LETTER-WRITING
NOTE TO TEACHER.—For the purpose of training in composition, in the more elementary
work, letter-writing affords probably the most feasible and successful means. Letter-writing
does not demand any gathering of material, gains much interest, and affords much latitude for
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individual tastes in topics and expression. Besides, letter-writing is the field in which almost al
written composition wil be done after leaving school; and so al training in school wil be
thoroughly useful. For this reason, it is suggested that letter-writing be made one of the chief
fields for composition work.
In Exercise 75, are given a number of suggestions for letter-writing. Others wil readily
occur to the teacher.
THE HEADING
152. Position of Heading. In al business letters the writer's address and the date of
writing should precede the letter and be placed at the upper right hand side of the sheet not
less than an inch from the top. This address and date is caled the heading. In friendly letters
the parts of the heading are sometimes placed at the end of the letter on the left side a short
distance below the body of the letter. This is permissible, but to place it at the beginning in al
letters is more logical and customary. Never write part of the heading at the beginning and
part at the end of the letter.
153. Order of Heading. The parts of the heading should be sufficient to enable the
accurate addressing of a reply, and should be in the folowing order: (1) the street address,
(2) the town or the city address, (3) the date. If al cannot be easily placed on one line, two
or even three lines should be used; but, in no case, should the above order be varied. Page 156
Examples:
Wrong: March 31, 1910, Red Oaks, Iowa, 210 Semple Street.
Right: 210 Semple Street, Red Oaks, Iowa, March 31, 1910.
Right: 210 Semple Street, Red Oaks, Iowa,
March 31, 1910.
Right: 210 Semple Street,
Red Oaks, Iowa,
March 31, 1910.
If only two lines are used, put the writer's address on the first line and the date on the
second.
Wrong: January 19, 1910, Sharon, Pennsylvania,
The Hotel Lafayette.
Right: The Hotel Lafayette, Sharon, Pennsylvania,
January 19, 1910.
154. Punctuation of Heading. Place a period after each abbreviation that is used. In
addition to this, place commas after the street address, after the town address, after the state
address, and after the number of the day of the month. Place a period after the number of the
year. Examine the correct address under §153.
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155. Faults to be Avoided in Headings. Avoid the use of abbreviations in the friendly
letter, and avoid their too frequent use in the business letter.
It is better to avoid abbreviating any but the longer names of states.
Avoid al such abbreviations as the folowing: St. for Street; Ave. for Avenue; Apart. for
Apartments; Chi. for Chicago; Phila. for Philadelphia.
Wrong: Hardie Apart., Pbg., Pa.
Right: Hardie Apartments, Pittsburg, Pa.
Do not use the sign # before the street number.
Do not omit the word Street.
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Wrong: 229 Market.
Right: 229 Market Street.
Do not write the date thus: 9/10/10. Represent the numbers by figures, not words. See §§
75 and 76. Do not use st., rd., etc., after the number of the day.
Wrong: 9/8/09.
Right: September 8, 1909.
Wrong: September the Ninth, Nineteen Hundred and Nine.
Right: September 9, 1909.
Wrong: March 10th, 1910.
Right: March 10, 1910.
THE INSIDE ADDRESS
156. Position of Inside Address. In strictly commercial letters the name and the address
of the person to whom the letter is being sent should come at the beginning of the letter, and
should begin flush with the margin at the left side of the page, and a little below the level of the
heading. The second line of the inside address should be set in a little from the margin. See
model letters under §174.
In formal friendly letters and in letters of a non-commercial nature, the inside address
should stand a little below the bottom of the letter at the left side of the page. In informal
friendly letters the inside address may be omitted.
157. Punctuation of Inside Address. In punctuating the inside address, place a period
after each abbreviation that is used. In addition to this, place a comma after the name of the
addressee, a comma after the street address, if one be given, and after the name of the town
or city. Place a period after the name of the state or country. Examine the correct inside
address under §174.
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158. Faults to be Avoided in the Inside Address. Do not omit the town, city, or state Page 158
address from the inside address.
Wrong: Mr. E. P. Griffith,
My dear Sir:
Right: Mr. E. P. Griffith.
Muskogee, Oklahoma.
My dear Sir:
Right: Mr. E. P. Griffith.
221 Fiji Avenue,
Muskogee, Oklahoma.
My dear Sir:
Do not omit proper titles.
Wrong: R. R. Stolz,
Muncy, Pennsylvania.
Right: Mr. R. R. Stolz,
Muncy, Pennsylvania.
When two or more men are addressed, do not omit the title Mr. , before the name of each
of the men, unless their names constitute a partnership or trading name.
Right: Jones & Smith, ( firm name)
New York City.
Gentlemen:
Right: Mr. Jones and Mr. Smith, ( not a firm name)
New York City.
Gentlemen:
Avoid al abbreviations of titles preceding the name except Mr., Mrs., Messrs. , and Dr.
Abbreviations of titles placed after the name, such as, Esq., D.D., A.M. , etc., are proper.
Do not use Mr. and Esq. with the same name.
Avoid al other abbreviations except in case of a state with a very long name. In this case it Page 159
is permissible to abbreviate, but it is better form to write the name in ful. United States of
America may be abbreviated to U. S. A.
Wrong: Merch. Mfg. Co.,
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N. Y. C.
