Business Hints for Men and Women Part 5

Mr. John Smith, Doylestown, Penna.

Dear Sir:

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Leroy, Ma.s.s., September 5, 1910.

Messrs. Brown and Jones, Denver, Col.

Gentlemen:

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4 Seminole St., Fort Smith, Ark.

September 6, 1910.

Mrs. Mary J. Robinson, Lansing, Cal.

Dear Madam:

The "Mr.," "Mrs.," "Madam," and "Miss" are t.i.tles of courtesy and should not be omitted. The abbreviation "Esq." for Esquire is sometimes used; but the two t.i.tles Mr. and Esq. should never be used with one name, as "Mr. John Smith, Esq."

If a man is known by a military or other t.i.tle, always use it, but never precede it with "Mr." nor follow it with "Esq."

Clergymen should always be addressed as "Rev.," the abbreviation for Reverend. If he is a doctor of divinity, add D.D. to the name, as "Rev. John Smith, D.D."

Medical doctors may be addressed as "Dr. John Smith," or "John Smith, M.D."

THE GREETING

The greeting or salutation is a term of courtesy or esteem used in addressing the one to whom the letter is sent.

"Sir" is the formal greeting, and is used in addressing officials, or any strange male person. "Sirs," or "Gentlemen" may be used in the plural. "Dear Sir," or "My Dear Sir," is the usual form of greeting when a business letter is addressed to an individual.

Where the writer is acquainted with the person addressed, the usual form of greeting is "Dear Mr. Smith."

THE LETTER ITSELF

If writing in response to a letter received, the writer should begin in some such way as this:

Mr. Thomas Brown, Newburg, N. Y.

My Dear Sir:

Your favor of the second inst. is just to hand. In reply permit me to state, etc., etc.

This should be followed by the necessary statement, set forth in clear, simple words.

Be sure of yourself.

The secret of good writing is clear thinking.

ENDING THE LETTER

There is much in the proper ending of a letter. In the ordinary business letter the usual ending may be, "Yours truly," "Yours very truly," or "Yours respectfully." Other endings used in writing to business acquaintances are, "Yours sincerely," or "Very sincerely yours," or you may subst.i.tute the words "Cordially" or "Heartily" for "sincerely."

SIGNING THE LETTER

The name of the writer should be so clear and distinct as to leave no doubt as to the spelling.

The name should always be written in the same way.

If your name is George W. Brown, do not write it at one time as here given, and again as G. Washington Brown, or G. W. Brown.

Adopt one form and stick to it.

If you are writing for a firm or for another as clerk or secretary, always sign the firm name, and below it your own name preceded by the word "per," meaning "by" or "through."

THE MATERIALS

Never use sc.r.a.ps of paper or soiled paper to write on if better can be had. The materials of a letter affect the receiver, particularly if a stranger, just as one is affected by the garb of a stranger before he speaks.

Use a good pen and black ink.

Fold your paper so that it will fit the envelope.

Avoid blots and erasures; they indicate carelessness or unbecoming haste.

Address your letter distinctly.

Here is a good form:

Mr. George W. White, Boston, 1101 Sioux St. Ma.s.s.

LETTERS OF INTRODUCTION

At some time or another one has to write a letter of introduction, and sometimes he has had to pay for it.

If you should give such a letter to a man to introduce him to another with whom you trade, the law has held that the introducer is responsible for any reasonable bills the introduced may contract with the receiver of the letter.

Never give a letter of introduction to a man you are not sure of.

In addressing a letter of introduction which is to be handed in person, do it in this way:

Mr. George W. Brown, Washington, D. C.

Introducing Mr. Henry Wilson.

This shows on its face the nature of the communication.

Here is a good form:

111 Payne Ave., Montrose, Ill.

September 27, 1910.

Mr. Norman R. Lloyd, Chicago, Ill.

Dear Mr. Lloyd: