Reading Help How to speak and write correctly Ch.I-VI
interests involved. The business character of a man or of a firm is often `
` judged by the correspondence. On many occasions letters instead of `
` developing trade and business interests and gaining clientele, predispose `
` people unfavorably towards those whom they are designed to benefit. `
` Ambiguous, slip-shod language is a detriment to success. Business letters `
` should be clear, concise, to the point and, above all, honest, giving no `
` wrong impressions or holding out any inducements that cannot be fulfilled. `
` In business letters, just as in business conduct, honesty is always the `
` best policy. `
` `
` _Official letters_ are mostly always formal. They should possess clearness, `
` brevity and dignity of tone to impress the receivers with the proper `
` respect for the national laws and institutions. `
` `
` Letters designed to teach or _didactic letters_ are in a class all by `
` themselves. They are simply literature in the form of letters and are `
` employed by some of the best writers to give their thoughts and ideas a `
` greater emphasis. The most conspicuous example of this kind of composition `
` is the book on Etiquette by Lord Chesterfield, which took the form of a `
` series of letters to his son. `
` `
` _News letters_ are accounts of world happenings and descriptions of `
` ceremonies and events sent into the newspapers. Some of the best authors `
` of our time are newspaper men who write in an easy flowing style which is `
` most readable, full of humor and fancy and which carries one along with `
` breathless interest from beginning to end. `
` `
` The principal parts of a letter are (1) the _heading_ or introduction; `
` (2) the _body_ or substance of the letter; (3) the _subscription_ or `
` closing expression and signature; (4) the _address_ or direction on the `
` envelope. For the _body_ of a letter no forms or rules can be laid down `
` as it altogether depends on the nature of the letter and the relationship `
` between the writer and the person addressed. `
` `
` There are certain rules which govern the other three features and which `
` custom has sanctioned. Every one should be acquainted with these rules. `
` `
` `
` THE HEADING `
` `
` The _Heading_ has three parts, viz., the name of the place, the date of `
` writing and the designation of the person or persons addressed; thus: `
` `
` 73 New Street, `
` Newark, N. J., `
` February 1st, 1910. `
` Messr. Ginn and Co., `
` New York `
` Gentlemen: `
` `
` The name of the place should never be omitted; in cities, street and `
` number should always be given, and except when the city is large and very `
` conspicuous, so that there can be no question as to its identity with `
` another of the same or similar name, the abbreviation of the State should `
` be appended, as in the above, Newark, N. J. There is another Newark in `
` the State of Ohio. Owing to failure to comply with this rule many letters `
` go astray. The _date_ should be on every letter, especially business `
` letters. The date should never be put at the bottom in a business letter, `
` but in friendly letters this may be done. The _designation_ of the `
` person or persons addressed differs according to the relations of the `
` correspondents. Letters of friendship may begin in many ways according to `
` the degrees of friendship or intimacy. Thus: `
` `
` My dear Wife: `
` My dear Husband: `
` My dear Friend: `
` My darling Mother: `
` My dearest Love: `
` Dear Aunt: `
` Dear Uncle: `
` Dear George: etc. `
` `
` To mark a lesser degree of intimacy such formal designations as the `
` following may be employed: `
` `
` Dear Sir: `
` My dear Sir: `
` Dear Mr. Smith: `
` Dear Madam: etc. `
` `
` For clergymen who have the degree of Doctor of Divinity, the designation `
` is as follows: `
` `
` Rev. Alban Johnson, D. D. `
` My dear Sir: or Rev. and dear Sir: or more familiarly `
` Dear Dr. Johnson: `
` `
` Bishops of the Roman and Anglican Communions are addressed as `
` _Right Reverend_. `
` `
` The Rt. Rev., the Bishop of Long Island. or `
` The Rt. Rev. Frederick Burgess, Bishop of Long Island. `
` Rt. Rev. and dear Sir: `
` `
` Archbishops of the Roman Church are addressed as _Most Reverend_ and `
` Cardinals as _Eminence_. Thus: `
` `
` The Most Rev. Archbishop Katzer. `
` Most Rev. and dear Sir: `
` `
` His Eminence, James Cardinal Gibbons, Archbishop of Baltimore. `
` May it please your Eminence: `
` `
` The title of the Governor of a State or territory and of the President of `
` the United States is _Excellency_. However, _Honorable_ is more commonly `
` applied to Governors:-- `
` `
` His Excellency, William Howard Taft, `
` President of the United States. `
` `
` Sir:-- `
` `
` His Excellency, Charles Evans Hughes, `
` Governor of the State of New York. `
` `
` Sir:-- `
` `
` Honorable Franklin Fort, `
` Governor of New Jersey. `
` `
` Sir:-- `
` `
` The general salutation for Officers of the Army and Navy is _Sir_. The `
` rank and station should be indicated in full at the head of the letter, `
` thus: `
` `
` General Joseph Thompson, `
` Commanding the Seventh Infantry. `
` `
` Sir: `
` `
` Rear Admiral Robert Atkinson, `
` Commanding the Atlantic Squadron. `
` `
` Sir: `
` `
` The title of officers of the Civil Government is Honorable and they are `
` addressed as _Sir_. `
` `
` Hon. Nelson Duncan, `
` Senator from Ohio. `
` `
` Sir: `
` `
` Hon. Norman Wingfield, `
` Secretary of the Treasury. `
` `
` Sir: `
` `
` Hon. Rupert Gresham, `
` Mayor of New York. `
` `
` Sir: `
` `
` Presidents and Professors of Colleges and Universities are generally `
` addressed as _Sir_ or _Dear Sir_. `
` `
` Professor Ferguson Jenks, `
` President of .......... University. `
` `
` Sir: or Dear Sir: `
` `
` Presidents of Societies and Associations are treated as business men and `
` addressed as _Sir_ or _Dear Sir_. `
` `
` Mr. Joseph Banks, `
` President of the Night Owls. `
` `
` Dear Sir: or Sir: `
` `
` Doctors of Medicine are addressed as _Sir: My dear Sir: Dear Sir:_ `
` and more familiarly My dear Dr: or Dear Dr: as `
` `
` Ryerson Pitkin, M. D. `
` Sir: `
` Dear Sir: `
` My dear Dr: `
` `
` Ordinary people with no degrees or titles are addressed as Mr. and Mrs. `
` and are designed Dear Sir: Dear Madam: and an unmarried woman of any age `
` is addressed on the envelope as Miss So-and-so, but always designed in `
` the letter as `
` `
` Dear Madam: `
` `
` The plural of Mr. as in addressing a firm is _Messrs_, and the `
` corresponding salutation is _Dear Sirs: or Gentlemen:_ `
` `
` In England _Esq._ is used for _Mr._ as a mark of slight superiority and `
` in this country it is sometimes used, but it is practically obsolete. `
` Custom is against it and American sentiment as well. If it is used it `
` should be only applied to lawyers and justices of the peace. `
` `
` `
` SUBSCRIPTION `
` `
` The _Subscription_ or ending of a letter consists of the term of respect `
` or affection and the signature. The term depends upon the relation of the `
` person addressed. Letters of friendship can close with such expressions `
` as: `
` `
`
` judged by the correspondence. On many occasions letters instead of `
` developing trade and business interests and gaining clientele, predispose `
` people unfavorably towards those whom they are designed to benefit. `
` Ambiguous, slip-shod language is a detriment to success. Business letters `
` should be clear, concise, to the point and, above all, honest, giving no `
` wrong impressions or holding out any inducements that cannot be fulfilled. `
` In business letters, just as in business conduct, honesty is always the `
` best policy. `
` `
` _Official letters_ are mostly always formal. They should possess clearness, `
` brevity and dignity of tone to impress the receivers with the proper `
` respect for the national laws and institutions. `
` `
` Letters designed to teach or _didactic letters_ are in a class all by `
` themselves. They are simply literature in the form of letters and are `
` employed by some of the best writers to give their thoughts and ideas a `
` greater emphasis. The most conspicuous example of this kind of composition `
` is the book on Etiquette by Lord Chesterfield, which took the form of a `
` series of letters to his son. `
` `
` _News letters_ are accounts of world happenings and descriptions of `
` ceremonies and events sent into the newspapers. Some of the best authors `
` of our time are newspaper men who write in an easy flowing style which is `
` most readable, full of humor and fancy and which carries one along with `
` breathless interest from beginning to end. `
` `
` The principal parts of a letter are (1) the _heading_ or introduction; `
` (2) the _body_ or substance of the letter; (3) the _subscription_ or `
` closing expression and signature; (4) the _address_ or direction on the `
` envelope. For the _body_ of a letter no forms or rules can be laid down `
` as it altogether depends on the nature of the letter and the relationship `
` between the writer and the person addressed. `
` `
` There are certain rules which govern the other three features and which `
` custom has sanctioned. Every one should be acquainted with these rules. `
` `
` `
` THE HEADING `
` `
` The _Heading_ has three parts, viz., the name of the place, the date of `
` writing and the designation of the person or persons addressed; thus: `
` `
` 73 New Street, `
