others two, three, 
 four, or five) — from the date upon which the debt fell due, if no 
 payment of any kind is made after that date toward paying the 
 debt Now, if the debtor in making his remittance does not 
 state exactly how the payment is to be applied to his accounts, 
 the creditor may generally apply it as he sees fit. In case he 
 does apply it as part payment of an old debt, that dd>t is thereby 
 revived from the date of such payment for another period of six 
 
TO 
 
 REMITTANCES AND INCLOSURES 
 
 years (or two, three, four, or five, according to the state). But a 
 creditor can not make such application of a remittance to his 
 own advantage if the debtor states for what part of his indebt- 
 edness he wishes the remittance to be part or complete pay- 
 ment For a payment must in all cases be applied exactly as 
 the debtor directs. 
 
 1 . Write a letter to Rulif V. Lawreiicey Freehold, N. J infonning him. that 
 you have effected a lease of his fiurm, for a yearly cash rental oF |6oo.oo^ to 
 
 Milton Webster, whom you know to be a capable and reliable man. Inclose 
 your check for the amount of the first quarterns rent, 1^ your conmussion of 
 3%»fi2.oo^fortnuisactiiigtiiehiisines8. ^ 
 
 2. Write a letter to J. W. Flemming & Co., 93 Great James St., Toronto, 
 Out, inclosii^ your check in their &vor on the Second Nati«Hiali)ank of your 
 place for I961 .45, the amount of your note for $90000 and inteiSBt Ask them 
 
 to return the note. 
 
 3. Yon have meived tiie foUowing invoice. Write a letter indomng a 
 
 New York draft to cover the amount less % discount for prompt payment 
 
 TUMS: nNWIir.NCTCASN. 
 
 MWKf eo DAYSNoriMnkK*! 
 
 rORCAMMItMft. 
 
 BascH, Cooper » Knauer, 
 
 Morris t< 
 
 2000' 
 2020' 
 2038* 
 3963' 
 2913' 
 
 1" 
 5/4-^ 
 578» 
 
 Is & 2s 
 
 Flaln Whit* Oik 
 
 148.50 
 78.00 
 38.00 
 48.00 
 50*00 
 
 Car #1B5D9 S» A. L. 
 
 EXERCISES 
 
 71 
 
 4. Write a letter to Charles D. ThoRias, Mobile, Ala., inclosing a draft 
 drawn by the Second National Bank of your place, Maurice L. Jenks, Cash- 
 ier, cm the Com Exchange Bank of New York for I456.00 in settlement of 
 your account. Also write the draft for Cashier Jenks, making it payable to 
 your order. Indorse the draft to the order of Charles D. Thomas. See 
 iUustration below. 
 
 Stephen A. Lndlow, Canton, Ohk>, holds two of your notes, z^gKffir 
 
 ting $100.00, and both are past due. You also owe him $150.00, which is not 
 covered by either of the notes. Send him a remittance of $100.00, giving 
 very definite instnicdons as to how you want the payment applied. Use ex- 
 change in making remittance that will furnish you with a receipt for the 
 money paid. 
 
 6. Using exchange that will be accepted without question by a firm to 
 whom you are unknown, write a letter to the Pennsylvania Railroad Company, 
 1351 Broadway, New Yoric, and ask them to tend you immediately a thousands 
 mile ticket. 
 
 7. Write a letter to a bank in your place, in whidi it is assumed you 
 
 have money deposited, ordering a draft on your nearest financial center. 
 Inclose your check for the amount of the draft ordered, adding exchauge. 
 
 8. Remit by letter to Utz & Dunn, Rochester, N. Y., for their invoice of 
 shoes of recent date, amounting to $546.00, purchased on terms of 2% discount 
 in ten days, net thirty days. You have returned one case of shoes because it 
 was not equal in quality to the sample. Deduct the cost of this case, $38.40, 
 
72 REMITTANCES AND INCLOSURES 
 
 as well as the 2 % discount for payment in ten days, and inclose your check 
 for the amount due. 
 
 9. The Grand Rapids Furniture Company, Grand Rapids, Mich., shipped 
 you on the first of the month furniture amoiuitiiig to $768.00, on terms of 2% 
 discount in thirty days, net sixty days. You find that you will not haVe the 
 money with which to discount this bill. Write the Grand Rapids Furniture 
 Company and ask them if they will accept your interest-bearing note for thirty 
 days, and allow you the 2% discount on this invoice. 
 
 10. The Grand Rapids Furniture Company have accepted the proposition 
 mentioned in Exercise 9, and have sent you a bank note to sign and return. 
 Write your reply to their letter and inclose the note. 
 
 11. The premium on your insurance policy No. 119,002 in the New York 
 Life Insurance Co., 456 Broadway, New York, amounting to $72^0, falls due 
 September 8. You aie aUowed thhty days' grace, and charged thirty days' 
 interest on the premium at 5% if you do not pay until October 8. Write the 
 letter that would be required on October S and inclose your certified check for 
 the amount of the premhim and uiteiest. 
 
 12. Remit by letter $300.00 to Herr Hermann Zwarg, am Hof 18, Koln, 
 Germany. In making this remittance, use exchange that will be accepted in 
 
 Cologne (Koln is the German form of Cologne) at its face value. 
 
 13. Write a letter to the Colonial Bank, 66th St. & Broadway, New Yoik, 
 and inclose for deposit the following: A. J. Wilson's check drawn to your 
 order on the Furst National Bank of Bu&lo, $345.00 ; Charles T. GWs 
 dieck,. drawn to the order of Robert Steele, and by Steele indorsed to you, on 
 the Herkimer National Bank, $189.75 ; draft No. 345, drawn by the Fourth 
 National Bank of Pittsburg on the Corn Exchange Bank of New York, 
 $322.50. IndiNfse the checks and draft to the Cotonlsd Bank. 
 
 VII. CREDITS AND COLLECTIONS 
 
 Not only is there no uniform practice in handling credits and 
 accounts, but some houses, especially in the retail trade, have 
 no consistent policy either in extending credit or in making col- 
 lections. The reason for such a difference in custom may be 
 looked for in two circumstances: first, the commercial and finan- 
 cial status of credit customers is different in different kinds 
 of business; second, the rigor with which a credit policy is 
 maintained will often be determined by a firm's supply of capital, 
 or by the activity of the money market It is also sometimes 
 greatly influenced by individual caprice. 
 
 If all of a firm's customers occupy similar positicms finan- 
 cially, a uniform policy may be adopted and successfully carried 
 out The patrons of a wholesale or a manufacturing business 
 are themselves usually business men who have capital, credit, 
 and a business reputation ; credit relations with them may, there- 
 fore, be established upon a definite basis, and the procedure in 
 any given case will be the result of that well-defined understand- 
 ing which a wholesaler or manufacturer always has with his cus- 
 tomers. Upon all invoices and statements will be found the 
 terms of the sale. The credit period of different houses may 
 vary, but it is always definite. The date upon which the buyer 
 agrees to pay is fixed, and default of payment upon that date 
 will usually result in the creditor's sending a statement bearing, 
 stamped upon it, some reminder of the debtor's delinquency, 
 such as, ''Duplicate,'' "Please remit," or the like; or he may 
 send a form letter, a personal letter, or even draw a draft upon 
 the delinquent and send it through the banks for collection. 
 Just which method the creditor will employ in any particular 
 
 73 
 
74 CREDITS AND COLLECTIONS 
 
 case will depend upon the importance of the delinquent custom- 
 er's trade, bis reputation for {Mrompt or tardy payment, and 
 to a very great extent upon the rigor with which the creditor's 
 general collection policy is maintained^ Special discounts are 
 usually oflFered to buyers to induce tbem to pay cash, and the 
 success or failure of a business is often determined by discount- 
 ing or failing to discount all bills. Through financial agencies, 
 like Bradstreet's, the business world is kept informed of the 
 credit standing of business concerns; a credit standing is the 
 business man's most valuable asset, and he can not afford to 
 allow it to depreciate by letting his bills run beyond the date 
 upon which they fall due. 
 
 While the basis of a business man's credit is his financial 
 rating, that of a salaried person is often only his income and 
 general reputation. This fact renders it much more difficult for 
 the retail merchant to apply successfully definite rules to the 
 collection of his accounts. While some pretense of a general 
 policy toward all credit customers is usually maintained, the 
 attitude of the debtor, especially the delinquent debtor, which is 
 of course an all-important element in connection with making 
 collections, is here determined by many and varying consider- 
 ations, and any policy that will meet all conditions must be 
 very flexible. Monthly statements and follow-up form letters 
 are employed here as in the wholesale business ; but in practice 
 there is no uniformity among retail dealers with reference to 
 collections, and, consequently, the time beyond which a debtor 
 may not let his account remain unsettled is usually very in- 
 definite. 
 
 Letters Requesting Payment. — All debtors to whom letters 
 requesting payment need to be written may usually be divided 
 into two classes : 
 
 First, those who, though they are sometimes or even fre- 
 quently dilatory in paying bills when they become due, am 
 
 nevertheless customers that a business house can ill afford to 
 lose. 
 
 -Second, those who, because they are dishonest or hopelessly 
 slow and irregular in the settlement of their accounts, are unde- 
 
 LETTEiiS REQUESTING PAYMENT 
 
 75 
 
 sirable debtors with whom further business transactions will 
 mean only further and larger chance of loss and annojrance. 
 
 In dealing with the first class, extreme care must be taken to 
 avoid in a letter requesting payment any statement or attitude 
 that would be liable to destroy the pleasant and profitable rela- 
 tions previously existing between the writer and his corre- 
 spondent. This is not easy to do, for in some way or other 
 a personal letter, however guarded and polite, will frequently 
 irritate a man who prides himself on what he believes to be 
 scrupulous care in settling accounts. Such irritation may mean 
 the partial or total loss of such a co-respondent's orders. Some 
 business houses have therefore adopted a courteously stated 
 printed form, which does not carry with it the same pointeduess 
 that a personal letter necessarily does. Such a printed form, on 
 the contrary, implies that it is sent out at certain times to all 
 debtors, and it is consequently nothing but an impersonal way 
 of calling attention to the exact condition of a debt in regard to 
 amount and length of time elapsed since it became due. 
 
 If no response is made to such a notice within some reason- 
 able time fixed by the business policy of the creditor, a personal 
 letter may then be written. This should be based, as far as 
 possible, upon the probable reason for the delay. If a debtor, on 
 account of temporary financial difficulty from which the creditor 
 has reason to believe he will be able to extricate himself, is 
 unable to meet his obligations, this fact should be taken into 
 consideration, and a letter written under such circumstances 
 should of course be different in tone from one written to a man 
 who carelessly allows his bills to become overdue^ Just what 
 form a personal letter should take must be determined on the 
 merits of each case as they are known to the writer. A letter 
 requesting payment should include a statement of the writer's 
 position in regard to the debt in question, giving as clearly and 
 courteously as possible the causes which compel him to ask for 
 a settlement. The following is a letter (slightly modified) which 
 was sent by a large producing concern to a firm of delinquent 
 debtors who had asked for an extension of time in which to 
 meet their account: 
 
76 
 
 CREDITS AND COLLECTIONS 
 
 Empire Coal & Coke Company 
 
 of Philadelphia 
 
 Miners and Sliipperi 
 
 Bitumtnous and Qas Coal and Coke 
 
 CMunerdsl Baikiif » st-as Ferry St. 
 
 New Yorkt January 13, 1905. 
 
 Messrs. Truman & Lewis, 
 
 Springfield, Mass. 
 Gentiemen : 
 
 Repljring to your letter of the nth instant, ask- 
 ing for an extension of time in which to meet your 
 account which fell due on Dec. 15 last, we would say 
 that we mine our products and carry them more than a 
 year before they reach the consumer. It is therefore 
 imperative that dealers pay us promptly when their 
 bills for fall shipments become due. 
 
 We have on our books more than twenty-five thou- 
 sand customers, any of whom are liable to ask the same 
 favor for reasons which to them seem as good as yours. ^ 
 Yoi^ will see at once how impossible it would be for 
 us to grant all such favors. We treat all customers 
 alike, and we are, as a result, compelled to adopt the 
 rule of not granting extensions. 
 
 Our terms are more liberal than those of our com- 
 petitors; our bills maturing on Dec 1$, while theirs 
 fall due on Dec. i. This gives the dealer the best part 
 of the selUng season before our bill needs attention. 
 We believe you must grant the justice of our position, 
 and we shall expect a remittance from you very soon. 
 
 Yours very truly, 
 
 H. G. Munger, 
 
 Eastern Manager. 
 
 The foregoing example of a letter requesting payment illus- 
 trates <me of the most important points to be observed in such 
 
 LETTERS REQUESTING PAYMENT J J 
 
 letters ; namely, the avoidance of any implication whatsoever that 
 the debtor is unwilling or unable to pay. Moreover, tiie credit- 
 or's position is well sustained by circumstances which are clearly 
 set forth. Many contingencies that call for the payment of out- 
 standing debts may arise, such as the dissolution of a partner- 
 ship, in which the respective claims can not be adjusted until all 
 accounts have been converted into cash, or unexpected drains 
 upon a creditor's resources through a bad business season, 
 strikes, failure of contracts, or the like. A statement of such 
 causes not only gives force to the request, but at the same time 
 it furnishes an impUed excuse for what might otherwise seem 
 merely an uncalled-for demand. 
 
 The second class of debtors calls for an entirely different kind 
 of treatment For, since their patronage is no longer desired, 
 the only purpose involved in writing to them a letter requesting 
 payment is the immediate collection of the debt But even in 
 cases of this kind it is not always wise to be severe at the very 
 beginning. It is sometimes easier to lead a delinquent debtor 
 into paying his bills than it is to force him. When, however, 
 courteous treatment brings no results, it becomes necessary to 
 take harsher measures. The law may be invoked and the debt 
 placed in the hands of an attorney. When the creditor has 
 determined to enforce payment, a letter like the following will 
 often bring a remittance : 
 
 Louisville, Ky., June 5, 1914. 
 
 Messrs. A. F. & W. F. Merritt, 
 
 Wilmington, Del 
 Gentlemen : 
 
 We regret the necessity of once more calling your 
 attention to the inclosed account, which, as you know, 
 is long past due. Our repeated requests for a remit- 
 tance have been ignored, and further delay in this mat- 
 ter is out of the question. Unless we hear from you 
 by Monday, the 12th instant, your account must pass 
 to tiie hands of our attorneys Ux cc^lection. 
 
 Very truly yours. 
 
78 
 
 CREI^ITS AND COLLECTIONS 
 
 The following genuine letter illustrates the policy adopted by 
 a wholesale firm ia dealing with an emergency of this kind : 
 
 c'^'jug'^ Hafninacfier Schlemmer &fk>. 
 
 HARDWARE. TOOLS. SUPPLIES 
 
 \^rP^ Ar Piano matcrials. 
 
 ♦ttAvc * lan sr. 
 
 "mSS^. MKM. ma. new voftR qry m« aa, laoe. 
 
 837 West 12th St. , 
 
 IttlMBto*, Vis* 
 
 Otntltaiii:- 
 
 Referring again to the aattar of jour yast 4aa as^MBit «id 
 ia raayonaa to your lattar af tha 85th! 
 
 We are somewhat surprised that you did not aooapt our ^ 
 Wropaaltlon to aattla tlila aeaoant with a 60-diqr iiata aa it aaaatt ta 
 urn tMa ia aaatiiig yev aera than half way. We have repeatedly 
 advised you that our tenu are atrletly 30 days nat, ahl^ «a iatar** 
 •rat ia aaan sattlawita an ar tef^ tha iHh of aatfh aenth for all 
 gooda Turohaaad during the preceding month - and Inasouoh aa you • 
 hara already had aora th«i sa da9»*tiaa an th» itaM ia fasstiaa, «a 
 t—X that the aata prapoaitlon la a Tary liberal one. ' * 
 
 In view of your rafuaal ta aaeapt tha ahova «a asst insist 
 m raaain^ yaar ahiok fSr tha mi «a»t, tdSS.W, by the I5th 
 prox. , otherwise we shall place thle account In tha *« f f id ff of our 
 attomaya for eaUaetiap. 
 
 ^ Hill ash yaii fSr m iaaedlate reply to this latter* 
 
 Yory raspsdtAaiy yoara, 
 
 VsHMhary S^^enner i^Co. 
 
 matatad 00/^04^. 
 sr« to 
 
 There are two things to be avoided in writing letters demand- 
 ing settlement in forceful language : 
 
 First, if there has been a running account about which any 
 dispute has arisen, so that the amount of the debt . is not accu- 
 rately known and acknowledged by both persons concerned, it 
 is imperative that no direct statement of the creditor's cl^im 
 
 LETTERS REQUESTING PAYMENT 
 
 79 
 
 be made in any letter, unless the amount named is what the 
 creditor would be willing to bring suit for in case that expedient 
 has to be resorted to at last. This is necessary because, in case 
 of litigation, a letter containing an offer of settlement for an 
 amount less than that demanded in the complaint is admissible 
 as evidence, and as such precludes the possibility of recovering 
 any larger amount Either party to the suit may, however, after 
 the summons has been served, make on any basis an offer of 
 settlement which is not admissible as evidence. There is no 
 reason why a statement of a debt should not be made in a letter 
 requesting payment if there is no question as to the amount of 
 the claim. In f act» such a statement should be, and is, usualty 
 made. 
 
 Second, it may be stated as a general principle that, in letters 
 
 requesting payment, any legal action contemplated in connection 
 with the collection of a debt should, if possible, be made to 
 appear an expedient which the writer will reluctantly be forced 
 to adopt if the debt remains unpaid. Threats, for the most 
 part, are useless, and it is particularly important that no prob- 
 able course of proceedings through the law should even be in- 
 timated in letters of this kind unless the writer is completely 
 prepared to take such action if necessary. 
 
 The language of such correspondence, however forceful, 
 should never become under any circumstances such as might 
 be held to be a libelous reflection upon the character or conduct 
 of the person to whom the letter is written. There have been, 
 in the past, collection agencies whose policy it was to attempt 
 the intimidation of debtors by seeking to make public through 
 the use of the m;^ils facts connected with their indebtedness. 
 Envelopes have been used on which appeared pictures of uni- 
 formed collectors or printed matter intended to frighten the 
 reoeiyer by advertising the assumed or actual condition of his 
 business affairs. Postal cards have also been used, not only by 
 such agencies, but by a certain class of business men, to convey 
 openly threats and statements defamatory of the addressee's 
 character or commercial standing. The postal regulations now 
 pronounce unmailable postal cards or envelopes upon which is 
 
8o 
 
 CREDITS AND COLLECTIONS 
 
 written or printed anything that might directly or indirectly 
 
 tend to hurt the reputation or the business of the receiver. It 
 is further to be noted that written or printed matter, whether on 
 postal cards or envelopes or in letters, which would come within 
 the scope of the laws of any state against libel, blackmail^ or 
 extc»rtion, makes the sender punishable by severe penalties. 
 
 i^. Write letters asking for ranittances, astlgning in each one dt the 
 foUowing reasons : 
 
 (i) Because some of your customeny iHio are usually prompt pay, are 
 definqUeiit. 
 
 (a) Because a piolonged strike which has retarded your business. 
 
 (3) Because of an epidemic of typhoid fever which has prostrated trade 
 in your locality. 
 
 (4) Because of the unexpected failure of one of your largest customers, who 
 has made an assignment from w^ich you will not be able to realize more than 
 twenty-five cents on a dollar. 
 
 5. William S. Baer <tf IHon, N. Y., is a customer of yours whose business 
 
 with you is considerable. He is sometimes slow in remitting and is just now 
 unusually delinquent. He has received several statements of his account for 
 the last three months with a request to remit, but he has paid no attention to 
 them. 
 
 Write him a request for payment, pressing him as closely as you think you 
 can without giving offense. The two points that have about equal weight 
 with you, as you write, are, that you have immediale need for the money, 
 and that you do not wish to lose his trade. 
 
 6. You shipped an invoice of goods amounting to $275.00 to the Thompson 
 Clothing Co. of Trenton, N. J., about two months ago on terms of thirty days' 
 credit. This concern had no rating in the rqxHts of Dun or Bradstreet, but 
 upon thdr own representation and that of the Second National Bank <rf 
 Trenton your salesman urged you to extend to them a small credit. Informa- 
 tion comes to you now that they are not paying their bills. 
 
 Write them a sharp letter demanding the hnmediate settlonent of their 
 account. Make it appear that this demand and the consequences which 
 will follow further delay are the result of a fixed business policy toward all 
 de lin que nt debton. Your letter should be dignified and respectful, but it 
 
 EXERCISES 
 
 should be so worded that the proceeding you are about to take will appear 
 to be the inevitable result of circumstances for which they are themselves 
 wholly responsible. Do not use in this or odier lettem the laqgoage of the 
 book. 
 
 7. Address a letter to McDermott & Enright, attorneys, Trenton, N. J., 
 
 setting forth the facts noted in Exercise 6. Tell them that the Thompson 
 Clothing Co. misrepresented to you their financial standing by overstating 
 their assets and understating their liabilities. Ask them to advise you at onoe 
 whether it is possible, under the drcumstances, to get an attachment against 
 this company. 
 
 8. You have had a running account with Robert A. Williams of your 
 place for over two years. Goods have been bought and sold, money has 
 been jkud and servioes rendered. The last transaction is dated over vx 
 months ago. Your books show that Williams owes you $250.00, but you 
 have been unable to get a settlement. He has ignored your several requests 
 for an appointment for the purpose isi having an accounting, and yon have 
 good reason to think that either he has no records and does not believe he 
 owes you anything, or that he is willfully avoiding a settlement. In prefer- 
 ence to assumuig the expense and taking the risk incident to litigatioDy you 
 would settle for considerably less than you would be justified m demandli^ 
 in case he compels you to bring suit. 
 
 Write him a forceful letter requesting the settlement of his account. 
 Avoid making reference to the exact amount due as shown by your hooks. 
 Insist, however, upon an accounting, and let your letter be in the nature of 
 an ultimatum. 
 
 9. Suppose yourself to be a manufacturer. Among your best patrons is 
 Mr. W. N. Wright of Port Henry, N. Y. He is not only one of the laiignt 
 buyers on your list, but one of your most desirable ouslomerB in the matter 
 of prompt settlements. It has never been necessary to ask him for a re- 
 mittsmoe, and you have been careful for years to avoid sendiiig him any- 
 diing bearing the slightest resemblance to a duniung letter. Through some 
 misunderstanding on the part of your office force during the temporary ab- 
 sence of your credit man, a statement of his account up to a certain date was 
 rendered him together with a request to remit You have received a prompt 
 acknowledgment inclosing a draft to cover the amount of the statement ren- 
 dered, accompanied by a request for a statement of his indebtedness to date. 
 This yea can interpret only as implying his intention to discontinue b us in iss 
 rations. 
 
 Write such a letter as the circumstances call for. 
 
 COM. OORRSSFONOXNCK — 6 
 
82 
 
 CREDITS AND COLLECTIONS 
 
 lOk You have been doing business with Briduier & Havemeyer, Jadnon- 
 
 ville, Fla., for a number of years. They have been most prompt in settling 
 tbfiLr account until very recently, when they have kept you wai^ng much 
 longer than the circumstances of your busmess will allow. 
 
 Write them a letter explaining the conditions which compel you to ask 
 for prompter payment, but take the greatest care to avoid the least implica- 
 tion that you would have anything oth^r than the long-standkig cordiality 
 continue in your business relations. Make your letter dear and finui though 
 mild and friendly. 
 
 11. Two months ago Morse, Stevens & Son, Ilion, N. Y., dealers in straw- 
 berries, opened an account with you. They have purchased shipping boxes 
 and crates to the amount of $162.00, but have as yet made no settlement 
 Their bill is two weeks overdue and you are compelled to ask them to remit 
 without further delay. State that your terms are cash and that accounts are 
 carried from month to month only to accommodate some lew of your cus- 
 tomers. Your letter should be courteous but forceful. 
 
 12. L. D. Fleming, a customer of yours, has for yeaiMMMl slow pay, and 
 you are now determined that he shall either settle his accounts when they fall 
 due or you will deny him further credit. Write to him, stadi^ your side of 
 the case dearly and briefly, and request that he remit at once his chedc for 
 the amount of the last two months' purchases. Let it be apparent that the 
 nature of your business and your small margin of profit make it impossil^ for 
 you to carry so irregular an account 
 
 13. You have written twice to Carlton C Cook during the last IcMrtnight 
 with reference to his bill for the month of January, and you havie received no 
 reply. You feel that further delay is impossible, and you write to him to that 
 efiect, stating that unless you hear from him hnmediatdy you will rehictantly 
 be compelled by the operation of a fixed bosiiiess policy to place his acooqnt 
 in the hands of your attorney for collection. 
 
 14. Your terms are cash. Morris, Eckman & Company bought from you 
 last week, with the understanding that payment should be immediate, a large 
 invoice of medical goods. Write to them, calling attenticm to tiie fict that as 
 
 yet you have not heard from them. Be courteous. 
 
 15. Little, Tuttle & Morse, Printers and Engravers, 16 East Clarfc St., 
 Baltimore, Md., have for years been customers of yours. Their payments have 
 always been prompt, and you have reaaoiv therefore, to believe that some 
 oversight or mistake b responsible for Uie fiict that you have not yet recdved 
 
 a remittance for their March bill. 
 
 EXERCISES 
 
 Write them a very courteous letter in which you mention that their cus- 
 tomary indosure of check for last month^s account has not been received. 
 You accordin^y take the liberty of asking than whether they have sent it as 
 usual. Make it clear that you ask, believing that some error must be respon- 
 sible for the delay. 
 
 16. Bashman & Cortini dispute with you the amount of their indebted- 
 sets. You have gone over their account carefiilly and are positive that you 
 have made no nustake. You, therefore, are in no wise inclined to zxxxsgk, the 
 
 amount they claim is due, and you state in your letter to them that you will 
 bring the case to court rather than lose the difference. Be exceedii^ly firm. 
 
 17. Last week you sent to Samuel J. Lother a statement of his account 
 marked ^Duplicate in accordance with your fixed policy m making collec- 
 tions. This is the first time that Mr. Lother has been dilatory in payment, 
 and he has taken offense at your reminder. Yesterday you received from him 
 an ezoeedin^y curt letter, demanding immediatdy a statement of his aooomil 
 to dkte, and asking what you meant by sending him a " Dun." 
 
 Write him a conciliatory letter. Do not take on a humble tone, but ex- 
 plain that such a duplicate statement is sent out by your house to all cus- 
 tomers after a certain number of days have elapsed since the s^mKi^ of the 
 original statement. Make him feel that there was not the slightest personal 
 dement in your action, but that it was a part of the mechanical routine of 
 your business. Explain, in brief, your reasons for adopting audi a genend 
 policy. Remember that he is a valuable customer. 
 
 18. You are engaged in the manufacture of forming implements, and 
 have received from a distant firm a letter inclosing a large order, the first they 
 have sent you. Inasmuch as they give no reference and make no mention of 
 how they propose to pay for the goods ordered, the task of replying is rather 
 difficult. You wish to secure their trade, but you should satisfy yourself as 
 to thdr standing before extending to them a term of credit. In your reply 
 call theur attentfon to the foct that it is your invariaUe rule not to ship goods 
 to strangers without an understanding in regard to the terms of the sale. 
 State that yoo do not find thdr financial rating in the reports of Dun or 
 Bradstreet Suggest shipping the goods C. O. D. 
 
 19. Write a letter to Abraham Levy, calUng his attention to the foct that 
 his account is now past due. State that you have obligations maturing in a 
 few days and ask him if he will honor your three-day draft for the amount due. 
 
 20. Write a second letter to Mr. Levy two weeks later. Call his atten- 
 tion to your former letter and remind him that the circumstances entitled you 
 
CREDITS AND COLLECTIONS 
 
 to the courtesy of a reply. Give ikut amount of his mdebtedness and ask for a 
 remittance at once. 
 
 21. Let your third letter to Mr. Levy, ten days later, be a demand for the 
 immediate settlement of his account Refer to the two former l^teiB which 
 he has ignored, and inform him that miless you recdve hb remittance by the 
 
 (fix this date about five days fxom the date of your letter), you will be ^ 
 
 obliged to place the account in the hands of your attorney for collection. 
 
 22. You have just received notice from a Notary Public that a sixty-day 
 note, dated AprU 19, 1905, made by E. R. Conklmg m your fiivw for $345.00, 
 and indorsed by you to the Tiaders & Importers Bank of your dty, has 
 been protested for non-payment. You know Mr. Conkling to be a man of 
 ample means and excellent standing in the community. Write him such m 
 letter as tlie drcnmslanoes requue. 
 
 23. Write for Mr. Conkling a reply to the letter in Exeidse 33, assigning 
 some reason neglecting to meet the note at maturity. Make foil piovision 
 for taking up the note and paying the protest fees at once. 
 
 / 
 
 VIII. LETTERS OF APPLICATION 
 
 A LETTER of application should be written with all possible 
 attention to the minor mechanical details of form and appear- 
 ance. Neatness of arrangement, correct spelling, and a proper 
 use of capitals, grammatical construction, and punctuation are 
 absolutely essential; for a letter in which these fundamentals 
 have been neglected obviously frustrates the primary purpose 
 of an application, which is, before all else, the immediate 
 creation of a favorable impression in the mind of the person 
 to whom it is written. But a letter of application should be 
 something more than a correct form neatly written. It should 
 be a concise, and yet personal and adequate, expression of 
 the writer's specific qualifications, desires, and individuality. 
 Therefore, notwithstanding the fact that it should conform 
 rigidly to all the requirements of good usage, it should not 
 be hackneyed or stilted. Plainness, straightforwardness, man- 
 Uness, freedom alike from any show of assurance or the least 
 trace of timidity, are the most desirable attributes of such 
 letters, virhile prolixity in the statement of previous business 
 undertakings is perhaps one of the worst faults. When speak- 
 ing of yourself or your own achievements be as brief as the 
 circumstances will allow. 
 
 A letter of application may be divided into three parts : first, 
 an introduction containing some statement of why the appli- 
 cation is made, whether it is in reply to an advertisement, or 
 from the unsolicited desire of the writer to enter the service 
 of the person addressed; second, a statement of the writer's 
 age and qualifications, menticming names for reference, aiMl cre- 
 dentials, if any have been inclosed ; third, a statement of the 
 writer's personal deures in view of which the appUcatioa ia 
 made. 
 
86 
 
 LETTERS OF APPLICATION 
 
 The' Student should study carefully the following examples. 
 
 The first is intended to show what would be, in form and word- 
 ing, an acceptable letter of application for a position of minor 
 importance. The second is such a letter as might be written in. 
 making application for a position in which a comparatively un- 
 usual kind of experience and ability is reqmred. 
 
 ^'AaJ ^Uyc^^T'vt^ tit-^t/y^-?^^ .^tA^iJ^yyw^ 
 
 87 
 
 % 
 
88 LETTERS OF APPUCATION 
 
 » 
 
 £X£&CISSS 
 
 1-6. The following advertisements were taken from the metropolitan dailies. 
 Note cun^iUy the conditioiis staled and write ktten of ^application for the 
 positions: 
 
 (1) Wanted. A man to start at bottom witii publishing 
 house and advance when proident ; experience unnecessary ; 
 
 food references required ; congenial work paying at fiist 
 15.00 weekly. Address CoryeU» 150 Fifth Ave., Room 714. 
 
 (2) A young man of neat appearance wanted as assistant 
 manager and treasurer for specialty office business ; salary 
 to start $18.00 per week; $500.00 cash security required. 
 Address, stating age and prior occupation, Permanent, 244 
 Herald. 
 
 (3) OFFICE assistant in fectory; intelligent young man; 
 ' must be ^ood penman and accurate at figures; one with 
 
 stenography and typewriting experience preferred; salary 
 moderate. Address, stating age, experience, references, and 
 salary expected, Permanent 221 World. 
 
 (4) Wanted. Boy stenographer, understanding Underwood 
 machine ; beginner preferred. Answer by letter only, stating 
 salary expected. The Gotham Rubber Co.,45 South St.,City. 
 
 (5) CORRESPONDENT. Intellicrent correspondent to 
 handle mail-order department in mercantile establishment ; 
 must be resourceful, original, creative, practical ; permanency 
 with advancement; state age, experience, references, and 
 salary desired. Address Correspondent, 329 Herald. 
 
 (6) BOY for office work ; must know how to file letters and 
 write a good hand; state salary and references. 
 
 H. £. 313 Journal. 
 
 7. The First National Bank of your city has asked an acquaintance ot 
 yours to recommend a young man to take charge of their Depositors' Ledger 
 and assist m general bookkeeping. Apply for this> positfon, giving age, edu- 
 cational advantages, and experience, if any. Inclose two letters of recom- 
 mendation and give references. Make it appear in your letter that present 
 salary is not so much an object as the proqpect of advancement 
 
 • 
 
 8. Mr. Walter H. Eddy, a classmate of youre in high school, and a life- 
 king acquaintance, has just been appoUited Consul at Venk^e. He will be 
 allowed seven hundred dollars yearly for the services of a secretary. You 
 desire to spend a few years in Italy. Make application tc Mr. Eddy for this 
 
 9. Write a letter applying for some positkm you wouUi like to obtain. 
 
 IX. LETTERS OF INTRODUCTION AND 
 
 RECOMMENDATION 
 
 A Letter of Introduction is written for the purpose of intro- 
 ducing the bearer of the letter (a person known to the writer) 
 
 to some other person known to the writer, but with whom the 
 bearer is unacquainted. It does not usually contain any form 
 of recommendation or indorsement, but it assumes that the 
 bearer and the receiver will, when they meet, establish relations 
 conducive to their mutual interest and advantage. Such a letter 
 carries with it an impUed attitude of esteem and trust on the 
 part of the writer toward the bearer, and should of course never 
 be written unless previous circumstances have proved that the 
 person to be introduced is thoroughly worthy of any confidence 
 that might be reposed in him. A letter of introduction should 
 never b^ addressed to any one with whom the writer is not well 
 acquainted, and likewise, it should never be made an unneces- 
 sary intrusion upon the receiver's time and attention. For the 
 fundamental supposition upon which this form of letter rests Is 
 that it will be agreeable, and perhaps profitable, for the receiver 
 to meet the person to whom the letter is written. A letter of 
 introduction is practically never mailed, but is presented by the 
 person to be introduced. The envelope is therefore not sealed. 
 
 Office of the First District, 
 
 Department of Internal Revenue, 
 New York, June 19, 191 1. , 
 
 Mr. Charles B. Tillet, 
 Newport News, Va. 
 
 Dear Sir: — This will introduce to you Mr. 
 VtnSliam L. Carroll, who has recently been appointed 
 
 I 
 
QO LETTERS OF INTRODUCTION, ETC. 
 
 District Collector of Revenues in your city. I have 
 
 known Mr. Carroll intimately for a number of years, 
 both while he was Auditor of the Department of Cus- 
 toms and while he was Chief Inspector for the Port 
 of New York. I will not presume to speak of his 
 character or of his very eminent qualifications for the 
 position to which he has been promoted in the- govern- 
 ment s^ce, for they will speak for themsehres after 
 you have known him even a very short time. 
 
 Yours very truly, 
 
 Augustus L. Leyland. 
 
 It is courteous to acknowledge briefly the receipt of a letter 
 of introduction. The following shows the correct form in re- 
 plying to the above letter : 
 
 Newport News, Va., 
 
 June 23, 1911. 
 
 Mr. Augustus Leyland, 
 
 Dept. of Internal Revenue, 
 New York, N. Y. 
 
 Dear Sir, — Your letter of June 19th introducing 
 Mr. Carroll has been received. I wish to thank you 
 for the great pleasure that I anticipate in becoming 
 more intimately acquainted with him. 
 
 Yours truly, 
 
 Chas. B. TiUet 
 
 Letters of Indorsement — A letter of indorsement is a letter 
 that, in introducing a person to the addressee, lays stress upon 
 his commercial or financial responsibility. It is a more definite 
 form of the letter of introduction, and it demands even more 
 care on the part of the writer in making sure of the character 
 and capability of the person for whom it is written. In a way 
 the writer becomes morally, if not in fact legally, responsible 
 should the person indorsed fail to fulfill obligations incurred in 
 any resulting business transactioiis with the addressee. 
 
 EXERCISES 91 
 
 EXERCISES 
 
 1. Write a letter to Harold K. SimmoDs, Greenville, 111., introducing J. S. 
 Egbert of your place. 
 
 2. Write a letter to Mr. James P. Willis, Secretary of the Board of Trade, 
 Llacoln, Nebr., introducing your friend, Dr. William J. Howe,a recent graduate 
 of the College of Ph5rsictans and Surgeons, New York, who is about to begin 
 
 the practice of medicine in Lincoln. 
 
 3. Write a letter to W. H. Gould & Sons, wholesale dealers in china and 
 Grod^ery ware^ Providence, R. I., introducing Mr. Charles J. Hunter, who 
 intends to carry a line of their goods in addition to his present stock of gro- 
 ceries. Refer to Mr. Hunter's career as a merchant, and mention reasons for 
 your confidence in him. 
 
 4. Write a letter to the maoager of the Great Western Type Foundry, 
 Chkago, 111., introducing your friend, Mr. James H. Fields, who has been 
 
 connected with the " Morning Herald of your city for several years, and is 
 about to open a general printing establishment in Helena, Moat. 
 
 5. Write a letter introducing to William H. Healy, manago^ of the Ameri- 
 can Tool & Instmm^t Company, 12 Front St., New York, Charles L. 
 
 Peabody, who has been a business friend of yours for a number of years and 
 who comes to New York to make purchases for his retail hardware business in 
 Geneva, N. Y. Ask Mr. Healy to show him the various innovations of the 
 American Tool & Instrument Company in the manufacture of reapers and 
 binders. State also that Mr. Peabody was until recently the manager of thtt 
 frurtory of the Canadian Tool Company in St. Thomas, Ontario. 
 
 6. Write a letter Introducing Russell G. Mott, Asst. Secretary of the 
 Home Life Insurance Company, to Warren C. Hudson, Vice President of 
 the Philadelphia Trust & Indemnity Company. Mr. Mott is a personal friend 
 of yours in whom you have the utmost confidence^ and for whom yoa have ^ 
 greatest regard. He Is at present compiling statistics in connection with a 
 book which he is writing on the growth of life insurance in the United States, 
 and you wish Mr. Hudson to extend to him whatever aimlittanrf he may meed 
 in pursuing his investigatbns in Philadelphia. Mr. Hudson is also a close 
 personal friend. 
 
 7. Write a letter introducing your new agent, Mr. N. C. Tl^omas, to 
 Corbet, Fiske & Burns, who are old cuslomerB of yoon in the paper trade 
 Supply your own details. 
 
92 
 
 LETTERS OF lATRODUCTION, ETC. 
 
 8. Write a letter iatrodudns your partner, Mn M. F. Gaines, to Irving G. 
 Hanchet of the Chicago ** Tribune.'' Mr. Gaines visits Chicago for the purpose 
 of beginning an extensive and systematic advertising rampai^ to introduce 
 your new typewriter ribbons. He therefore wishes to come into dose touch 
 with newspaper men. You have met Mr. Handiet occasionally at the house 
 of a mutual friend, Mr. Edward Bracket of Detroit. i 
 
 9. Write a letter introducing to Bragg, Collins & Company, Mr. Lawrence 
 G. Devine, a young man who has been in your employ and in whom you have 
 a personal interest Mr. Devine desires to enter the employ of some influen- 
 tial dry goods firm in Boston for the purpose of learning the business. Biagg, 
 Collins & Company are old customers of yours in the dry goods tiade. 
 
 10. Write a letter introducing Arthur Twining, who has recently graduated 
 from the Wallingford High School, of which you are one of the trustees. In 
 school he had an excellent record. He now seeks employment in the retail' 
 rubber business, and you hope that Mr. C. M. McDougal, to whom your letter 
 is addressed, may be able to help him to meet the men who might have posi- 
 tions open in their employ such as Arthur Twining desires. Mr. McDougal 
 ms once one of the trustees of the sdiool, and is now living at 62 Main St., 
 Hartford, Conn. 
 
 11. Write a letter introducing Mark G. Hastings, your personal friend of 
 many years' standing, to Ex-Senator Walter M. Peary, 78 Pearl St, Albany, 
 N. who is the toidier of your partner in business and with whom you are 
 on terms of intimacy. Mr. Hastings visits Albany to promote the passage of 
 a bill concerning the extension of the franchise of the Tanytown & Ossining 
 Electric Traction QHnpany. 
 
 13. Write a letter introducing to Benson H. Briscoe, immigration officer 
 at the port of San Francisco, your colleague, Mr. Mason T. Trowbridge, who 
 is traveling for his health. Mr. Trowbridge is a member of the University 
 Settlement Society and interested in the condition of aliens in our aeaboaid 
 dtiSes. 
 
 Letters of Rec o mme n dati on . — A letter of recommendation 
 should be deliberate, truthful, decisive. It should never bear 
 traces of overhasty warmheartedness, for accuracy carries with 
 it far more force than effusiveness, and glowing generalities are 
 not only inadequate as evidence, but may also be false and mis- 
 leading. Theref cure the most effective kind cxf recommendation 
 is that which keeps well within the sphere of the writer's own 
 
 LETTERS OF RECOMMEI^DATIOM 
 
 93 
 
 observation with reference to the character and ability of the 
 person recommended, and even there is scrupulously clear and 
 definite. If a man has done and can do certain things creditably, 
 always say so in preference to saying vaguer though, as it may 
 seem for the moment, more flattering things. In other words, a 
 letter of recommendation should apply sharply and definitely to 
 the career and capacity of the person for whom it is written in 
 so far as they have come within the personal notice of the writer. 
 
94 LETTERS OF iNTRODUCTiON^ ETC. 
 
 A letter of recommendation should, then, made a personal 
 estimate of the character and work of the porson to be recom- 
 mended, and, whenever it is possible, it should be written only 
 in reply to a letter of inquiry from a third person. If it is so 
 written, it carries with it an elemrat of sanction and emphasis 
 that no other form of commendation can possibly have. Often, 
 however, it would be inexpedient to rely entirely on liters so. 
 written, — since sometimes the writer or the person recommended 
 may have removed to a place so distant that a letter can not be 
 secured quickly enough to make it of any use, or, as often hap- 
 pens, the applicant may feel, because he himself or the writer is 
 about to enter an entirely new sphere of activity, that some defi- 
 nite statement of his competence should be made while the 
 memory of the facts and circumstances is still fresh in mind. 
 Under such circumstances the open letter of recommendation 
 is the only convenient way of recording satisfaction in and ap- 
 proval of the work of the person to be recommended. The fol- 
 lowing illustrates such a letter : 
 
 THE STANDARD CHEMICAL COMPANY 
 
 Springfield, Mass., April 5, 19Q5. 
 To whom it may concern : 
 
 The bearer of this letter, Mr. George W. Crane, 
 
 has been with us since January, 1898. He has ad- 
 vanced step by step in our confidence and esteem, 
 until he now occupies in our employ a position de- 
 manding an intimate knowledge of the intricacies of 
 manufacturers' accounts. He has made a special study 
 of cost accounting, and in connection with our own 
 business has developed a system which gives remark- 
 ably clear expression to the manifold phases of a pecul- 
 iarly varied branch of the manufacture of chemical 
 products. His constant purpose has been by investiga- 
 tion and experimentation to make himself aiso broadly 
 acquainted with the possibilities of modem methods of 
 accounting in other fields of commercial activity. 
 
 LETTERS OF RECOMMENDATION 
 
 95 
 
 Of his professional equipment, therefore, we can 
 not have the slightest doubt, and we feel that we must, 
 in addition, give exjnression to the continued sense of 
 security to which we have become accustomed by his 
 unfailing fulfillment of the various trusts we ha^ re* 
 posed in him. 
 
 Bruce Mills, 
 
 President 
 
 Such a letter may under some circumstances, if it is not vague 
 
 and indirect, add considerably to the force of one's credentials. 
 It is therefore due the worthy applicant At the same time, it 
 should be remembered that, since this form of letter may be so 
 easily made the subject of fraudulent imitation, it has lost much 
 of the weight that it may once have had. 
 
 But of all the causes that have conspired to weaken the com- 
 mon forms of recommendation, this is by far the most impcMtant ; 
 namely, that thousands of people apply indiscriminately for 
 recommendations to persons with whom they are only slightly 
 acquainted and of whom they have no right to make such a 
 request. It is at times extremely difficult to refuse a recom- 
 mendation, even though the writer does not fed that he is 
 properly qualified by previous observation to give expression 
 to any judgment concerning the appUcant s character and work. 
 He therefore is compelled to fall back upon vague general 
 statements that really mean nothing. In such a case, that is 
 the easiest and often the only way out of the difficulty. For 
 this reason there is in business, as well as in other circles, a flood 
 of meaningless letters which constantly tend to diminish the 
 dignity and value of the letter of recommendation. It is the 
 duty of every one engaged in business not to ask for recom- 
 mendations from a person who, however influential, is still, by 
 reason of inadequate knowledge, unqualified to give a definite, 
 conscientious, personal account of the applioiM's various 
 qualifications. ^ 
 
 A letter of recommendaticm should, of comrM^ atver lio given 
 
 to one who has proved himself unworthy, since 3uch a letter 
 
96 
 
 LETTERS OF INTRODUCTION^ ETC. 
 
 . may easily damage the writer's reputation for veracity and good 
 judgment, if the person recommended ultimately shows himself 
 to be incompetent or dishonest. Likewise a recommendation 
 should never be withheld when commendation is justly due the 
 applicant 
 
 EXERCISES 
 
 1. Write a letter recommending Paul M. Snyder, who has been in your 
 employ as entry clerk. You are not acquainted with Mr. Snyder personally, 
 but you have every msoa to bdicve that his work has been steady and pains- 
 taking. Be careful in your letter not to exceed the limits of your own 
 knowledge. Do not write a vague, weak letter 
 
 which you know nothing definite. 
 
 2. Write a letter leoonmiending Basoom P. Dodge, who applies for the 
 position of office boy in the office of CHcott, Henry & Okxm, lawyers, 1602 
 
 Lords Court Building, Williams Street, New York. You have had Dodge in 
 your classes in the Westfield High School and you have always found him to 
 be industrious and careici] in the details of his w<Mk. He was not a brilliant 
 
 student, but you believe that he is qualified for the position in question. Be 
 brief and to the point 
 
 3. Write a letter recommending to Carson L. Brush & Co., Benjamin P. 
 Pilfordy who has been in your employ for the past two yeais. Mr. Pilford has 
 shown the most creditable industry and efficiency in conducting the business of 
 your branch office in Wilmington, Del. He is an absolutely trustworthy man, 
 and you take pleasure in helping him to reach larger fields of activity, fie 
 definite concerning his qualttcations as a manager. 
 
 X. FORM LETTERS 
 
 The fom letter is not an invention but a growth. A firm's 
 correspondence must of necessity deal with a certain limited field 
 of commercial transactions^ since every business house has its own 
 method, policy, and market ; and when the amount of correspond- 
 ence becomes large, it is possible, and moreover exceedingly 
 advantageous, to classify and subdivide the g^reater part of it* 
 in such a way that one style of letter may be used equally well 
 as a reply to any of the numerous letters falling into a given 
 class. In this way the need of a form is created. To supply this 
 need, a letter is usually carefully prepared, designated by a cod^ 
 number, and placed in the hands of the clerical f <»rce, who there- 
 after copy it, supplying of course the proper heading and com- 
 plimentary address, in replying to any let^ received iirhich is 
 plainly of the class which demands the stereotyped reply in 
 question. There may be in use in a large office a considerable 
 number of form letters dealing with certain constantly recurring 
 phases of business intercourse, — complaints rectified, mistakes 
 adjusted, claims acknowledged, claims denied, etc., — and nndor 
 each one of these larger groups there may also be found three 
 or lour styles of the same letter differently worded to suit the 
 tone of the various letters received belonging to the same type. 
 It is often the case that such forms are so repeatedly used that 
 they are memorized by the stenographers, who on receiving a 
 letter to be answered on which has been stamped the code num- 
 ber of a given form, as A 2,'' B 4," will without further dmo- 
 tion or comment write, lot example, the following reply : 
 
 Schenectady, N. Y., July 9, 1905. 
 
 Mr. James A. McDonald 
 ' Wyandotte, Mich. 
 
 Dear Sir: 
 
 Your letter of the 6th instant has been received. 
 We regret exceedingly that, owing to the increased - 
 
 COM • COJUL£SFOND£NCfi — 7 9/ 
 
98 
 
 FORM LETTERS 
 
 demand for flat rails of the size you mention, it will 
 be some time before we shall be able even to hll the 
 orders already received. We have, however, in stock 
 flat rails weighing fifty pounds per foot. These we 
 should be glad to furnish you at the prices named in 
 • our January Catalogue. 
 
 Yours very truly. 
 
 The Schenectady Foundry Co. 
 
 Many other kinds of form letters have come into general use 
 
 in connection with various business circumstances that require a 
 large number of letters treating the same subject from the same 
 standpoint to be sent to many different persons. They serve 
 admirably such general purposes as the announcement of busi- 
 ness changes like the consolidaticm or dissolution of partner- 
 ships, newly adopted policies, changed rates of discount, 
 removals, special sales, offers, or importations, and instructions 
 to agents. 
 
 The production of any given number of these letters becomes 
 a mechanical process and is therefore much less expensive. This 
 fact perhaps above all others has led to the very general adop- 
 tion of form letters. 
 
 Out of this kind of form letter what is known as the circular 
 letter has been developed. It has been employed principally as 
 a means of advertising, and has in the past been much used 
 and also much abused. Indeed, so many intolerably bad letters 
 of this sort have been scattered broadcast that people now 
 seldom even read them. Business men have spent vast sums 
 upon this Inranch of correspondence, which have not only been 
 wasted, but have even done damage to their business. A cheap, 
 poorly prepared circular letter is often nothing less than a self- 
 issued advertisement, not of the writer's goods, but of his 
 shabby methods and bad taste. Such letters miss the most 
 important advantage of this particular form. Since practically 
 unlimited time may be taken in preparation, these letters should 
 in every case be made the clearest, most painstaking, and courte- 
 ous statement of the facts under consideration, while at the same 
 
 CIRCULAR LETTERS 
 
 99 
 
 time their outward form and appearance should be studied until 
 nothing is lacking in neatness and elegance. 
 
 Such letters may be separately typewritten, mimeographed, 
 printed, or printed in imitation of typewriting, according to the 
 purpose for which they are written. Various printing houses 
 now make a business of producing forms which are extremely 
 difficult to distmguish from typewritten letters. In a certain 
 class of advertising these have been and are to-day extensively 
 used. The heading and complimentary address can easily be 
 filled in upon the typewriter, and a written or stamped signature 
 may be added, so that the whole effect, as far as outward ap- 
 pearance goes, is that of a personal letter. To such forms, no 
 sound objection can be raised, provided that in them no petty 
 and obviously false attempt is made, either by the wording, f onn, 
 or attitude implied, to persuade the receiver that he is the object 
 of a special interest and consideration. Such attempts are a sham ; 
 and not only are they an indication of wrong policy, but they 
 inevitably prejudice against the writer every one who discovers 
 the deception. The personal touch skauld be sought only in so far 
 as it is compatible with the nattcre of the form employed. Any- 
 thing attempted beyond this is almost sure to be false and futile. 
 
 In form letters of certain kinds, such as those announcing that 
 bills for the last month are due, or that some disagreeable, but 
 necessary, business procedure is about to be carried out in pur- 
 suance of a certain fixed policy, the very opposite of a personal 
 touch is desirable. They serve best the purpose for which they 
 are written when they appear to be nothing but impersonal forms. 
 
 ■ 
 
 They are therefore usually printed. 
 Form letters may also be prepared in series, so that each letter 
 
 is an outgrowth and definite addition to those preceding. This 
 is particularly desirable in letters of this kind used for advertis- 
 ing purposes ; for the construction of such a series makes pos- 
 sible the most complete working out of the f ollow*up system, 
 which has become a prominent part of the advertising of many 
 progressive firms. Each letter of such a series may then be des- 
 ignated by a code number, and thareby a complete and exceed- 
 ingly compact record may be kept of all the correspondence 
 
100 
 
 FORM LETTERS 
 
 mailed to any customer or prospective customer, together with 
 the date upon which each letter has been sent, by means of the 
 card<:atalogue method of filmg and radexing. (Chapter XIII.) 
 
 There is a certain type of letter which illustrates a method of 
 advertismg now much used and frequently found to be forceful 
 and effective. It is essentially nothing more than an exemplifi- 
 cation of how extreme candor may be strikingly contrasted with 
 the hackneyed pseudo-personal touch of many circular letters. 
 It carries with it a briskness and freshness that appeals strongly 
 to the common sense of the average business man. But this 
 method, too, may easily be overdone and, as a result, become 
 false and unsuccessful Frankness and candor must, in order 
 to carry with them any weight whatever, be genuine. Study 
 the following as an example of plain straightforwardness. Con- 
 sider carefully whether it appeals to you as other methods of 
 circular advertising would not. 
 
 Dear Sir: 
 
 We have instructed our special representative to 
 call, and, with your permission, show you sample pages 
 and illustrations of a new and very original set of books 
 edited by the Hon. Thomas B. Reed, Justin McCarthy, 
 M.P., and Dr. Rossiter Johnson, assisted by a corps 
 of other eminent men. 
 
 He does not come in the guise of a newspaper 
 man''; he is not forming a ''club of representative 
 citizens who secure this work at cost"; he is not 
 "granting special concessions for the purpose of ob- 
 tainmg some testinumials preceding the publishers' 
 regular sale." 
 
 We appeal to your intelligence ; and our represen- 
 tative calls to show you this work because you will at 
 least be interested in examining a set of books which 
 is as original, as artistic, as mechanically perfect as it 
 is interesting ; and it is as distinct from all other pub- 
 licatiims as is its distinguished £d^r-in-Chtef from the 
 great majority of public men. 
 
 EXERCISES 
 
 XOI 
 
 After you have examined the advance pages sub- 
 mitted, our representative will offer to provide you 
 with a set at an honest price, the regular and only 
 price, in a binding of your own selection, for no other 
 reason in the world than the reasonable profit arising 
 from every sale and our natural satisfaction in placing 
 a work of such surpassing charm and value where it 
 will be appreciated. 
 
 Very truly yours, 
 
 £X£RCIS£S 
 
 I. The firm of H. G. Monger & Co., Syracuse, N. Y., advertised last week 
 looo yards of Persian Lawn at i2^f. The entire lot has been soldy and anay 
 mail orders are coming in and can not be filled. 
 
 Prepare a letter that will serve as a reply to all of these orders. Return the 
 remittances and eiqplain that the limited supply of Peruan Lawn was eirhaiisted 
 several da3rs ago. This letter should seek to adlay the disappointment of the 
 customer ; it should be courteous, and the writer should express regret at his 
 inability to fiU the order. 
 
 3. John A. Maples is a member of the graduating class of the Erasmus Hall 
 prqnratbry school, and he wishes to procure employment during the summer 
 months in order to meet the expenses of a college course which he contem- 
 plates. Last season Mr. Maples had a position at ^' The Sagamore," a summer 
 hotel on Long Lake in the Adirondacksi and he has filled sadsfiurtorily many 
 engagements at concerts and receptions. He has decided to send out fifty 
 letters of the same form to seashore and mountain summer resorts, soliciting an 
 engagement as violinist for the coming season. The i»imaiy object of this 
 letter is to ascertain if there is to be an opening, and it is calculated to serve 
 only as a preliminary to further correspondence in case it brings a reply. 
 
 Prepare the letter; make it biie^ and try to arouse interest without goinig 
 into details. 
 
 3. The Elliott Drug Cbmpany, Heikimery N. Y., publish annually tiie 
 
 "Herkimer County Almanac," the purpose of which is to advertise their 
 business. The cost of publishing and distributing is met by selling space 
 to other advertken. Besides being a maimal oi general ii^oraiation, the 
 Ahnanac is interesting because it contains a brief history df the county, and 
 pictures of its public buildingS| officialsi and prominent men. 
 
102 
 
 FORM LETTERS 
 
 Prepm such a letter as Mr. EUioU would send Jiot only to those fmni 
 whom he buys his goods, but to others who advertise their products exten- 
 sively. Set forth clearly the merits of the Almanac as an advertising medium. 
 Show from increased sales of advertised products the advantage of having 
 space in this periodical. State the number of Almanacs you intend to dis- 
 tribute, and describe, with special reference to their means and intelligence, 
 the people whom it will reach. Say that you are gcnng to make it moie attfac- 
 tive and laiger than ever this year, and quote prices for advertising space. 
 
 4. The wh<desale houses of Greacen Bros, and S. E. Morse have been 
 consolidated. It has been the policy of the former hitherto to sell goods on 
 a credit of 30 days, with a discount of 2% if bills were paid m 10 days, while 
 the latter has given a credit of 60 days, with discounts of 3% in 10 days and 
 2% in 30 days. The prices of Greacen Bros., however, have been a shade 
 lower than those of S. E. Morse. The consolidation neoessiUtes the adoption 
 of a uniform policy, and the proprietors have decided to send a letter to the 
 customers of both houses announcing the former prices and terms of Greacen 
 Bros, as being those of the new firm of Greacen Bros. & Morse. It is thdr 
 purpose, however, to adhere to the wishes rfa ma|ority of aU of the customers 
 with reference to terms, so this policy is only tentative. This letter sets forth 
 the probable advantages of the consolidation, such as the superior management 
 which will result from the combined experience of two suoccssfol firms, 
 increased cai»tal and fecOities, a marked saving in advertising and salesmen's 
 expenses, all of which should result in lower prices. 
 
 Avoid using the language of the book and write the letter called for by these 
 conditions. 
 
 5. As the advertismg manager of a large department store, prepare a 
 circular letter announcing a general sale to begin on Saturday next This 
 letter should emphasize two items of foremost unportance: first^ a large 
 stock <rf Oriental Rugs to be sold in many cases at 50 cents on the dollar ; 
 second, a 50% reduction on your entire stock of fine furs. The rugs comprise 
 an unusually choice collection of all sizes, and they are to be offered at prices 
 as low as the cost of domestic nigs. As evidence of the extraordinary values 
 offered, mention the feet that Anatolian Silk Rugs may be had for $24.50. 
 The furs comprise one of the largest stocks that this store has ever had. The 
 styles are all new and practical, and the quaUties have never been better at 
 any price. The sale also inchides oflerings of Lace Curtains, Draperies, 
 etc As women will be especially interested in these bargains, the letters 
 should be addressed to them. The purpose of this letto* is to advertise 
 ben^ifal things It should therefim be an appeal to the esthetic taste of 
 
 EXERC/SES 
 
 your cnstomen. Make them see, if possible^ the thing you aie describ- 
 ing. 
 
 6. The Mowing is a verbatim copy of a letter sent oat by a laigie ret^ 
 
 book establishment. About two weeks later this was followed by another 
 letter of similar import. Without repeating anything that is said in the first, 
 write the second letter in this series. 
 
 New York, March 22, 1905. 
 
 Dear Bfadam: 
 
 We have secured tiie American edition of ^French Songs ci 
 
 Old Canada," pictured by W. Graham Robertson, a descriptive cir- 
 cular of which you will find inclosed. The illustrations, which are 
 hand-colored reproductions of Mr. Robertson's pictures, are the 
 feature o[ the book; and the make-up of the volume is in keeping 
 with the illustrations. The songs which form the text will be rec- 
 ognized by those who have traveled among the Frendi Canadians . 
 
 At the remarkably low price of $10 a limited edition of 100 
 CC^ies, which is all we can offer to our customers, will undoubtedly 
 soon be taken. May we iu>t include you among the su bs c riber s to 
 tills woik? 
 
 Respectfiilly yours, 
 
XI. TELEGRAMS AND CABLEGRAMS 
 
 ■X. 
 
 Telegrams and cablegrams call for language that has been 
 
 reduced to its lowest terms. The only requisites of such com- 
 munications are clearness and brevity. Clearness is, of course, 
 necessary in any communication ; no condensation must, there- 
 fore, be attempted that will confuse the meaning to be con- 
 veyed, and it is of great importance that a message should be 
 re-read before sending, in order to determine whether the omis- 
 sion of various conjunctions, adverbs, prepositions, verbs, etc., 
 does not make the wording liable to a double interpreta- 
 tion. Brevity is, in telegraphing, synonymous with economy. 
 All unnecessary words, or words which are implied by other 
 words, should therefore be omitted. Nothing, however, is to 
 be gained by reducing a message to less than ten words, for 
 the minimum charge allows the writer to send this number; 
 that is to say, all messages of from one to ten words are sub- 
 ject to the same charge. 
 
 Not infrequently it becomes necessary in business to write 
 a message in such a way that it will be intelligible only to the 
 receiver. This need, together with the great saving of expense 
 involved, has given rise to code systems, which are now exten- 
 sively used in telegraphing, as well as in cabling. For use in 
 cable messages, a business house may adopt a code name which, 
 when placed in the cable company's directory, will indicate the 
 firm's name and complete address: thus "Carco" might stand 
 for The United Car Company, 1068 Main St, Buffalo, N. Y. 
 Such a code name, however, appUes exclusively to cable mes- 
 sages, where every word or number of the name and address, 
 as well as of the signature, is counted and charged for, while 
 in telegrams no charge is made for the address or signature. 
 Any firm may also cpnstnict a private code that will serve its 
 
 104 
 
 \ 
 
 CODE MESSAGES lOS 
 
 own needs in telegraphic or cable communications to and from 
 agents or customers. The following will serve to illustrate in 
 part what such a code might be : 
 
 Code W&rd E^uwaleni Phrase 
 
 Absithmos. Replying to your letter of. 
 
 Bettactica. Your order has been shipped. 
 
 Brasenose. Your holdings have dropped three points. 
 
 Comogudge. We have authorized our agent. 
 
 Desuit. Orders must be received within twenty-four hours. 
 
 Evatcas. Shall we accept best offer .^^ 
 
 Fifi. Draw on us at sight for an amount not to exceed ten thousand 
 
 dollars. 
 
 Goblin. Buy one hundred shares at market price. 
 
 Hexix. Consignee insolvent, hold goods subject to our order. 
 
 The cable and telegraph companies, in order to protect 
 
 themselves, have adopted certain rules as to code messages. 
 Code words must be pronounceable, and no code word will 
 be accepted which contains more than ten letters. In unpro- 
 nounceable code words, each letter is considered to be a word 
 in fixing the charge. In cipher cable messages, which may 
 be composed wholly or partly of groups of figures, the groups 
 of figures are counted at the rate of five figures or fracticm 
 thereof to a word. If code words and plain language are used 
 in the same cable message, not only is every code word (which 
 must not exceed ten letters) and every word in plain language 
 counted, but, if any word in plain language contains more than 
 ten letters, every ten letters or fraction thereof is considered to 
 be a word, and a charge is made accordingly. It is also impor- 
 tant in cabling to notice that words <rf mcnre than fifteen charac- 
 ters in ordinary language are counted as two words. 
 
 The telegraph companies have made these general rules as to 
 what shall be counted and charged for in a message : 
 
 All words, figures, and separated letters in the body of a mes- 
 sage, that is to say, all dictionary words, initial letters, surnames 
 of persons, names of cities, towns, villages, states, or territories, 
 or names of Canadian provinces, or aU abbreviaticms of the 
 same; likewise all abbreviations of weights and measures in 
 
I06 ' TELEGRAMS AND CABLEGRAMS 
 
 common use will each be counted as a word, and charged for 
 accordingly. In names of countries or counties, each word will 
 be counted 
 
 Figures, decimal points, bars of division, such as punctuation, 
 and letters, except pronounceable groups of letters used as code 
 words, will be counted — each separately — as one word. In 
 ordinal numerals the affixes st^ nd^ tk^ will each be counted a$ 
 one word. 
 
 All pronounceable groups of letters, when such groups are 
 not dictionary words or combinations of dictionary words, will 
 be counted at the rate of ten letters, or fraction thereof, to the 
 word. When such groups are made up of combinations of dic- 
 tionary words, each dictionary word so used will be counted as 
 one word. The following extract from the rules and regulations 
 of the Western Union Telegraph Company will illustrate the 
 application of these rules: 
 
 McGregor i word All-right 2 words 
 
 O'Connor ...... i word Alright 2 words 
 
 Blown, Jr % words Cwt. i word 
 
 New Yoik ...... I word Lbs. i woid 
 
 New York State .... 2 words 100000 6 words 
 
 Queen Anne County . . 3 words One hundred thousand . . 3 words 
 
 Van Rensselaer County . 2 words Amaurecis i word 
 
 44.68 5 words ChandnokHis 2 wonk 
 
 28C83 ....... 5 words ByxtmiQO ...... 8 words 
 
 Come-bring book ... 4 words Xyfl94sm 8 words 
 
 Thfe common abbreviations^ A.M., P.M., F. O. B., C. O. D., O. K., and per 
 centy will, however, be counted as one word. 
 
 There are several kinds of telegraphic messages. Fvst, the 
 ordinary day message, to which the ordinary rate applies ; sec- 
 ond, the night message, which will be sent during the night 
 to be delivered as soon as possible cm the morning following and 
 for which less than the ordinary rate is charged ; third, the re- 
 peated message, the object of which is to assure correct wording 
 and for the repeating of which one half th^e usual rate is charged 
 in addition. 
 
 Telegraph companies also widertake td insure messages, and 
 
 EXERCISES 
 
 for a consideration will indemnify the sender for any loss in- 
 curred through mistake in transmission or failure in delivery. 
 
 Telegraph companies are required by law to transmit mes- 
 sages exactly as they are written by the sender ; even obvious 
 mistakes in spelling may not be corrected by the company's 
 agent. 
 
 Upon request of the sender, a duplicate copy will be made 
 by the company's agent, which may be retained by the sender 
 as evidence of the exact wording of a message. This may 
 sometimes become important as evidence in case of a mistake 
 in transmission that results in a misunderstanding, involving 
 bss, between the writer and the receiver. 
 
 The relations existing between telegraph companies and their 
 patrons are of a confidential nature, and companies have no right 
 to disclose the contents of any message except when they are 
 required to do so by a court order. 
 
 Money may be sent by telegraph. The cost includes a charge 
 for the telegraphic seryice necessary to make the transfer, and a 
 secondary chaise based upon a fixed schedule of rates varying 
 according to the amount sent. 
 
 EXERCISES 
 
 In writing the following messages, confine the cablegrams to the fewest 
 words possible and the telegrams to ten words, if possible. But never, under 
 
 any circumstances, sacrifice clearness to brevity. 
 
 1. Write a tdegram to Alden M. Mills, Canton, Ohio, saying you will 
 pass through his place at one o'clock p.m. to-morrow, and that you would like 
 to see him at the station. 
 
 2. Write a telegram to Burke & Son, Duluth, Minn., saying that their ship- 
 ment of wheat is not equal to sample, and that you hold it subject to their 
 (ntier. 
 
 3. Write a tel^;ram to Loeb, Fitter & Burleigh, 98 River Street, New 
 Orleans, La., asking permission to draw on them at five days' sight for Five 
 Hundred Dollars. Ask them when they will remit if they do not wish to honor 
 your draft. 
 
 4. Tel^fraph your traveling agent, Mr. Gary A. Wood, The Algonquin, 
 Buffalo, N.Y.y instructing him to skip Qeveland and Detroit, go on to Chicago. 
 
io8 
 
 TELEGRAMS AND CABLEGRAMS 
 
 and retum by the way of Pittsbuig. Tell him that a letter of instructions 
 
 will reach him at Chicago. 
 
 5. Order by telegraph of the United States Steel Co., Pittsburg, Pa., 100 
 
 tons of Angles to be shipped by Pennsylvania Railroad freight 
 
 6. An opportunity presents itself for a very profitable investment in real 
 estate at the place of your temporary residence. You have secured an option 
 of 24 hours on the property. Write a tel^fram to your partnor, Henry B. 
 Budc, 36 Chestnut St., I^iladelphia, asking his assent to a joint investment of 
 % 20,000.00 in this property. Give all necessary information, and conhne the 
 message to the fewest words possible. 
 
 7. Write a telegram to James M. Hall, 136 Prairie St., IndianapoUs, Ind., 
 asking him to wire you at once t345.oa 
 
 8. Answer the foregoing, stating that Benjamin Vaughan will identiiy if 
 necessary. 
 
 9. Telegraph to Painter & Sons, Crown St, Meriden, Conn., asking them 
 to ship at once by American Express your order of brass furnishings given 
 their Mr. WilUams on the 8th instant. 
 
 10. Telegraph to Whitehouse & Hardy, Chapel St., New Haven, Conn., 
 telling them that you can not fill their order Sor 12 doz. men's Vid Calf until 
 the 1st proximo. 
 
 u. Telegraph to Uillis, Bagg & Co., Dayton, Ohio» accepting their offer 
 of the I2th instant ixx 3 doc nien^s bicydes at $20.00 net each. 
 
 12. Telegraph to Marsh, Houston & Clayton, So. 12th St., Omaha, Nebr., 
 dedining theur offer to bqpn at once tiie handling of thehr Mne of garden 
 tools. 
 
 ^ 13. Tel^^niph to Howard, HUton & Howard, 16 East 28th St, Qndnnati, 
 Ohio, asking them for immediate quotations on the sted barrel hoops you 
 inspected at their factory on May 7. 
 
 14. Telegraph to Joseph H. Pierce, Hotel Niagara, Buffalo, N. Y., saying 
 
 that you can not meet him in Cleveland, but that you will be at the Russell 
 House, Detroit, on July 6. 
 
 15. Telegraph to your agent, J. C. Parsons, at Hotel Continental, Chicago, 
 111., asking him to send at once the details of the order given him on July 2 
 by C. N. Huntington & Co., Wheeling, West Va. 
 
 16. Tdegraph to C. A. Atkins, 61 N St, Washington, D. C, that there 
 will be a meeting on the day after to-monow of the dhrectors of the United 
 Cotton Merdiants^ Association^ at which his presence is urgently requested. 
 
 « 
 
 EXERCISES 109 
 
 17. Telegraph to your home firm, stating that on account of a railway 
 wreck you will be unable to reach Mobile in time to see L. D. James, man- 
 ager of the blanch office there, before he starts for New Orleans. Ask for 
 instructions. 
 
 18. Tdegraph to your attorney, C. M. Lewis, Hackensack, N. J., request- 
 ing him to bring at once to your office the papers in his case against Munger 
 & Ca of Jersey City. 
 
 19. Send a cablegram to H. C. Hutton, 26 St. Helen's Place, Bishopsgate, 
 £. C, London, England (code address <^ Chuton ^'), asking him to caned your 
 request for the immediate shipment of woolen stuf& ordered on Sept la 
 
 20. Send a cabl^;nun to Charles P. White, South Western Hotd, Soi^* 
 ampton, England, telling him that you will arrive in Livapod on S.S. CeUic 
 May 10. 
 
 21. Send a cablegram to William J. Pritchard, Strada Nuova di Posilipo, 
 Pension Sabelli, Napoli, Italy, stating that your steamer will be delayed in 
 sailing three days, and asking him to awdt your arrival. 
 
 22. Send a cablegram to Thomas C. Hoffman, Hotel du Lac, Lucerne, 
 
 Switzerland, adaqg him to meet yon on the arrival of the S.S. Lmiiardia in 
 Genoa, July 2. 
 
 23. Send a caUqptam to John D. Azman, c/o Cook & Son, Dresden, 
 Germany, acceptii^r his oier of the secretaryship of the American Qmsulate 
 at Berne, Switzerland. 
 
XII. CONTRACT RELATIONS OF 
 
 CORRESPONDENTS 
 
 The great diversity of past decisions at law concerning what 
 constitutes a legal and binding contract makes any brief treat- 
 ment of the subject not only inadequate but misleading. No 
 attempt will therefore be made here to UMlfc in detail the 
 questions which arise in connection with many phases of the 
 contract relationship. It will sufficiently serve the require- 
 ments of our present purpose to indicate the general trend of 
 adjudications, together with two very important^ though often 
 misunderstood, factors in almost every contract made by mail, 
 telegraph, or messenger; namely, the carrier afid the time 
 imvotued. In general it has been held that, if the person 
 from whom the proposition originates names to the person to 
 whom the proposition is made the carrier that he wishes to be 
 the means of transmitting to him the second party's consent, 
 and if the second person involved does use that carrier witkin 
 a reasonable time, a contract is completed as soon as the latter 
 hands over to such a carrier a statement of his consent 
 
 The following, in which the italics have been added for em- 
 phasis, is an extract from Parsons on Contracts,'' Book II, 
 Chap. II, which deals with some of the primary phases of this 
 subject in so far as they relate to contracts wherein the propo- 
 sition and the reply are both made by letter : 
 
 It is unquestionably true as a general proposition, that a contnct can not 
 bind the party proposing it, and indeed that there is no contract, onti! the ac- 
 ceptance of the offer by the party receiving it is in some way actually or con- 
 stracdvdy communicated to the party making the offer. We consider that an 
 oflfer by letter is a contimiing offer until the letter be received, and for a reason- 
 able time thereafter, during which the party to whom it is addrpsiifd n^y 
 accept the offer, and communicate the £u:t of his acceptance. We hdd also 
 that this oSkst may be withdrawn by the maker at any moment ; and that it is 
 withdrawn as soon as a notice of such withdrawal reaches the party to whom 
 the offer is made, and not be/ore. If, therefore^ that party acupts the offer 
 
 no 
 
 CONTRACT RELATIONS OF CORRESPONDENTS 1 1 1 
 
 before such withdrawal, the bargain is completed; there is then a contract 
 founded upon mutual assent. And an acceptance having this effect is made, 
 and u communicated under the nik already stated, when the party receiving the 
 cX[tt p9its into the mail his atiswer accepting it. Thus, if A, in Boston, on the 
 first day of January, writes to B, in Baldmore, making an offer, and this letter 
 reaches Baltimore on the third, and B forthwith answers the letter, accepting 
 the offer, putting the letter into the mail that day ; and on the second of Janu- 
 ary A writes withdrawing the offer, and hb letter of withdrawal reaches B on the 
 fourth, there is nevertheless a contract made between the parties. If the <^er 
 was to sell goods, B, on tendering the price, may claim the goods ; if the offer 
 was to insure B's ship, B may tender the premium and demand the policy, and 
 hold A as an insurer of his ship. And so of any other offer or proposition. 
 
 Sometimes a man makes an offer saying if there be no answer, or none by a 
 return mail, or by a certain time, he shall consider the offer accepted. Bat he has 
 no right to impose these conditions, and silence is no acceptance of the offer. 
 
 The foregoing assumes that the letters have been properly 
 addressed, and that there has been no delay in transmissiim. 
 It will be seen in addition that the law requires a reasonable 
 promptness in replying on the part of the receiver, and that 
 ndther the writer nor the receiver can be held accountable for 
 the delay or negligence of the other or of the carrier. 
 
 It is also to be noted that the law assumes the receiver will 
 use the same method of transmitting his acceptance as the 
 sender used in transmitting his proposition. If, on the con- 
 trary, he should select his own carrier for the transmission of 
 his reply (which carrier becomes as a result his own agent) by 
 repl3ring,. for instance, to a telegraphic proportion by the use 
 of the mail, or by replying to a proposition received through 
 the mail by the use of the telegraph, he extends the time during 
 which a withdrawal may be made ; for no contract is effected 
 until such acceptance is placed in the hands of the person from 
 whom the proposition originally came. 
 
 It is, however, not so certain that the telegraph, even though 
 used by both parties to the transaction, is the agent of tiie 
 sender for the purpose of receiving an acceptance; that is to 
 say, that an acceptance dates from the time when an assenting 
 reply is handed to the telegraph company. It rather seems, 
 on the contrary, that an acceptance thus sent must actually be 
 reodved bef(Mre a contract is omipleted 
 
XIII. HANDLING CORRESPONDENCE 
 
 Receiving and Answering Letters. — Letters are usually opened 
 
 by cutting along the upper edge of the envelope. In large con- 
 cerns, one man, who.is thoroughly acquainted with the scope 
 Und policy of the entire business, sorts the incoming mail, col- 
 lecting all remittances inclosed, and stamping upon each letter 
 the code number of the person in charge of the particular 
 department to which the business of the letter refers. If the 
 letter must pass through several hands, the code number of 
 each person to whom it is referred is stamped upon it, in the 
 order in which it is intended he shall receive it. Some firms 
 also stamp upon all letters the date on which they have been 
 received, and require all correspondents in their office to stamp, 
 in addition, the date on which the answer was written. The 
 envelopes are preserved until they have been reexamined to 
 make sure that no inclosures have been overlooked, and counted 
 to determine whether the number of envelopes corresponds to 
 the number of letters that have been sorted. The receptacles 
 in which letters are placed in sorting are the medium of distri- 
 bution. The person receiving letters that have been referred 
 to him will either indicate upon each the comment necessary for 
 the writing of an answer or he will himself reply. He will 
 usually indicate that he has passed upon a letter by writing his 
 initials across his own code number previously stamped upon it 
 by the mail clerk. If he has personally dictated an answer, his 
 reply, a copy of his reply, and the original will be fastened 
 together and returned to the main office, where the reply will 
 be made ready for mailing, and the original and copy will be 
 filed. 
 
 Filing Correspondence. — While each firm should have a filing 
 system adapted to the conditions and peculiarities of its own 
 business, tiiere arc certain fundamental principles which are the 
 
 1X2 
 
 FIUNG CORRESPONDENCE 
 
 113 
 
 basis of all good systems. Without attempting to go into de- 
 tails, it may be profitable for the student to note some of the 
 larger features which characterize the systems in general use. 
 
 The purpose of keeping on file all letters received and copies 
 of all replies is to have ready for reference the information 
 which such letters and replies contain. The. problem of a cor- 
 respondent does not differ from that which confronts the author 
 of a book ; it entails the grouping, classification, and arrange- 
 
 Fig. I 
 
 ment of information in such a way that any subject desired 
 may be readily located by consulting an index. In fact, a fil- 
 ing cabinet is nothing more than a large loose-leaf book, each 
 letter with its reply being a detached leaf which may be re- 
 moved at any time. And as the arrangement and indexing of 
 different books call for different treatment, so the correspond 
 dence of different concerns calls for different plans of distribu- 
 tion and classification. A directory or a dictionary needs no 
 separate index, for it is its own index, while a treatise on law, 
 from the nature of the subject involved,, would need to be 
 
 OOlf. CORRESPONDBNCB — S 
 
114 
 
 HANDLING CORRESPONDENCE 
 
 dexed by chapters, by topics, and sub-topics, by cases cited, etc. 
 
 So it is with the letter file. 
 
 The small correspondent can get along with one file divided 
 into compartments alphabetically arranged. Compartment " A " 
 will hold all the letters from and replies to persons the first 
 letter of whose ns^mes is A. Each of the other compartments 
 will perform a like service, and the only index necessary for 
 such a file is the projecting letters of the alphabet which desig- 
 nate each pocket or compartment. 
 
 Figure i shows the simplest form of the letter file, with com- 
 partments alphabetically arranged. 
 
 As the correspondence of a business outgrows the capacity of 
 tiiis small file, the system may be expanded by increasing the 
 
 number of compartments and also the number of index charac- 
 ters. This may be done by employing, instead of the initial 
 letter, the first two or three letters of the name. 
 
 GEOGRAPHICAL INDEX 
 
 "5 
 
 Figure 2 shows the usual form of the vertical letter file cabi- 
 net It is called a vertical file because the letters in it occupy 
 a nearly vertical position 
 
 Geographical Index. — Retail business usually operates within 
 a limited territory, and its correspondence has to do principally 
 with retail sales. It does not cover a very wide range of sub- 
 ject-matter and it is characterized by occasional communications 
 from a long list of correspondents. The needs of such a busi- 
 ness are readily met by the alphabetical arrangement of the 
 name index. The cond ions existing in a wholesale busi- 
 ness, however, are reversed. Here the correspondents are 
 fewer, the volume of business done with each, larger. More- 
 over, the geographical extent of the wholesale market is practi- 
 
 FlG. 3 
 
 cally unlimited, and efficient management may require that the 
 
 territory covered be divided into districts. These divisions may 
 be by countries, states, or cities, and the system of filing corre- 
 spondence will usually follow the general plan of business or- 
 ganization. If the larger territorial divisions are by states, 
 folders properly labeled may be assigned each city or town in 
 which correspondents reside, and these may be arranged in 
 alphabetical order in front of the guide card designating the 
 state in which the respective cities and towns are located. 
 Scattering letters from different points in the same state may 
 be grouped under the head of " Miscellaneous," and^assigned a 
 compartment so labeled. When the correspondence of a 
 
Il6 HANDUNG CORRESPONDENCE 
 
 single firm is sufficiently large it may be assigned an individual 
 folder, but this must be kept in or next to the place compart- 
 ment to which it relates. Figure 3 illustrates a classification on 
 
 a geographical basis. 
 
 The Numerical System. — When the number of correspondents 
 
 runs into hundreds and thousands, and the number of letters 
 
 Fia4 
 
 received into tens and hundreds of thousands, sometimes even 
 milUons, the capacity of the ordinary alphabetical system is no 
 longer adequate, and the letter files must be numbered instead of 
 lettered. Numbers are more flexible, more definite than names, 
 and occupy less space. In giving to each permanent correspon- 
 dent a file number," that is, a number which designates the 
 compartment in the cabinet which will contain all letters received 
 from him and copies of all lettm written to him, you are merely 
 substituting a number fpr a name. The plan and system remain 
 
 THE CARD INDEX 
 
 117 
 
 the same. The essential difference between the simplest alpha- 
 betical and the most complex numerical system is that the latter 
 necessitates an index separate and distinct from the file itself. 
 This is usually very like the card-index file that you have seen 
 in public libraries. 
 
 The letter file referred to in the preceding paragraphs, whether 
 it is lettered or numbered, usually takes the form of a drawer, 
 inside of which is a cardboard or manila paper case divided 
 into pockets, or compartments. Some offices use shallow 
 drawers so that the letters lie flat when filed, but it is usually 
 more convenient for reference to have the letters filed verti- 
 cally, and this plan calls for a deeper drawer, as illustrated 
 in Figs. 2 and 4. In the numerical system each drawer is 
 assigned as many numbers as there are compartments. Pro- 
 jecting tabs, numbered at intervals of ten or more, indicate the 
 location of any compartment. Figure 4 shows a drawer from a 
 letter cabinet in which the pockets are numbered. 
 
 When a sufficient number of letters have been received from 
 a new correspondent to entitle him to be considered permanent, 
 he is given a number, assigned a compartment in the letter file, 
 and everything thereafter that concerns him is placed in that 
 compartment. His number, name, and address are then recorded 
 upon a card in the card-^index file. 
 
 The Card Index. — One of the most valuable features of the 
 numerical system is found in the great capacity and varied use- 
 fulness of the separate card index. It is often convenirat to 
 index correspondence, not merely by the names of the writers, 
 but also by the topics under discussion or by the states or locali- 
 ties in which correspondents reside. On a large scale this 
 would be impracticable without the use of a separate index. 
 An index card may contain any information necessary for a 
 complete reference to the business which has been or is being 
 transacted with any given individuaL If the circumstances of 
 a business call for indexing merely by names, each card in the 
 index file will contain the name, address, and file number of the 
 writer. If more than one correspondent is connected with 
 the same firm, or contributes information upon the same subject. 
 
Il8 HANDLING CORRE^FONDENCE 
 
 all such correspondents are given a common file number. Each 
 correspondent will, of course, have his own separate card prop- 
 erly placed in the card-index file, upon which card some ade- 
 quate reference will be made to all other cards containing the 
 names of persons whose letters supplement in any way his own. 
 Figures 5,6, and /illustrate the system of cross reference by 
 means of which the names of several correspondents serve as a 
 medium of reaching a single subject 
 
 Name Bate^ 7n^<f. (ga. File Number 36/ 
 
 Address cAeAnMAjk, <A. f, 
 
 See also Sclw-. £. €Umum^ ^ 
 
 See also ffLffi^ V Sa/yLwM 
 
 Fig. 5 
 
 Name €le/i9uym., €d^. jC. FUeNymba* 35/ 
 
 Address % Bale^ ?n(f. fo., o/l[i/i4HMjk, of. f. 
 
 See also BaZ&o. ??l(<f. 
 
 See also /fu^Cna^ Y BoivCw^M 
 
 Fig. 6 
 
 THE CARD INDEX 
 
 119 
 
 Name /fi<f<fin^ 2^ BoaXau^ File Number 86/ 
 
 Address /8 d^nM ^t., tA&uf- IfiyJo 
 
 See also BateA. TH^. 
 
 See also Sd/uh, (LUmvan^. 
 
 Fia7 
 
 While the compartments in the letter file are arranged numeri- 
 cally, the cards in the card-index file are arranged alphabetically. 
 There will be as many drawers of the card-index file as the ex- 
 tent of the correspondence calls for. If more than one, each will 
 be assigned a certain portion of the names or subjects indexed, 
 and will be lettered accordingly. Each drawer is divided into 
 
 Fig. 8 
 
 sections by projecting colored guide cai'ds. The guide cards 
 are lettered according to their alphabetical position, and indicate 
 the location of the card desired. For illustration, back of the 
 guide card Bol-Bor will be found all names beginning with 
 Bol, Bom, Bon, etc., to Bor. Figure 8 illustrates the separate 
 card-index file for indexing correspondence. 
 
I20 
 
 HANDUNG CORRESPONDENCE 
 
 Topic^d Index. — The circumstances of a business may 
 require that a topic, or subject, index supplement the name 
 indeiL An index card is then prepared for each topic under 
 discussion, and listed upon that card are to be found the names 
 of the various individuals whose letters c<mtribute anything 
 bearing upon that subject. It sometimes even happens that the 
 nature of a business may make the various topics under consid- 
 eration of greater importance as a means of classification and 
 systemization than the names of different correspondents, since 
 the paramount requurement is the power of turning at once to 
 all letters on the same subject. In such a case, each topic is 
 assigned a separate compartment and given its own .file number. 
 All correspondents contributing anything upon that topic are 
 then given the file number of that single topic compartment in 
 which all their letters collectively are placed. 
 
 In other words, if the classification and grouping is by topics 
 alone, the letters of all contributors to a given topic, as they are 
 received, are assembled and kept together in the compartment 
 of that topic ; while, if the classification and grouping is accord- 
 
 TofHc Sk& /ifoufkton SUat& 
 
 
 References : 
 
 
 
 
 JSuttU V 
 
 
 B yt&el&. ..^ 
 
 
 Fia9 
 
 ing to the names of the writers, it is also possible to supplement 
 the name index by an incidental topic-card index, each topic 
 card of which contains the name and file number of each corre- 
 spondent in whose compartment are letters bearing upon that 
 topic. By means of such supplementary topic cards, all such 
 
 DUPUCATING 
 
 121 
 
 letters may easily be assembled, whenever needed for refeience. 
 Figure 9 illustrates a topic-index card of the latter sort. 
 
 So it is seen that the index cards, however classified or ar- 
 ranged, refer directly by a file number to some compartment of 
 the letter file which is the principal source of information upon 
 any given topic, and at the same time they may be so constructed 
 as to contain references to all other sources of information upon 
 this same topic. , 
 
 Permanent Letter Files. — As the compartments in the letter 
 files fill, it becomes necessary to transfer letters to permanent 
 files or to transfer cases. The frequency with which letters are 
 transferred to permanent receptacles depends wholly upon the 
 number received in a given time. Some houses make transfers 
 every month, others twice a year, others still not more than once 
 a year ; and others transfer from each drawer whenever it be- 
 comes full. In making a transfer two things are essential : first, 
 letters of a recent date must be left in the temporary file, since 
 thfy may be needed for occasional reference ; second, some ade- 
 quate record of the transfer must be left in the temporary file. 
 Such record should show what period of time and what corre- 
 spondents have been embraced in the transfer, and there should 
 also be a very definite reference, usually by number, to the case 
 or file to which the transfer has been made. 
 
 Duplicating. — In discussing the subjects of filing and indexing, 
 it has .been assumed that copies of replies are to be filed with 
 the original letters, thus keeping for reference a complete record 
 in one place. This plan is rapidly growing in favor in large 
 offices, although the old-style tissue letter book, in which copies 
 of all letters sent out are preserved in chronological order, is 
 still in use very extensively. The advantage of having a copy 
 of the reply filed with a letter is obvious. Oftentimes one can 
 be rightly interpreted only in connection with the other, and 
 much time and trouble is saved by having both in one pocket. 
 Some concerns make carbon copies of replies on the backs of 
 the original letters. This plan prevents their becoming sepa- 
 rated, but its disadvantages, perhaps, outweigh the single point 
 in its favor. 
 
I 
 
 XIV. CORRESPONDENCE FOR PRACTICE 
 
 1. The following extract, covering in part the month of 
 January, 1905, has been taken from the personal business 
 narrative of Nelson Field, 342 So. Salina St., Syracuse, 
 N. Y. Before attempting to write any of the letters called 
 ^ ^or by the facts of this record, the student should read the 
 entire narrative as a whole. For, as no business proceed- 
 
 xa. ing can be fully understood, except in connection with 
 previous related transactions, so a single letter is often 
 but a short chapter in a continued story. Isolated letters 
 can not, therefore, be well written, unless we understand, 
 at least to some slight degree, the kind of transaction usu- 
 ally involveid under given curcumstances, together with the 
 
 lb. general policy of a proprietor or manager in regard to his 
 business. 
 
 Jan. 2, 1905 
 
 The general mercantile business of Baker & Edwards 
 
 a. has this day been purchased by me. I undertake to col- 
 lect all outstanding accounts, and I agree to assume all 
 liabilities of the old firm. On taking an inventory and 
 preparing for Bradstreet a financial statement, I find my 
 assets and assumed liabilities to be as follows : 
 
 3. Cash in The Commonwealth Bank, % 8000.00 
 
 H. B. Josq>fa's 30-day note, dated Dec. 8, 1904, indorsed 
 
 by A. L. Burleigh, 135 Spruce St., New York, . . 1200.00 
 
 yt. Book accounts considered good, per " Schedule A,"" . 7500.00 
 
 Book accounts considered doubt^l, per " Schedule B," . 3300.OQ 
 Stock of goods on hand— dry goods, shoes, fomitare, 
 
 china ware, drugs, and dgars, ^ 85,000.00 
 
 Horses, Delivery Autos, and other equipment, . . 6500.00 
 
 Fifty Shares Erie ist Preferred Stock at 74, . . . 3700.00 
 
 Total Assets, $115,100.00 
 
 \ 
 
 THE NARRATIVE 123 
 
 Bills Payable — 
 
 Three months' note in &¥or of £. G. Hildreth, dated 
 
 Oct. 15, 1904, with interest at 5% per annum, . . % 1000.00 
 
 Book accounts payable, falling due in January, 1905, . 9700.00 
 
 Mortgage Payable — 
 
 A chattel mortgage given by Baker & Edwards as security 
 for the payment of $19,000.00 with interest at 6%, dated 
 
 July 1, 1904, 19,000.00 
 
 Interest accrued on the above mor^;age, 6 months at 6% . 570.00 
 
 Total Liabilities, $30,270.00 
 
 3 
 
 I have advertised in the Syracuse " Herald " for experi- 4. 
 enced saleswomen, a credit man, and an assistant book- 4a. 
 keeper. 
 
 I have ordered of H. B. Claflin & Co., 331 Broadway, 5. 
 New York, 1000 yd. Linoleum at 45^ ; 500 yd. Moquette 
 at $\.^o. 
 
 Jan. 4 
 
 By means of a circular letter I begin advertising the 6. 
 new business. In it is a brief outline of the policy of the 
 " Field Store," together with an announcement of an open- 
 ing sale to begin Saturday next. Full particulars of the 
 sale will be published in the morning papers Friday and 
 Saturday, which I have asked the public to consult. 
 
 I have ordered by letter of Lord & Taylor, Broadway 7* 
 and 1 8th St., New York, 300 yd. Ingrain at 55^; 200 yd. 7a. 
 Wilton at j>i.30; 265 yd. oilcloth at 30^. 
 
 In a letter to H. E. Smith & Co., shoe manufacturers, a. 
 Brockton, Mass., I inform them that I have succeeded 
 Baker & Edwards in business, and ask for a running ac- 
 count with them on their usual terms. I give Bradstreet*s 
 agency and The Commonwealth Bank as references. 
 
 Jan, 5 
 
 In response to my advertisement for a bookkeeper and 
 
 a credit man, I have received many letters. I have written 9. 
 John Buchanan, Utica, N. Y., who is an applicant for the 
 
124 CORRESPONDENCE FOR PRACTICE 
 
 ^ position of credit man, and to A. W. Ellis, at present 
 with Slater Bros, of this city, who is the most promistng 
 candidate for the position of bookkeeper and office assist- 
 ant I have asked both of them to call at my office as 
 soon as convenient 
 
 10. I have remitted Hedley & Farmer, St James Building, 
 Detroit, Mich., my check for their Dec. 6 invoice of trunks, 
 bags, and suit cases, amounting to ^342.00, less 2^ dis- 
 count for payment in 30 days. 
 
 11. The following order I have sent to the Hixon Shoe Co., 
 175 Congress St, Boston, Mass., with a request to ship 
 promptly, via New York Central raih-oad : 16 doz. pairs 
 Men's Imitation Alii. #102, at 40^; 12 doz. pairs Men's 
 Velour #34, at 40^ ; 6 doz. pairs Men's Black Imitation 
 AlU. #103, at 60^; 5 doz. pairs Men's Black Vici #76, at 
 
 iia. 80^. I inclosed my certified check for the amount of the 
 order. 
 
 12. I have addressed a letter to Moloney Bros. Co., 546 
 Genesee St, Rochester, N. Y., making inquiry concerning 
 their lines of children's shoes, and suggesting that it might 
 be to our mutual advantage if they woukl send their rep- 
 resentative with samples. 
 
 Jan. 6 
 
 13. H. B. Joseph, 86 Worth St., New York, has written me 
 asking for an extension of time in which to meet his note, 
 which falls due to-morrow. Mr. Joseph gives as a reason 
 for his request the inability of several of his customers to 
 meet their obligations at maturity. A sudden slump in 
 the steel market, he says, has naade sales difficult and col- 
 
 13a. lectk>ns very slow. I have telegraphed A. L. Burleigh, the 
 indorser of the Joseph note, asking him to advise me at 
 once whether he is willing to grant the eitension and 
 waive protest and notice. 
 
 14. I am just in receipt of a letter from the Syracuse " Post- 
 Standard," soliciting my advertising patronage, and offer- 
 ing special rates for a yearly contract They urge the 
 
 THE NARRATIVE 
 
 125 
 
 large and growing circulation of their paper among a supe- 
 rior class of readers as a reason why their publication is 
 the best advertising medium in the city. 
 
 I reply to the Post-Standard's letter, and ask them 15. 
 to give me rates for a half page daily on a yearly contract. 
 I expect to use the " Post-Standard" and the " Herald " as 
 advertising mediums, provided I can get desirable space 
 on reasonable terms. I also address a letter to the Her- 15a. 
 aid," asking their advertising manager to call on me aa 
 soon as convenient, with information concerning their sub- 
 scription list, available space, rates, etc. 
 
 Jan. 7 
 
 This morning Mr. Burleigh telegraphed me, suggesting 16. 
 that an effort be made to collect one half of the amount 
 due on the Joseph note, and that an extension of thirty 
 days be given in which to pay the balance. In accordance 
 with this advice I wire Mr. Joseph at once that his note i6a. 
 will not be protested, and that I have sent by letter the i6h. 
 full particulars. 
 
 Otis V. French, a customer of ours, writes that he is 17. 
 unable to meet his obligations. He incloses a statement 
 of his affairs in connection with an offer to settle with all 
 of his creditors at sixty cents on the dollar. 
 
 I receive the following letter (see page 137, Ex. 18): 
 
 Detroit, Mich., Jan. 6, 1905. 
 
 Mr. Nelson Field, ^ 
 
 Syracuse, N. Y. 
 
 Dear Sir: We are in receipt of jcm letter of the 5tK 
 inst. and note that you have deducted 2% from our invoice of 18. 
 Dec. 6 ; your remittance is therefore $6.84 short. Our terms 
 are strictly 30 days, or 1% for cash in 10 days. Kindly send 18a. 
 us this amount to balance your account on our books. Baker 
 & £dward8 will tell you that these terms were fixed by us on 
 Jan. 1, 1904, and we can not now demte from them. 
 
