Business letters should be brief and to the point. The best letter states clearly all the facts in the fewest words. Brevity is not inconsistent with a long letter, as so much may need to be said as to require a long letter, but all repet.i.tions, lengthy statements and multiplication of words should be avoided. Use short sentences, and make every word mean something. Short sentences are more forcible, and more easily understood or remembered, than long drawn out utterances.
STYLE.
Style refers to the tone, air, or manner of expression. Dignity and strength should characterize the style of the business letter. No ornament of expression or eloquence of language is necessary or appropriate in a correspondence between business men. Come to your meaning at once. State the facts. Let every sentence bristle with points.
The successful business man must possess energy, decision, and force, and these qualities should be conspicuous in his correspondence in order to command respect. Never use loose or slang expressions.
The business man should be a _gentleman_. Indulge in no display of superior knowledge or education, but temper each paragraph with respect and deference to others. The learner who would aspire to write a good letter, should, after having finished his attempt, go over each sentence carefully and wherever the p.r.o.noun I occurs, modify the expression so as to leave this out.
ORDERING GOODS.
In ordering goods of any kind, care should be used to state very explicitly the color, size, quality, and quant.i.ty of the articles desired. If manufactured goods, the name of the manufacturer, or his trade mark or brand should be given. Also state when you desire the goods shipped and in what way. If by freight or express, state what Freight line or Express Company.
SENDING MONEY BY LETTER.
Paper currency should seldom be trusted to pa.s.s through the mails, as the liability to loss is too great. Better send draft or P. O. money order, and in every case the amount of the remittance should be stated in the letter, and also whether by draft or otherwise sent. The letter may become important evidence in regard to payment at some future time.
INSTRUCTIONS.
In giving instructions to agents, manufacturers and others, let each order occupy a separate paragraph. State in unmistakable language the instructions desired to be conveyed. If possible a diagram or plan should be enclosed in the letter. Cautions and complaints, if any, should be clearly set forth in paragraphs near the close of the letter.
A DUNNING LETTER.
State when the debt was contracted, its amount, the fact of it having been long past due, the necessity for immediate payment, and any other facts depending on the peculiarities of the case, which it may seem best to make use of, such as promises to pay, which have not been met; the inconvenience as well as injury and distrust caused by such irregularities, etc.
LETTERS OF INTRODUCTION.
Be just and truthful, avoiding any stereotyped form in letters of introduction. Never give a letter of introduction unless you have entire confidence in the person to whom it is given; it may reflect on your character or be used against you. Be very guarded that no expressions may be construed into a letter of credit, thus making the writer liable for payment. Use no unfounded statements or a.s.sertions, over-estimating your friend, as these may prove untrue.
Willing to extend a favor to a friend by giving a letter of introduction, do not be guilty of introducing him to any one in whom he may not place confidence, as he might be a loser by such.
FORM OF A LETTER ORDERING GOODS.
128 Jackson Street, RICHMOND, VA., May 24, 18--.
Messrs. JONES & SMITH, 867 Market St., Philadelphia.
_Gentlemen:_ Please ship me by Fast Freight as soon as possible the following goods:
3 hhds. N. O. Mola.s.ses.
1 bbl. Granulated Sugar.
5 chests English Breakfast Tea.
2 sacks Mocha Coffee, wanted not ground.
5 boxes Colgate"s Toilet Soap.
I will remit the amount of the invoice immediately upon the receipt of the goods.
Yours respectfully, JAMES C. ADAMS.
ORDERING GOODS AND ENCLOSING PRICE.
RICHMOND, IND., Dec. 29, 18--.
Messrs. MARSHALL FIELD & Co., Chicago, Ill.
_Gentlemen:_ Please forward me by American Express at once 1 Lancaster Spread, $3.50 12 yds. Gingham, small check. (15c.) 1.80 3 doz. Napkins ($3.00), 9.00 ----- $14.30 For which I inclose P.O. Money order.
Hoping to receive the goods without delay, I am,
Respectfully, WILLIAM L. MILLER.
DESIRING TO OPEN AN ACCOUNT.
DAYTON, OHIO, Oct. 12, 18--.
Messrs. HOLMES & WILSON, Detroit, Mich.
_Gentlemen:_ Having recently established myself in the retail Hardware trade in this city, with fair prospects of success, and being in need of new goods from time to time, would like to open an account with your highly respectable house.
My capital is small, but I have the satisfaction of knowing that what little I possess is the fruit of my own industry and saving. I can refer you to the well known firm of Smith, Day & Co., of this city, as to my character and standing.
Should my reference prove satisfactory, please forward me at once by U.S. Express,
2 Butchers" Bow Saws 1/2 doz. Mortise Locks, with Porcelain k.n.o.bs.
2 kegs 8d Nails,
and charge to my account.
Hoping that my order may receive your usual prompt attention, I am,
Yours respectfully, HENRY M. BARROWS.
LETTER OF CREDIT.
LEXINGTON, KY., June 25, 18--.
Messrs. DODGE, MANOR & DEVOE, New York City.