` Newark, N. J., `
` February 1st, 1910. `
` Messr. Ginn and Co., `
` New York `
` Gentlemen: `
` `
` The name of the place should never be omitted; in cities, street and `
` number should always be given, and except when the city is large and very `
` conspicuous, so that there can be no question as to its identity with `
` another of the same or similar name, the abbreviation of the State should `
` be appended, as in the above, Newark, N. J. There is another Newark in `
` the State of Ohio. Owing to failure to comply with this rule many letters `
` go astray. The _date_ should be on every letter, especially business `
` letters. The date should never be put at the bottom in a business letter, `
` but in friendly letters this may be done. The _designation_ of the `
` person or persons addressed differs according to the relations of the `
` correspondents. Letters of friendship may begin in many ways according to `
` the degrees of friendship or intimacy. Thus: `
` `
` My dear Wife: `
` My dear Husband: `
` My dear Friend: `
` My darling Mother: `
` My dearest Love: `
` Dear Aunt: `
` Dear Uncle: `
` Dear George: etc. `
` `
` To mark a lesser degree of intimacy such formal designations as the `
` following may be employed: `
` `
` Dear Sir: `
` My dear Sir: `
` Dear Mr. Smith: `
` Dear Madam: etc. `
` `
` For clergymen who have the degree of Doctor of Divinity, the designation `
` is as follows: `
` `
` Rev. Alban Johnson, D. D. `
` My dear Sir: or Rev. and dear Sir: or more familiarly `
` Dear Dr. Johnson: `
` `
` Bishops of the Roman and Anglican Communions are addressed as `
` _Right Reverend_. `
` `
` The Rt. Rev., the Bishop of Long Island. or `
` The Rt. Rev. Frederick Burgess, Bishop of Long Island. `
` Rt. Rev. and dear Sir: `
` `
` Archbishops of the Roman Church are addressed as _Most Reverend_ and `
` Cardinals as _Eminence_. Thus: `
` `
` The Most Rev. Archbishop Katzer. `
` Most Rev. and dear Sir: `
` `
` His Eminence, James Cardinal Gibbons, Archbishop of Baltimore. `
` May it please your Eminence: `
` `
` The title of the Governor of a State or territory and of the President of `
` the United States is _Excellency_. However, _Honorable_ is more commonly `
` applied to Governors:-- `
` `
` His Excellency, William Howard Taft, `
` President of the United States. `
` `
` Sir:-- `
` `
` His Excellency, Charles Evans Hughes, `
` Governor of the State of New York. `
` `
` Sir:-- `
` `
` Honorable Franklin Fort, `
` Governor of New Jersey. `
` `
` Sir:-- `
` `
` The general salutation for Officers of the Army and Navy is _Sir_. The `
` rank and station should be indicated in full at the head of the letter, `
` thus: `
` `
` General Joseph Thompson, `
` Commanding the Seventh Infantry. `
` `
` Sir: `
` `
` Rear Admiral Robert Atkinson, `
` Commanding the Atlantic Squadron. `
` `
` Sir: `
` `
` The title of officers of the Civil Government is Honorable and they are `
` addressed as _Sir_. `
` `
` Hon. Nelson Duncan, `
` Senator from Ohio. `
` `
` Sir: `
` `
` Hon. Norman Wingfield, `
` Secretary of the Treasury. `
` `
` Sir: `
` `
` Hon. Rupert Gresham, `
` Mayor of New York. `
` `
` Sir: `
` `
` Presidents and Professors of Colleges and Universities are generally `
` addressed as _Sir_ or _Dear Sir_. `
` `
` Professor Ferguson Jenks, `
` President of .......... University. `
` `
` Sir: or Dear Sir: `
` `
` Presidents of Societies and Associations are treated as business men and `
` addressed as _Sir_ or _Dear Sir_. `
` `
` Mr. Joseph Banks, `
` President of the Night Owls. `
` `
` Dear Sir: or Sir: `
` `
` Doctors of Medicine are addressed as _Sir: My dear Sir: Dear Sir:_ `
` and more familiarly My dear Dr: or Dear Dr: as `
` `
` Ryerson Pitkin, M. D. `
` Sir: `
` Dear Sir: `
` My dear Dr: `
` `
` Ordinary people with no degrees or titles are addressed as Mr. and Mrs. `
` and are designed Dear Sir: Dear Madam: and an unmarried woman of any age `
` is addressed on the envelope as Miss So-and-so, but always designed in `
` the letter as `
` `
` Dear Madam: `
` `
` The plural of Mr. as in addressing a firm is _Messrs_, and the `
` corresponding salutation is _Dear Sirs: or Gentlemen:_ `
` `
` In England _Esq._ is used for _Mr._ as a mark of slight superiority and `
` in this country it is sometimes used, but it is practically obsolete. `
` Custom is against it and American sentiment as well. If it is used it `
` should be only applied to lawyers and justices of the peace. `
` `
` `
` SUBSCRIPTION `
` `
` The _Subscription_ or ending of a letter consists of the term of respect `
` or affection and the signature. The term depends upon the relation of the `
` person addressed. Letters of friendship can close with such expressions `
` as: `
` `
`