 Trusting that we may be favored with your remittance for 
 the amount yet due; we remain. 
 
 Yours truly, 
 Hedley & 
 
126 
 
 CORRESPONDENCE FOR PRACTICE 
 
 19- I have bought of FairchUd & Campbell, Grand Rapids, 
 Mich., terms 2^ ten days, net thirty days, 24 #67 Sofas at 
 1127.50; 24 #46 Upright Beds at $31.00; 36 French Mat- 
 tresses at $18.00; 24 #14 Dining Tables at j^ij.oo. 
 
 ao. To A. B. Chase, 42 Greenbush St, Cortland, N. Y., I 
 have addressed a letter offering him the management of 
 my mail order department at a salary of j(i6.oo per week. 
 I explain to Mr. Chase that this department is an experi- 
 ment, although I believe it will grow in importance with 
 the growth of the business, and that as a result it o£Fers 
 an opportunity to a young man of ability and energy. 
 
 Jan. 9 
 
 After consulting Mr. Edwards, I have decided to pre- 
 pare two form letters to be sent to all old customers 
 who have unsettled accounts with us. A request for 
 prompt payment was sent by Baker & £dwards on the 
 2d of January with a notice of the dissolution of their 
 partnership. Many complied with this request and paid 
 in full Of those remaming I have revised the two 
 lists which Mr. Edwards prepared for me, designated 
 
 21. "Schedule A" and "Schedule B." Schedule A now 
 comprises those who have been good customers and have 
 usually paid promptly upon receipt of their monthly state- 
 ments. The good will and patronage of these I wish, of 
 course, to retain. In my letter to them, therefore, I have 
 been careful to give no offense; but I have, however, 
 made a firm demand for immediate payment. Schedule 
 B comprises all those who are slow pay and whose trade is 
 not desurable. The primary object of the letter I am about 
 to mail to this class is the collection of the amount due. 
 
 From information furnished by Mr. Edwards I have 
 made out a third list of other former customers to whom 
 the writing of further letters requestmg payment would be 
 
 22. futile. The claims against them, amounting to ^1478.53, 
 I have sent to A. L. Deming, attorney, Kirk Buildmg, 
 
 22fc with instructions to make a demand for immediate pay- 
 
 THE NARRATIVE 127 
 
 ment in each case, and, if necessary, bring suits against 
 those who still neglect to settle. 
 
 Jait^. 10 
 
 The mornmg papers note an increased activity in Erie 
 First Preferred stock. I wire Engel & Engel, brokers, 34 23. 
 Broad St., New York,- to sell 50 shares for me if, and as 
 soon as, the stock reaches 78. I write them more fully, 23a. 
 asking for their advice in respect to the future market for 
 Erie First Preferred. 
 
 I remit by check to the Bridgeport Wood Finishing Co., 24. 
 55 Fulton St, New York, the amount of then- invoice of 
 the 5th instant, $11.00, after deducting 60^ express charge 
 on the goods covered by this invoice. 
 
 I order of the Waterman Furniture Co., Grand Rapids, 25. 
 Mich., 10 doz. #346 Kitchen Chairs; 2 doz. #42 Parlor 
 Suits; 2 doz. #4 Student Rockers; 25 #12 ALX Dining 25a. 
 Chairs. This order I accompany with a letter, asking for 
 more hberal terms and better discounts, 
 
 I have written George E. Cheney, 124 Exchange St., 26. 
 Buffalo, N. Y., an acquaintance of many years, offering 
 to give him an opportunity to enter partnership with me. 
 An additional investment of 1^50,000.00 would greatly 
 increase our stock and the faciUty with which it could be 
 handled. The present condition of trade and a rapidly 
 growing market justify the behef that, with careful adver- 
 tising and proper management, our sales might be doubled 
 in a short time. Another man, who has capital to invest 
 and who possesses abiUty and experience, is almost indis- 
 pensable to the full development of future business. I 
 know Mr. Cheney to be such a man, and I have reason 
 to believe that he will regard my proposition with favor. 
 
 I receive a letter from H. B. Joseph, inclosing a cashier's 27. 
 check for $600.00, and his thirty-day note for |;6oo.oo, dated 
 Jan. 7, 1905, with interest at 5^ per annum. He expresses 
 the belief that he will be able to take up the new note 
 before it falls due. This is in reply to my letter and tele- 
 
128 CORRESPONDENCE FOR PRACTICE 
 
 27». gram of the 7th instant I acknowledge bis remittance, 
 
 and return the old note properly cancelled. 
 
 Jan. II 
 
 After investigating the matter of French's insolvency, 
 aS. I have decided to accept his proposition, and I write him 
 to that effect 
 
 7^ Replying to my letter of the 7th instant, A. B. Chase 
 writes that he is under contract to remain in his present 
 position six months longer and therefiM'e can not consider 
 my offer. He asks me to expect a call from Mr. Aldea 
 Steffens, Lyons, N. Y., whom he recommends very highly 
 for the position. 
 
 30. In response to my letter of the 4th instant, H. E. Smith 
 3ot. & Co. oflFer me a 6o^ay credit They have telegraphed 
 
 their agent, Mr. Gary El wood, at Little Falls, N. Y., direct- 
 mg him to call oH me at once with samples. 
 
 31. Moloney Bros. Co., under the date of January 7, have 
 replied to my letter of the 5th instant They state at some 
 length their facilities and experience in the manufacture 
 of children's shoes as a reason why they can supply the 
 trade with the best product at the lowest prices. They 
 have shipped me a case of samples by American Express 
 and have mailed me their catalogue. 
 
 The following letter (see page 138, Ex. 32) has been 
 referred to me for attention and reply: 
 
 37 Vesey St., New York, 
 
 Jan. 8. IQOC. 
 
 Messrs. Baker & Edwards, 
 
 Syracuse, N. Y. 
 Gentlemen: 
 
 Your fiivor of the 31st ultimo was received in due time, 
 3a. inclosing check in settlement of account and replying to your 
 
 inquiry concerning your complaint of the 24th ultimo, relative 
 to the price chained for the ten loo's half-grain Morphine 
 Tablets, and we now understand what has prompted the com- 
 plaint ; but we beg to explain that the price of $4.05 per thou- 
 sand as quoted by Mr. Rogers to the Matron of the Syracuse 
 
 * 
 
 % 
 
 THE NARRATIVE 
 
 129 
 
 Hospital was based on supplying the Tablets m bulk and not 
 in bottles of 100, or otherwise his quotation would have been 
 per hundred mstead of per thousand. Your ofdcr was for 
 Tablets in bottles of 100, and our invoice was rendered at the 
 best net price for the Tablets in that size of package. If you 
 will send your order in bulk lots of 1000 instead of in bottks 
 of 100, we will be very glad to make the former price of $3.45 
 net apply, but the keen competition that exists on Morphine 
 Tablets of all kinds do not embrase as small packages as 
 botdes of 100. 
 
 Thanking you for again writing us, we aie, 
 
 YouiB very truly, 
 
 The American Chemical Co., 
 by A. D. Moore. 
 
 Mr. Edwards explains that the foregoing letter is in 
 reply to a complaint made by him to The American Chemi- 
 cal Co. on the ground that they were supplying the Syra- 
 cuse Hospital with half-grain Morphine Tablets at 1^4.05 
 per thousand, whiljC at the same time they were l»lling t^m 
 to Baker & Edwards at $4.50. This letter explains the 33. 
 matter, and I am writing The American Chemical Company 
 to that effect 
 
 The two car loads of oats ordered by Baker & Edwards 
 of Schmitt Bros. & Co., 17 Canal St, Buffalo, N. Y., on 
 Dec. 24 last, are reported shipped. The consignors, hav- 
 ing received notice of the Baker & Edwards's dissolutkm 
 <rf partnership, have sent their bill of lading through the 
 bank with sight draft attached for the amount of the in* 
 voice, 1925.0a I decline to pay this draft and ask Schmitt 
 Bros, to recall it. In my letter to them I propose to pay 34. 
 for this shipment by check when it arrives. I inclose a 
 statement of my affairs, and give references. Mr. Edwards 
 has also written Schmitt Bros, respecting my standing and 
 responsibility. 
 
 Jan. 12 
 
 Replying to my communication of the loth instant, Engel 35. 
 & Engel advise me not to sell Erie Preferred at present 
 
 COM. CORRESPONDENCE — 9 
 
130 CORRh^FONDENCE FOR FRACTICE 
 
 They think a dividend on this stock will soon be declared, 
 35^ and that there is every prospect of its reaching 85 before 
 the end of the month. Acting upon this advice, I wu-e 
 them to disregard my order to sell at 78. 
 36. I remit a United States Express money order for #5.00 
 to the "Boot & Shoe Recorder," 36 Congress St, Boston, 
 36a. Mass., for one year's subscription. I ask the publish- 
 ers to let my subscription begin with the December 
 number. 
 
 Andrew Borrows, of 234 East Genesee St, on Saturday 
 last ordered shoes and millinery to the amount of $36.50 
 delivered on approval, with the distinct understanding 
 (such as I have with all customers who have no account) 
 
 37- that the goods must be promptly paid for, or returned 
 to the store within a reasonable time. I write Mr. 
 
 37m. Borrows, calling his attention to our invariable rule in 
 such cases, and ask him either to return the goods at 
 once or to send me without delay a remittance for the 
 amount due. 
 
 Elmer O. Cassidy, who had been with Baker & Edwards 
 
 as head bookkeeper for five years, has tendered his resig- 
 nation, to take effect as soon as his pbce can be filled. 
 
 38. He says in his letter of resignation that close indoor life- is 
 uncongenial, and that he intends to seek other employment 
 Mr. Cassidy was very highly recommended to me by Baker 
 & Edwards, and I do not Uke to lose so valuable a man. 
 Accordingly I ask him to take a month's vacation and 
 permit me to "hold the matter of his resignation in abey- 
 ance until he returns. He expects to visit Richmond, 
 Va., during his absence, and I give him a letter of introduc- 
 
 38a. tion to Mr. Clifford B. Rosa, an old acquaintance of 
 resUing in that dty. ^ 
 
 Jan. 13 
 
 I have just received the following letter (see p. 138, 
 Ex. 39) from the Bridgeport Wood Finishing Co. in reply 
 lo my communicatfen of the loih instant 
 
 THE NARRATIVE 
 
 55 Fulton St., 
 
 New York, 1-12-05. 
 
 Mr. Nelson Field, 
 
 Syracuse, N. Y. 
 Dear Sir: 
 
 We are m receipt of your check for $10.40, which we have 
 passed to your credit on account. We notice you deduct 60^ 
 expressage. Explain to us why we should stand the expres- 
 sage. Baker & Edwards, in ordering this shipment^ distinctly 
 stated to send by U. S. Express, and we can not affi>fd to pay 
 oqmssage on our goods. 
 
 Yours very truly, 
 
 The Bridgeport Wood Finishing Co, 
 by Charles £. Baldwin. 
 
 Replying to my communication of the loth instant, Mr. 
 
 Cheney says that he is considering my proposition care- 
 fully, and thinks that he will ultimately accept it He has 
 recently received another business proposition which he 
 can not, without due deliberation, refuse. Withm a week, 
 however, he believes he will be able to reach a decision, 
 of which he promises to inform me at the earliest moment 
 
 Over a year ago Baker & Edwards made an agreement 
 with Little & Co., Lynn, Mass., whereby they secured the 
 exclusive sale of the Sorosis shoe. I have learned to^lay 
 that Slater Bros, of this city are handling this shoe, and I 
 write Little & Co. for an explanation. I make as clear as 
 possible the fact that I have succeeded to all rights and 
 privileges guaranteed in trade contracts made by Baker 
 & Edwards, and that I must, therefore, have the exclusive 
 sale of the Sorosis shoe if I am to handle it at all. 
 
 Replying to my letter of the iith instant, Otis V. 
 French has remitted Richard Spaulding's certified check 
 for ^(240.00 in full payment of his indebtedness. The 
 Spaulding check is made payable to French and is by 
 him indorsed to me. I send him a receipt in full for his 
 account 
 
 Twenty-five cases of rubber footwear, ordered on Dec. 
 15 by Baker & Edwards from the. Boston Rubber Com- 
 
132 CORRESPONDENCE FOR PRACTICE 
 
 pany, 149 Lexington St., Boston, Mass., for deUvery on 
 Jan. 3, have not been received. The order was acknowl- 
 edged Dec. 18, and Mr. Edwards is of the opinion that 
 the railroad company must be responsible for the frequent 
 delays in Boston shipments. I have written letters of in- 
 
 43. quiry to the Boston Rubber Company, as well as to Charles 
 43a. W. Baldwm, freight agent of the New York Central R. R. 
 
 Syracuse, N. Y. ' 
 
 Jan, 14 
 
 44. I order of Moloney Bros. Co., Rochester, N. Y., from 
 samples which they have sent, the foUowing children's 
 and misses^ shoes: 5 doz. Kid Lace # 732, sizes 11/2; 
 5 doz. Kid Lace #539, sizes 2/5; 10 doz. Kid Lace 
 #827, sizes 2/5; 4 doz. Kid Lace #791, sizes 5/8. I 
 direct them to ship #732 by American Express and the 
 
 44a. balance of the order by New York Central freight 
 
 45. Mr. Aiden Steffens has presented a letter of introduction 
 from Mr. A. B. Chase. I ask Mr. Steffens, who is an appU- 
 
 45a. cant for the position previously offered to Mr. Chase to 
 outlme in a letter of application the policy which he would 
 pursue as manager of my mail^>rder department, in connec- 
 tion with a statement of his experience a;id references. I 
 have also requested him to call again in about a week. 
 
 46. Mr. H. B. Joseph wishes to take up his note of the 7th 
 instant and has remitted his certified check for ^600 58 
 
 46a. I cancel the note and return it to him with my thanks'fo^ 
 his remittance.. 
 
 Jan. 16 
 
 Less than 60% of Baker & Edwards's old customers to 
 whom I wrote on the 9th instant, have made remittances 
 to settle accounts. Several letters of complaint and in- 
 quuy have been received : 
 
 47. E. L. Gibson, 18 Gifford St., in his letter of the 13th, 
 asks for a bill of particukrs. He says that his account 
 seems to him too large and asks us to verify it by a de- 
 
 47a. tailed statement This I have sent 
 
 THE NARRATIVE 
 
 Ml 
 
 Eugene P. Bryant, 136 Garfiekl Ave., in his letter of 48. 
 
 the 1 2th, claims that he has not received full credit for 
 goods returned ; that he has called attentk>n to the arror ; 
 that he does not intend to pay the bill until it is rectified. 
 As the alleged mistake amounts to only ^(3.50 in a bill of 
 $36.00, I have written Mr. Bryant that our records do not 48a. 
 show any returned purchase, and that the date of the sup- 
 posed return is now so remote as to make it quite impos- 
 sible to verify his claim. Notwithstanding, I assure him 
 that if his bill is settled immediately, I shall be glad to 
 credit him with the amount of the alleged error. 
 
 Mrs. John Peckham, 178 James St., whose bill amounts 49. 
 to $386.75, in her letter of the 14th, asks for an extension 
 of time in which to make payment Her reason for this 
 request is the recent death of a son zxA tiie protracted 
 illness of her husband. It is rumored that John Peckham 
 is in financial difficulties, and I have asked the Commercial 
 Credit Association of this city to furnish me with a special 
 report upon his standing at once. 
 
 I am preparing a final letter to all " Schedule B" debtors. 5a 
 This I intend to make a peremptory demand for payment 
 Unless all accounts m this schedule are settled by Monday, 
 the 23d, I shall place them in the hands of my attorney 
 for collection. On the 23d I shall also prepare a second 
 letter to all "Schedule A" debtors who have not yet made 
 a settlement 50^. 
 
 My note of Oct. 15 for $1000.00 with interest falls due 
 to-day. In payment I have remitted to E. G. Hildreth, 51. 
 326 West Genesee St, Syracuse, N. Y., my check for 
 $1012.50, which covers the principal and interest accrued. 51a. 
 I ask him Xx^ cancel the note and return it to me. 
 
 I have ordered of the Stetson Mills, Paterson, N. J., the 5s. 
 following: Silk Velvet, Quality 1654; 3 pieces Brown, 
 #78; 5 pieces Blue, #81; 2 pieces Gold, #24. This 
 order is given upon the condition that the quality shall be 
 the same as that of the samples left by the Stetson Mills 
 agent, Mr. Roos, who called on me yesterday. I propose 
 
134 CORRESPONDmCE FOR PRACTICE 
 
 to pay for these goods upon the receipt of the shipment, 
 and I expect a discount of 2 56 for cash. 
 In fulfillment of the promise expressed in his letter 
 
 53. of the 13th instant, Mr. Cheney writes that, if terms can 
 be agreed upon, he has decided to accept my proposition 
 
 53". to enter a partnership with me He asks me to write 
 him somewhat fully the details of my plan. He says 
 further that he will very soon visit Syracuse for the 
 purpose of looking over the situation and discussing the 
 proposal. * 
 
 54. I have remitted the Mishawaka Woolen Mfg. Co Mish- 
 awaka, Ind., my check for $955.00 less the 2% rebate, 
 amounting to *4.oo, which they allow on knit goods. This 
 remittance is for their invoice of December 20 to Baker 
 & Edwards. 
 
 Jan. \j 
 
 55. Judson Bridenbecker, 18 Gifford St., has remitted his 
 salary check for $25.00 to apply on account This check 
 IS drawn by the Wells . Mfg. Co. to the order of Mr 
 Bndenbecker, but the latter has neglected to indorse it 
 
 SS«. to me. I have called his attention to the omission and 
 5Sb. returned the check in a reply asking him to rectify the 
 *rror. 
 
 56. Replying to my letter of the 13th instant, the Boston 
 Rubber Co. write that my shipment of twenty-five cases 
 of rubber goods went forward on December 19^ and that 
 the cause of delay must Ue with the railroad company 
 
 56^ They express their regret and inclose a copy of a ^ 
 sharp letter which they have written to the Boston freight 
 agent of the Boston & Albany R. R. 
 
 57. Mr. Baldwin, the Syracuse agent, has replied to my 
 letter of the 13th, stating that the Boston Rubber shipment 
 will be located very shortly and rushpd forward with the 
 utmost dispatch. 
 
 _ I have just received the following letter (see page 
 
 THE NARRATIVE 
 
 I3S 
 
 303 Pearl St. New Yoiic 
 Jan. 16. 1905. 
 
 ' Mr. Nelson Field. 
 
 Syracuse. N. Y. 
 GeiitleiiittL 
 
 Please find inclosed invoice for goods send to you fix>m 5S. 
 this office byeipvess? we trust that same will be satisfactory 
 to you. 
 
 Thanking you for your past fcivors, and trust that you will 
 fiivor us with a continuance of your vahied patronage^ 
 We beg to remain yours truly. 
 
 Martinez. Cogar. Co. 
 
 by L. £. 
 
 P.S. Our Representative^ Mr. S. Stemblad. send us this 
 order in. 
 
 Jan. 18 
 
 I have ordered of H. Collier & Son, Binghamton, N. Y., 59. 
 2 bbls. Wood Alcohol, Extra Refined, 95^, at 66# per 
 gallon; 3 bbls. Wood Alcohol, Special Refined, 97^, at 
 65^ per gallon; i bbL Columbian Spirit at |( 1.25 per 
 gallon, less \0% I understand that these prices are 
 F. O. B. Syracuse, and that their terms are 30 days, or a 
 discount of 2^6 if paid in ten days. I make a statement 
 to that effect. 
 
 The 5 doz. pairs Children's Kid Lace #732 ordered on 
 
 the 14th instant of Moloney Bros. Co. have just been de- 
 livered by the American Express Co. This shipment is so 6a 
 inferior to the sample from which I ordered, that I have 
 written to Moloney Bros. Co. that I can not accept it In 
 general style and finish, and especially in the quality of the 
 uppers, these shoes do not compare with other lines at 
 111.5a I tell them that unless the rest of the shipment 
 ordered on the 14th instant is much better than the part I 
 have received, I shall not be able to make any use of it 
 whatever. I further state that the 5 doz. pairs #732 now 60a. 
 on hand are held subject to their order. 
 
 Replying to my letter (rf the 13th instant. Little & Co. 61. 
 say that they are unable to account for my statement that 
 
136 
 
 CORRESPONDENCE FOR PRACTICE 
 
 Slater Bros, are selling the Sorosis shoe. They say that the 
 shoes were not purchased from them, and they assure me that 
 they recognize my right to the exclusive sale and will protect me 
 at any cost It is suggested by them that possibly Slater Bros 
 may have purchased somewhere a bankrupt stock in which 
 there were a few pairs of Sorosis shoes. They have instituted 
 an investigation and promise to acquaint me hter with aU the 
 facts of the case. 
 
 EXERUSES BASED UPOH THE PRECEDING NARRATIVE 
 
 The numbers of the following exercises correspond to the 
 numbers which appear in the margin of the preceding Narra- 
 tive. Each number identifies a letter or telegram expressly 
 indicated or implied which the student is required to write. As 
 has been stated, it is absolutely imperative that, at the outset, 
 the Narrative be carefully studied as a whole in order that the 
 nature of the business involved and pohcy maintained may be 
 thoroughly understood. Here and there specific references 
 have been made in the following exercises to previous chapters 
 that deal with the various problems incident to the different 
 kinds of correspondence called for by Field's business. Chap- 
 ter III, which deals with the Wger phases of correspondence^ 
 together with the special chapters on letters ordermg goods, 
 requesting payment, etc., should constantly be referred to for 
 general guidance in the composition of these letters After 
 having read the Narrative as a whole, the student should re-read 
 the paragraph indicated by the numeral of each exercise before 
 attempting to write any of the letters required. Thus, before 
 writing the letters called for in exercise 13, 13a, study para- 
 graph 13 of the Narrative. The student should in all cases 
 employ phrases of his own construction and carefully avoid usinit 
 the language of th€ book. ^ 
 
 to ill ttttl^s.^^^^ ^^^"^ to Nelson Field ^ a pmposldoo 
 
 i^'^^ll^^^^^ ^ P^^^^^ -i^h reference to 
 
 tbe mamg power of the busmess, value of stock and equipment, terais, etc 
 
 EXERCISES 
 
 I b. Reply of Baker & Edwards complying with Field's lequest for a more 
 detailed statement. This reply should suggest a meeting for further discussion. 
 
 2. ForiA letter from Baker & Edwards announcing the dissolution of part- 
 nership and requesting a settlement of all accounts. This letter is to be sent 
 to all customers having accounts unsettled. 
 
 3. Field's letter to Bradstreet, inclosing business and fiimnfjal slalonent 
 3a. Form letter from Fieki to aU creditors, askmg for a statement ctf 
 
 thdr accounts to date for comparison mth Baker & Edwards's books. 
 
 4. Letter of application for the position of credit man. 
 
 4a. Letter of application for the position of assistant bookkeeper, 
 
 5. Letter ordering goods. 
 
 5a. Acknowledgment of the forgoing <Mder. 
 
 6. Circular letter. Refer to discussion of this subject, page 98. 
 
 7. Letter ordering goods. 
 
 7a. Acknowledgment of the foregoing order. 
 
 8. Letter asking for a term of credit. 
 
 9. Letter to John Buchanan. 
 9a. Letter to A. W. Ellis. 
 
 10. Remittance. Refer to the discussion this subject, pages 61 to 70. 
 
 1 1 . Order inclosing remittance. 
 
 1 1 a. Courteous acknowledgment soliciting further orders. 
 
 12. Letter of inquiry. 
 
 13. Joseph's letter asking for an extmion ol time in whidi to meet his 
 note. 
 
 13a. Telegram to A. L. Burleigh ; confine it to ten words. 
 
 14. " Post-Standard's letter soliciting advertising. 
 
 15. Reply to the foregoing. 
 
 15a. Letter opening negotiations for aa advertising contract with the 
 « Hendd." 
 
 16. Burleigh^s telegram, waiving protest, etc. Limit it to ten words. 
 1 6a. Ten-word message to Joseph. 
 
 1 6b. Letter of particulars to Joseph. 
 
 17. French's letter announcing his insolvency. 
 
 18. This letter is an example of incoherence ; it is also brusque and lack- 
 ing in courtesy. After the student has re-read the paragraph on Coherence. 
 page 40, he should rewrite this letter. Note also what is said (on page 25) 
 about closing phrases like the example here given. 
 
 1 8a. Reply to the foregoing from Hedley & Fanner. Indose I6.84 and 
 show that the error was due to a rooent diange in the management of the 
 business. 
 
 19. Letter ordering goods of Fairchild & Campbell. Note the conditions. 
 
 20. Letter offering Mr. Chase the management of the mail-oider depart- 
 ment. 
 
 ai. Before attempting to write ktten 21 and ai% the student should read 
 
158 
 
 CORRESFQNDEJKE FOR PRACTICE 
 
 again carefully the chapter on Credits and Collectioiis, page 73 ; then write 
 the letter to Schedule A debtors. 
 2ia. Letter to Schedule B debton. 
 
 22. letter pladng accoimte in the hai^ 
 
 22a. Write Mr. Deming's letter to debtors, demanding immediate payment. 
 
 23. Telegram to Engel & Engel. Make it clear but brief. 
 
 23a. Letter to Engel & Engel, confirming telegram and aalfittg advice. 
 
 24. Letter of remittance to Bridgeport Wood Fuushing Co. 
 
 25. Letter ordering goods. Rder to terms and discounts. 
 
 25a. Reply fiooi the Waterman Fmmlture Co., refusing request for better 
 terms. This letter should be carefully and courteously worded, and it should 
 give convincing reasons for not complying with Mr. Y\t\d\ request. 
 
 26. Letter to Mr. Cheney. This proposition, if it be effective^ must be 
 
 * backed up with facts and %ures to show the real conditiwi and PTOSIS 
 Mr. Field's business. «i 
 
 27. Mr. Joseph's letter, inclosing check and new note. The sUtement 
 <rf this inclosure should be exact and coherent. 
 
 27a. Reply to Mr. Joseph's letter, returning the old note. 
 
 28. Letter to French, accepting his propositkm <rf settlement. 
 
 29. Mr. Chase's letter. 
 
 30. H. E. Smith & Co/s letter. 
 
 30a. H. E. Smith & Co.'s telegram to Mr. Gary Elwood. Make it ten 
 words. 
 
 ^i. Letter from Moloney Bros. Co. 
 
 32. An eiampie of incoherence. Conect the grammar, spelling, and dic- 
 tion, and rewrite in proper Ibrm. 
 
 33. Reply to The American Chemical Co. 
 
 34. Letter to Schmitt Bros. This should be courteous but foiceail. 
 34a. Mr. Edwards's letter of recommendation and guamnty to S^mitt Bros. 
 ^. Reply from £ngel & £iigeL 
 35a. Tekgnun to Engel & Engel. 
 
 36. Letter inclosing express money order for the " Boot & Shoe Recorder." 
 36a. Acknowledgment of the foregoing subscription. 
 
 37. This letter should be forceful, but courteous and resp ec tful 
 37a. Mr. Borrows's i^y. This should give some good reason for his 
 
 aqpfMuroit nci^ect 
 
 38. Mr. Qttsidy's letter of resignation. 
 38a. Mr. Field's letter of introduction to Mr. Rosa. 
 
 39. Refer to paragraph on courtesy, page 42, and rewrite this letter. 
 39a. Make reply to this letter and give some good leason why you deducted 
 
 the 60^ express diaige from their bilL 
 
 40. Mr. Cheney^s reply to my letter of the loth. 
 . 41. Let th» letter to Little & Co. be a clear, definite statement of your 
 
 position. Be careful, however, not to assume that they have acted in had Mth. 
 
 EXERCJSES 
 
 139 
 
 Thqr may not be at fimh in the least, and such an hiference, before they 
 have had an opportunity to explain, would be unwise. 
 
 42. Letter with remittance from Otis V. French. 
 42a. Reply to the foregoing. 
 
 43. Letter of inquiry to the Boston Rubber Ca 
 
 43a* Letter of inquuy to CImrles Ww Baldwhv freight agent. 
 44- Letter ordering goods. I>o not neglect the shipping directions. 
 44a. Moloney Bros. Co. acknowledge Mr. Field's order, and state that 
 the goods have been shipped according to directions. 
 
 45. Mr. Chase's letter introducing Mr. Sttfens. 
 
 45a- Mr. StefensV letter of aq>plication ; tills calk for unusual care. Refer 
 afdn to the discussion of this subject, page 85. Make yourself acquainted 
 with the requirements of such a position before attempting to write the letter. 
 
 46. Mr. Joseph's remittance. 
 
 46a. Acknowledge Mr. Joseph's remittance and return his nole. 
 47* Write Mr. Gibson"^ letter, asking for particulais. 
 47a. Reply to Mr. Gibson and send him an itemized bill. 
 48. Mr. Bryant's letter of complaint. 
 48a. Mr. Field's reply. 
 
 49- Mrs. Peckham's letter, asking for an extension of time la whkA to 
 
 pay an account This shoukl be frank and strsl|^tfiMrwaid-- a request rather 
 than an appeal 
 
 50. This letter should be brief, but it should be prepared with great care. 
 There should be no unnecessary display of authority, no bombast, no thieats. 
 Let the letter itself, as well as the proposed legal actkM% mpgns to be ^ le- 
 sult of a fixed business policy, which is not only neoeswy to the success of 
 any business, but which is frdr and just as well. 
 
 50a. Write the letter to Schedule A debtors. Do not assume that these 
 debtors are either unwilling or unable to pay. Attribute their delinquency to 
 neglect or temporary misfortune. Let this be moie uigent than the former 
 letter to this class, but do not yet suggest legal proceecyags. Refor to page 74 
 for frirther informatkm on thb subject 
 
 51. Mr. Fidd^s remittance to pay note due to-day. 
 51a. Mr. Hildreth's reply to the foregoing. 
 
 52. Note carefully the conditions upon which this older is plaoed, and be 
 very definite in stating them. 
 
 53. Second letter from Mr. Cheney. 
 
 53a. Mr. Field's reply to Mr. Cheney should be a detaffled statement of 
 everything that might influence the latter in making his decision. Remember 
 this is a business proposition, and your letter should contain only such infor- 
 mation as would appeal to a business man. Your peisonal desiies aie wholly 
 irrelevant He will view your proposition only from tibe standpomt of a prol^ 
 itable investment Let your aigument be terae. 
 
 54. Mr. Field's letter of remittance. 
 
140 CORRESPONDENCE FOR PRACTICE 
 
 55* Mr. Bfidcnbeckfiir^s letter of raiitttaiioe* 
 
 55a. Mr. Field's letter to Mr. Bridcnbecker. 
 
 55b. Write Mr. Bridenbecker^s reply, apologizing for the inconvenience 
 which has resulted from his oversight. 
 
 56. Remember in writing this letter that Mr. Field is a profitable customer 
 
 of the Boston Rubber Co., and that the promptness with which he receives ^ 
 their shipments is an important factor in their ftiture trade relations with him. 
 To manifest no interest in the matter simply because the fault is with the 
 railroad company would be a mistake. 
 
 56a. Write the letter of complaint from the Boston Rubber Co. to the Boston 
 & Albany Raikoad Ca The statemait of the Boston Rubber Ca's posltkm as 
 set forth.in exerdse 56 should be kept in mind here. Furnish the railroad 
 company with every detail concerning this shipment ; refer to former com- 
 plaints which you have been obliged to make, and ask them if your large and 
 frequent shipments are not entitled to more careM treatment. Do not use 
 the language of the book. , 
 
 57. Mr. Baldwin's letter. 
 
 58. Note all of the faults of this letter and carefully rewrite. 
 
 59. Be definite in stating the conditions upon which this order is based. 
 
 60. It should not be assumed in refusing to accept this shipment of shoes 
 from Moloney Bros, that there is any intention on their part to impose upon 
 you. Your letter shouM be a firm but courteous statement of your position. 
 
 6oa. Write the reply from Moloney Bros. Co. Ask Mr. Field to return 
 the case of shoes or state that you have sent your representative to adjust the 
 matter. Inasmuch as this is the first transaction with Mr. Field, Moloney 
 Bros, are probably in doubt whether the former is acting in good fiuith in 
 refusing this shipment Assume this attitude in writing, but, of comsoi do not 
 show your lack of confidence by anything you say in the letter. Remember, 
 also, that you are desirous of retaining Mr. Field's patronage. 
 
 61. Write the reply from Little & Co. 
 
 XV. POSTAL INFORMATION 
 
 The Classification of Domestic Mail Matter in the United 
 States is as follows : 
 
 First class includes all written matter, all matter closed 
 against inspection, and all matter, though printed, which has 
 the nature of actus^ and personal correspondence, except such 
 specified writing or printing as may be placed upon matter of 
 the second, third, and fourth classes without increasing the rate. 
 
 Second class includes all newspapers and periodicals which 
 bear the authorized statement, "Entered at the post oSaio^if^ 
 second-class mail matter." 
 
 Third class includes all printed matter not having the nature 
 of actual personal correspondence, except newspapers and perir 
 odicals belonging to the second class. 
 
 Fourth class includes all merchandise and all oth^ matter 
 not comprehended in the first, second, and third classes. 
 
 Note. — Matter of a higher class inclosed with matta- ol a loner 
 subjects the whole package to the higher rate. 
 
 Wliat constitiitM Third-dats Matt^ ; Printed Matter Defined. — 
 
 Printed matter is the reproduction upon paper by any process, 
 except handwriting and typewriting, of words, letters, characters, 
 figures, or images, or any combination thereof, not having the 
 character of actual personal correspondence. Matter produced 
 by the photographic process (including blue prints) is printed 
 matter. 
 
 Circolart. — A circular is defined by law to be a printed letter 
 
 which, according to internal evidence, is being sent in identical 
 tenns to several persons. A circular may bear a written, type- 
 written, or hand-stamped date, name and address of the person 
 addressed and of the sender, and corrections of mere tyfographi- 
 - ce^t errors. 
 
 HI 
 
142 POSTAL mFORMATIOIf 
 
 Where a name (except that of the addressee or sender)^ date 
 (other than that of the circular), figure, or anything else is 
 written, typewritten, or hand-stamped in the body of the circular 
 for any other reason than to OMrrect a goiuine typographical 
 error, it is subject to postage at the first-class (letter) rate, 
 whether sealed or unsealed. There is this exception, however: 
 if such name, date, or other matter is hand-stamped, and not 
 of a personal nature, the character of the circular as such is not 
 changed thereby. 
 
 Reproductions or imitations of handwriting and typewriting 
 obtained by means of the printing press, neostyle, hectograph, 
 electric pen, or similar process will be treated as third-class 
 matter, provided they are mailed at the post office window or 
 c^her depository designated by the postmaster in a minimum 
 number of twenty perfectly identicaly unsealed copies separately 
 addressed. If mailed in a less quantity, they will be subject to 
 the first-class rate. 
 
 Wrapping of Mail Matter. — Second-, third-, and fourth-class 
 matter must be so wrapped or enveloped that the contents 
 may be examined easily by the postal officials. When not so 
 wrapped, or when bearing or containing writing not authorized 
 by law, the matter will be treated as of the first class. 
 
 UamailaUe Matter. — Unmailable domestic matter, that is, 
 matter which is prohibited admission to the mails ui|dar any 
 circumstances, includes : 
 
 1. All matter illegibly, incorrectly, or insufficiently addressed. 
 
 2. All first-clasS| third-class (except a single book), and fourth- 
 class matter weighing over four pounds. 
 
 3. Poisons, explosives, and the like. 
 
 4. Libelous, defamatory, threatening, or obscene matter. 
 
 Note. — A postal card with a statement of account written thereon, or a 
 legal notice that taxes are due, or about to become due, may be transmitted 
 in the mails when such statement or notioe does not contain anytlnng reflect- 
 ing injuriously upon the conduct or character of a perM>n, or a threat <tf any 
 
 kind, or any other matter forbidden by law. 
 
 5. All matter concerning any lottery, so-called gift concern, 
 or other enterprise of chance, or concerning schemes devised 
 
 PREPAYMENT OF POSTAGE 
 
 HI 
 
 for the purpose of obtaining money or property under false 
 pretenses. 
 
 6. It is not permissible to write upon third- or fourth-class 
 matter or its wrapper, or to print or write upon second-class 
 matter or its wrapper, directions relative to the delivery thereof 
 inconsistent with the postal regulations; consequently directions 
 to deliver to some indefinite address, as to a Druggist" or 
 "Physician," if the matter is undeliverable to the addressee, 
 must in all cases be disregarded by the postmast^ at the office 
 of address. Matter so addressed is held to be unmailable. 
 
 Postage Rates on domestic matter are as follows : 
 
 First Class. — Rate, 2 cents for each ounce or fraction. Limit 
 of weight, 4 pounds. United States postal cards, i cent each \ 
 post cards, i cent each. 
 
 Second Class. Unsealed. — Rate, i cent for each 4 ounces or 
 fraction. Full prepayment required. No limit of weight 
 
 Third Class. Unsealed, — Rate, i cent for each 2 ounces or 
 fraction. Full prepayment required. Limit of weight»^4 pQunds, 
 except it is a suigle book. 
 
 Fourth Class, Unsealed. — Rate, I cent for each ounce or 
 fraction, except seeds, bulbs, nx^ scions, and plants, which 
 are i cent for each 2 ounces or fraction. Full prepayment re- 
 quired. Limit of weight, 4 pounds* 
 
 Prepayment of Postage. — Postage on all domestic mail matter 
 must be prepaid in full at the time of mailing by stamp3 iLffixed* 
 except as follows : 
 
 {a) Letters of United States soldiers, sailors, and marines, 
 when marked Soldier's letter,'' Sailor's letter," or Marine's 
 letter," as the case may be, and signed thereunder by a com- 
 missioned officer with his name and official designation. 
 
 (b) A letter bearing only a special delivery stamp. This pro- 
 vision applies to special delivery letters only. 
 
 {c) First-class matter, prepaid one full rate, 2 cents. 
 
 Note. — In each of the above eases the matter wQI be forwarded to destina- 
 tion and the unpaid postage collected on delivery at single rates only. The 
 only kind of domestic mail matter that is returnable to the sender or that will 
 be forwarded from one post office to another without additional postage ior 
 
144 POSTAL INFORMATION' 
 
 such service, when undeliverable, is letters and other first-daw matter pit* 
 paid one full rate (2 cents). Official matter maUed under penalty envelope 
 or frank and double postal cards wiU be returned without additional postage, 
 but not single postal cards or post cuds. 
 
 {d) Matter of the third and fourth classes mailed in quanti- 
 ties of not less than two thousand identical pieces upon which 
 postage is paid in money. For information concerning the 
 regulations governing such mailings, inquuy should be made 
 of the postmaster. 
 
 Note. — Postage-due stamps, internal revenue stamps, or embossed stamps 
 cut from stamped envelopes, or stamps cut from postal cards will not be 
 accepted in payment of postage. 
 
 {e) In large cities and adjacent districts of dense population, 
 having two or more post offices within a distance of three miles 
 of each other, any letter mailed at one of such offices, and 
 addressed to a locality within the delivery of another of such 
 offices, which shall have been inadvertently prepaid at the drop 
 or local letter rate of postage only, may be forwarded to its 
 destination through the proper office, charged with the amount 
 of deficient postage to be collected (m delivery. 
 
 What is Domestic Mail Matter. — Domestic mail matter iur 
 eludes all matter deposited in the mails for local delivery, or for 
 trannnission from one place to another within the United States, 
 or to or from or between the possessions of the United SUtes. ; 
 
 Porto Rico and Hawaii are included in the term " United 
 States" as used by the postal authorities. The Philippine 
 archipelago, Guam, Tutuila (including all adjacent islands of 
 tiie Samoan group which are possessions of the United States), 
 and the canal zone are included in the term " possessiims of the 
 United States.'' The term "canal zone" includes all the ter- 
 ritory purchased from Panama, embracing the " canal, zone " 
 proper and the islands m the Bay of Ftoama named Perico, 
 Naos, Culebra, and Flamenco. 
 
 Domestic rates of postage also apply to mail matter sent from 
 the United States to Canada, Mexico, Cuba, and the United 
 States postal agency at Shanghai, China. 
 
 % 
 
 CUSTOMS DUTIES 
 
 145 
 
 ^op Letters - A " drop " letter is one addressed for delivery 
 at the offiee where mailed. ^ 
 
 "^"^^^^^ letterK^mer offices, or at offices which 
 
 Sh^ "^"^ "^'■"^ ^'^^ '^^"^^^y has been esta^ 
 
 hshed, and the persons addressed can be served by rural free 
 
 LT^*" T the rate of 2 ..L for 
 
 ounce or fraction thereof. 
 
 When mailed for delivery at post offices where the letter- 
 ^er servKe is not established, or at offices where the patrons 
 «n not be served by rural free deUvery carriers, the r^is i 
 cent for each ounce or fraction thereof. 
 
 There is no drop rate on mail matter other than letters. 
 
 ttrj*"!? ^ t° the writer 
 
 at some other post office, if unclaimed, can not be resDected 
 miless it has been prepaid one f uU ntte (2 cents) of^ 
 
 Foreign Rates. - The rates of postage applicable to aU foreign 
 countries, other than tho« to which the domestic rate apS 
 (see p. 144), are as follows : 
 
 Cbhis 
 
 Letters, for each half ounce or fraction of half ounce . , 
 
 Single postal cards (including souvenir cads), eadi ' * ' , 
 
 Double postal cards (including aoaveair cards), each' ' ' ' ! 
 
 ounces orir.,^on,^:.r^i' \ \ 
 ^-wnmetml paper, for the first 10 ounces or less 
 
 And for each additional 2 ounces or fraction thereof ' * * f 
 
 Samples of merchandise, for the first 4 ounces «r * ' , 
 
 And for each additional a ounces or ftaction thereof * * i 
 
 Custom. I)utto..-- Articles of merchandise are not excluded 
 from the mails for foreign countries because they may be liable 
 to customs duties in the countries to .which they are addressed. 
 Customs duties can not be prepaid by the senders of dutiable 
 articles , they will be collected of add««ee. if the articles are 
 aehverecL > 
 
 Dutiable articles forwarded to the Unit^ States from foreign 
 countries are deUvered to addressees at post offices of destim- 
 tkm upon compl^nce with certain conditions and the payniwt 
 of the duues levied thereon. 
 
 COM. COKUirONOKNCB— 10 
 
146 
 
 POSTAL INFORMATIOI^ 
 
 Delivery of Mail Matter. Addnss. — Mail matter should be 
 addressed Jegibly and completely. The name of the addressee, 
 the post office, and the state must be ^vcn. If the addressee 
 resides in a city havii^^ free deUvary, the house number and 
 street, or the post office box, if known, should be given. If th^ 
 addressee resides on a rural free delivery route, the number of 
 the route, if known, should be given. 
 
 Transie7it, — Letters addressed to persons temporarily so- 
 journing m a dty where the free delivery system is in opera- 
 tion should be marked "Transient" or General delivery/' if 
 not addressed to a street and number, or smne other designated 
 place of delivery. 
 
 Return Notices. — To secure return in case of non-delivery 
 because of misdirection, insufficient payment of postage, or 
 other causes, the sender's name should be written or printed 
 in the upper left-hand comer of the mail matter. 
 
 First-class matter indorsed After days, return to 
 
 , if not deliverable," will be returned at the expuration of 
 
 the time indicated on the envelope or wrapper. If no time is 
 set for return, the matter will be returned at the expiration 
 of thirty days. The sender has the right to lengthen or shorten 
 the time set by subsequent direction to the postmaster,- but the 
 matter must remain m the post office for delivery at least three 
 days. Unclaimed letters bearing the card of a hotel, school, col- 
 lege, or other public institution which has evidently been printed 
 upon the envelopes to serve as a mere advertisement, will not 
 be returned to the place designated unless tliere is also a request 
 Airefor. 
 
 The sender of second-, third-, and fourth-class matter which 
 is not of obvious value can cause a notice of non-delivery to be 
 sent to him by placing thereon the following request : " If not 
 
 delivered within days, postmaster will please notify ^, 
 
 who will provide retuwi postage." 
 
 How to recall Mail Matter. — The sender may recall mail 
 maitter by complying with certam regulations that have been 
 established by the post office department. Aese regulations 
 require that all applications for the recall of mail must be made 
 
 SPECIAL DELIVERY %. 
 
 ♦ m 
 
 ■ k 
 
 to the postmaster at the maiUng office on a blank pjrovided for 
 that purpose. Separate blanks are provided for recall before 
 dispatch and after dispatch. The application for recall before 
 dispatch must contain the following information : whofi mailed, 
 where mailed, how addressed, the content of the return. card, a 
 description of the envelope, the amount of postage prepaid, 
 together with a statement of the reasons why the applicant 
 desures to recall the matter in question. The application for 
 recall after dispatch must contain, in addition to the forgoing 
 information, an agreement on the part of the applicant pro- 
 tect the postmaster from any and all claims made against him 
 for the return of such mail matter, and to indemnify him fully f 
 any loss he may sustain by reason of such action. The sender 
 must also deposit with the postmaster a sum sufficient to cover 
 all expenses incurred, and he must agree to deliver to him the 
 envelope or wrapper of the mail matter recalled. A description 
 of the mail matter is telegraphed to the postmaster at the place 
 contained in the address, or to the railway postal clerk in whose 
 custody the matter is known at the time to be, with a request to 
 return it On receipt of such request, the postmaster or postal 
 clerk will return the matter desired. 
 
 All applications for the recall of any article of mail matter, 
 together with proofs submitted therewith, the sender's receipt 
 for such matter, and the envelope or wrapper in which it was 
 inclosed must be carefully filed at the mailing office. The niail 
 must not be delayed or the business of the post office i^ided 
 in order to search for mail matter desired to be withdrawn. 
 
 Special Delivery. — A special delivery stamp, in addition to 
 the lawful postage, secures the immediate delivery of any piece 
 of mail matter at any United States post office within the letter- 
 carrier limits of free delivery offices, and within a one^ile Umit 
 ofemy other post office. This can be effected only by the use of 
 the special delivery stamp. 
 
 Hours of delivery are from 7 a.m. ton p.m. at all free delivery 
 offices, and from 7 a.m. to 7 p.m. at all other offices, or until 
 after the arrival of the last mail at night, provided that is not 
 later than 9 p.m. Special delivery mail must be delivered on 
 
148 
 
 POSTAL INFORMATION 
 
 Sundays as well as on other days, if the post office is open on 
 
 Sundays. 
 
 If special delivery matter fails of delivery because there is no 
 person at the place of address to receive it, the matter is re- 
 turned to the post office and delivered in the ordinary mail. ^ 
 
 Special delivery matter may be forwarded, but is not entitled 
 to special delivery at the second office of address unless for- . 
 warded on a general forwarding request before attempt at de- 
 livery has been made at the post office of original address. 
 
 Rural letter carriers are required to deliver special delivery 
 mail to the residences of patrons of their routes, if they live 
 within one mile of such routes. Special delivery matter, ad- 
 dressed to patrons of rural free delivery who reside more than 
 one mile from the routes, will be placed in the box of the ad- 
 dressee in the same manner as ordinary mail* 
 
 A special delivery stamp does not give to a piece of mail 
 matter any security other than that given to ordinary mail 
 matter. 
 
 Registry System. — Registered mails reach every post office 
 in the world. The system insures safe transit and correct 
 delivery. 
 
 In case of loss, the sender or owner of a registered parcel, pre- 
 paid at the letter rate of postage, mailed at and addressed to a 
 United States post office, is indemnified for its value up to $25. 
 
 Valuable letters and parcels, and those which the sender 
 wishes positively to know have been correctly delivered, should 
 be registered. 
 
 The registry fee is 8 cents for each separate letter or parcel, 
 
 in addition to the postage, both to be fully prepaid with pgstage 
 stamps attached to the letter or parcel The registration fee is 
 the same on foreign as on domestic mail. 
 
 Any piece of mail matter may be registered at any post office 
 or station thereof, and by any rural free delivery carrier. In 
 residential dis^tricts of cities, letters and packages of first-class 
 matter that are not cumbersome on account of size, shape, or 
 weight, can be registered by letter carriers at the house door^ 
 as safely as if brought to the post office. 
 
 POSTAL MONEY ORDERS 
 
 149 
 
 Advantages of registering Mail. — A receipt is given the 
 sender for every piece registered. A second receipt from the 
 addressee or his authorized agent, acknowledging delivery, is 
 returned to the sender in every case, without extra charge. 
 This receipt is, under the law, prima facie evidence of delivery. 
 
 Note. — If the artide is addressed to a foreign country, no receipt from 
 
 the addressee is returned to the sender unless the words "Return receipt 
 demanded are written or stamped across the £cice of the letter or parceL 
 
 In case of loss of a valuable registered letter (or package pre> 
 paid at the letter rate), the sender should make application for 
 indemnity to the postmaster at the office where the piece was 
 
 mailed. 
 
 Registered mail is deliverable only to the addressee or upon 
 his written order. The sender may, however, restrict delivery 
 to the addressee in person by indorsing upon the envelope 
 or wrapper the words ''Deliver to addressee ' ' The words 
 "Personal" or Private " do not so restrict delivery. Persons 
 applying for registered mail, if unknown, will be r^uired to 
 prove their identity. 
 
 Registered mail will be forwarded upon the written or tele- 
 graphic order of the addressee, subject to the usual regulations 
 respecting the prepayment of postage. No additional registry 
 fee is chargeable for forwarding or returning registered matter. 
 
 Postal Money Orders. — Postal money orders may be obtained 
 at or paid at more than 4PfiOO money-order offices in the United 
 States, and may be drawn on post offices in more than 50 
 foreign countries. 
 
 Orders may be drawn upon the post office at which issued, 
 and are therefore available for local use in settlement of accounts, 
 as well as for remittances to other points in the United States or 
 to foreign countries. Lists of the countries exchanging money 
 orders with the United States are exhibited at post offices 
 transacting international money-order business. 
 
 Fggs. — For domestic money orders the charge is from 3 cents 
 to 50 cents, in addition to the amount of the order, and these 
 • rates apply to orders payable in Canada, Cuba, Newfoundland, 
 
POSTAL INFORMATION 
 
 Barbados, and some other Britidi West Indies, the Philippines, 
 
 Tutuila, and the United States Postal Agency at Shanghai 
 (China) ; for international money orders the cha^e is from 8 to 
 50 cents to some countries, and from 10 cents to $1.00 to others. 
 
 No single order will be issued tor more than jlioo.oa Wben^ 
 a larger sum than j^iocoo is to be sent, additional orders may 
 be obtained. 
 
 Indorsements. — More than one indorsement on a money order 
 
 is prohibited by law. One or more additional names, however, 
 may be written upon the back of orders for the purpose of identi- 
 fication of payee, or guaranty of genuineness of signature of 
 the payee or indorsee. The stamp impressions which banks 
 ordinarily place on money orders left with or sent to them for 
 collection are not regarded as indorsements transferring owner- 
 ship of the orders or within the meaning of the statute which 
 prohibits more than one indorsement. 
 
 A domestic money order may be repaid at the office of issue 
 within one year from the last day of the month of its issue. 
 
 / 
 
 INDEX 
 
 Abbreviations, of titles, i8 ; of states and 
 
 possessions, 51. 
 
 Acknowledging orders, 59. 
 
 Address — Introductory, content, 16; 
 form, 19 ; relative position, 10 ; illus- 
 trations, 19-20; exercises, 23. Out- 
 side, adequateness, 48 ; content, 48 ; 
 form, 48-49 ; illustrations, 49-52 ; 
 punctuation, 50; exercises, 53. 
 
 Application, letters of, 85; iliustratioDS, 
 S^7; exercisesy 88. 
 
 Bill of exchange (see draft). 
 
 Body of letter, mechanical ^form, 24 ; 
 
 pafagniphiii& %^^ topical arrange- 
 
 ment, 24; wordings 33. 
 Brcfity, 33. ^ 
 
 Cabkgrami,. 104 ; exercises, 109. 
 
 use of, in salutation, 21 ; in com- 
 plimentary close, 27 ; in letters order- 
 ing goods, 58. 
 Certificate of deposit, 66. 
 Check, personal, 64 ; certified, 65 ; 
 
 cashier's, 66. 
 Circular letters, 98 ; exercises, 101-103. 
 Circulars, defined, 141. 
 Qearness, 35. 
 Code numbers, 97. 
 Code words, 105. 
 Coherence, 40. 
 Collection and exchange, 67. 
 Completeness, 36. 
 
 Complimentary close, content, 25 ; con- 
 Tentional forms, 25 ; phrases pre- 
 ceding, 25 ; relative position, 10 ; 
 illustrations, pnnctnation, 27; exer- 
 cises, 31. 
 
 CoRespondence, filing, 112; h a n dli n g, 
 
 112; indexing, 115. 
 CoficipoiideBts, contract relations o( iia 
 Coutety* 42 ; titles q( 16-17. 
 
 Credits and collections, 73. 
 Customs duties, 145. 
 
 Date, importance of, 13-14; relative 
 
 position, 10 ; form, 13 (see heading). 
 Dead Letter Office, letters that go to, 48. 
 Delivery of mail matter, address, tran 
 
 sients, return notices, 146. 
 Draft, how drawn, 63 ; illustrated, 64 ; 
 
 indorsed, 63, 71 ; use of, in remitting, 
 
 67. 
 
 Drop letters, 145. 
 Duplicating, 121. 
 
 Envelope, color and quality, 50 ; 
 
 ing letter in, 47 ; sealing, 53 ; ad- 
 dressing, 47-49 ; illttstratioiis» 49-52 ; 
 self-addressedy stamped, 53; exer- 
 cises, 53. 
 
 Exactness, 38. 
 
 Exchange, 67. 
 
 Exerdses, review under beading, address^ 
 salutation, and complimentary doae^ 
 31 ; based on the narrative, 136- 
 140. 
 
 Filing correspondence, 1 12. 
 
 Folding a letter, 46. 
 
 Form letters, 97; exercises, 101-103. 
 
 Handling correspondence, 1 12. 
 
 Heading, content, form, 13; 
 position, 10 ; illustrations, 
 punctuation, 15; exercises, 
 
 relative 
 
 H-15 J 
 16. 
 
 Inclosures, 69. 
 
 Indexing correspondence, geographical 
 index, 115; numerical system, 116; 
 card index, 117 ; by topics^ I20u 
 
 Indorsement, letters of, 90. 
 
 Indocsement, of draft, 63; ilh wt n i ted , 
 71; of money ocden^ 150. 
 
 «5i 
 
152 
 
 INDEX 
 
 Inserting letters in envelopes, manner of, 
 47- 
 
 Introduction, letters of, 89 ; exercises^ 91. 
 Introductory address, 16-23. 
 Invoice, illustrated, 70; use of, in ac- 
 knowkdgiDg orden, 59. 
 
 Letter, outUiie of, 10; puts of, 12; word- 
 ing of, 33 ; body o^ 24 ; folding and 
 addiessing, 46. 
 
 Letter p«per, sizes for Iwsiiiess use, 46. 
 
 Mail matter, domestic deSned, 144; 
 
 classified, 141 ; unmalkble, 14a ; bow 
 
 recalled, 146. 
 Money orders, express, 63; postal, 62, 
 
 149. ^ 
 
 Narrative of transactions, 122-136. 
 
 Official letters, complimentary close of, 27. 
 
 Opening letters, manner of, 112. 
 
 Ordering goods, painstaking care in, 55 ; 
 essential points, 56 ; form illustrated, 
 ; l^ur manufacture, 58 ; exer- 
 cises, 59. 
 
 Overweight letters, 52, 143, 145. 
 
 Paper, sizes for business use, 46. 
 Parts of a letter, 1 2 ; outline, 10. 
 Penmanship, relating to signature, 29. 
 Postage, domestic rates o( 143 ; foreign 
 
 rates of, 145 ; prepayment 143. 
 Postal information, I4i-I5a 
 Promptness, importance o( III. 
 Ponctnation, heading, 15 ; salutation, 23; 
 
 ccmplimentaiydosey 27; «ddrcii» 5a 
 
 Rates of postage, 143, 145. 
 
 Recommendation, letters of, 92 j illus- 
 trated, 93 ; exercises, 96. 
 
 Registered letter, 62. 
 
 Registry system, 14S. 
 
 Remittance, letters containing, 61 ; as to 
 currency and stamps, 61 ; safe metb« 
 odS| 61-66 ; appiication of payment, 
 69 \ exercises, 7a . 
 
 Requesting payment, 74 ; illnitratlon, 78 ; 
 eaercises, Sou 
 
 Salutation, relative position, 10; form, 
 20; illustrations, 22-23 ; punctuation, 
 23 ; exercises, 23. 
 
 Sealing, 53. 
 
 Shipping directions, 56. 
 
 Signature, what constitutes, 27 ; of firm 
 or company, 28 ; relative position, 10; 
 of one acting in representative capac- 
 ity, 28-29 5 importance of, 29 ; illegi- 
 ble, 29 ; of women, 30, 
 
 Special delivery, 147. 
 
 Stamp, where placet!, 52 ; return postage^ 
 53 ; overweight letters, 52. 
 
 States abbreviated, 51. 
 
 Style, what constitutes, 33. 
 
 Telegrams, 104 ; exercises, 107. 
 
 Terseness, 35. 
 
 Titles, of courtesy and distinctioni 16; 
 
 al]A>reviatioiis o^ 18-19. 
 Transfer cases» 121. 
 Transients, lioir to address, 49^ 146. 
 
 Wording of a letter, 33-45. 
 Wrapping of mail mattery 142. 
 
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 COMMERCIAL PUBLICATIONS 
 
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Manual of the Constitution of the 
 
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Robinson's New Higher Arithmetic 
 
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