Gentlemen:
Right: The Merchants' Manufacturing Company.
New York City.
Gentlemen:
Wrong: Mr. Wiliam Shipp,
Bangor, Me.
Dear Sir:
Right: Mr. Wiliam Shipp,
Bangor, Maine.
Dear Sir:
Do not place a period after the title Miss. Miss is not an abbreviation.
THE SALUTATION
159. Position of Salutation. The salutation should begin flush with the margin and on the
line next below the inside address. See correctly written letters under §174.
160. Form of Salutation. The salutation varies with the form of the letter and the relations
between the writer and receiver of the letter. Where the parties are strangers or mere
business acquaintances the most common salutations for individuals are, Dear Sir, Dear
Madam, or My dear Sir, My dear Madam. For a group of persons, or for a company or a
partnership, Gentlemen, Dear Sirs, Dear Madams or Mesdames are used. In less formal
business letters such salutations as, My dear Mr. Smith, or Dear Miss Jaekel may be used.
In the case of informal and friendly letters, as in business and formal letters, the salutation Page 160
to be used is largely a matter of taste. The folowing are ilustrations of proper salutations for
friendly letters: My dear Doctor, Dear Cousin, Dear Cousin Albert, Dear Miss Jaekel,
Dear Major, My dear Miss Smith, Dear William, Dear Friend, etc.
It is considered more formal to prefix My to the salutation.
It is over formal to use simply Sir or Madam in any letter, or to use Dear Sir or Dear
Madam when writing to a familiar friend.
If one uses a very familiar salutation, such as Dear Brown, Dear John, etc., it is better to
put the inside address at the close of the letter, or to omit it.
161. Punctuation of Salutation. Punctuate the salutation with a colon, except in informal
letters, when a comma may be used.
162. Faults to be Avoided in the Salutation. Use no abbreviations except Dr., Mr.,
Mrs. Do not use the abbreviation Dr. , when that title is used as a final word in a salutation.
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Wrong: My dear Maj. Wren:
Right: My dear Major Wren:
Wrong: My dear Dr.:
Right: My dear Doctor:
Do not use a name alone as a salutation.
Wrong: Mr. W. W. Braker:
Wil you please inform ...
Right: Mr. W. W. Braker,
Muncy, Pennsylvania.
Dear Sir:
Wil you please inform ...
In the salutation capitalize only the important nouns and the first word of the salutation.
Page 161
Wrong: My Dear Sir:
Right: My dear Sir:
Wrong: My very Dear Friend:
Right: My very dear Friend:
Wrong: Dear sir:
Right: Dear Sir:
THE BODY OF THE LETTER
163. The Subject Matter of the Letter. In friendly letters much latitude is alowed in the
body of the letter, but business letters should be brief and to the point. No letter, however,
should be lacking in the courteous forms or in completeness.
164. Form of Body. The body of the letter usualy begins on the line below the salutation
and is indented the same distance from the margin as any other paragraph would be indented.
See model letters under §174.
In commercial letters paragraph divisions are made more frequently than in other
composition. Each separate point should be made the subject of a separate paragraph.
165. Faults in Body of the Letter. In letters that are intended to be complete and
formal, avoid the omission of articles, pronouns, and prepositions. Avoid also expressions
that are grammaticaly incomplete. Only in extremely familiar and hasty letters should the
"telegraph style" be adopted.
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Bad: Received yours of the 10th. Have had no chance to look up man. Wil do so soon.
Good: I have received your letter of the tenth. I have had no chance as yet to look up the
man, but I wil do so soon.
Bad: Address c/o John Smith, Mgr. Penna. Tele.
Good: Address in care of John Smith, Manager of the Pennsylvania Telegraph.
Bad: In reply wil say ...
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Good: In reply I wish to say ...
Bad: Yours of the 10th at hand.
Good: Your letter of the 10th is at hand.
Bad: Your favor received ...
Good: We have received your letter ...
Bad: Enclose P. O. money order for $2.
Good: We enclose post office money order for two dolars, ($2).
Bad: We have read your plan. Same is satisfactory.
Good: We have read your plan, and it is satisfactory.
Avoid the use of abbreviations in the letter.
It is wel to avoid the too frequent use of the pronoun I in the letter, though care must be
taken not to carry this caution to extremes. I, however, should not be omitted when
necessary to the completeness of the sentence. Do not try to avoid its use by omitting it from
the sentence, but by substituting a different form of sentence.
There is no objection to beginning a letter with I.
Punctuate the letter just as carefuly as any other composition.
Excepting in letters of a formal nature, there is no objection to the use of coloquial
expressions such as can't, don't, etc.
Unless you have some clear reason to the contrary, avoid the use of expressions that have
been used so much that they are worn out and often almost meaningless. Such expressions as
the folowing ones are not wrong, but are often used when they are both inappropriate and
unnecessary.
Your esteemed favor is at hand.
In reply permit me to say ...
We beg leave to advise ...
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We beg to suggest ...
Thanking you for the favor, we are ...
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Please find enclosed ...
In answer to your favor of the tenth ...
We take pleasure in informing you ...
In reply would say ...
We beg to acknowledge receipt of your favor ...
Awaiting your further orders, we are ...
THE CLOSE
166. Final Words. Business letters frequently close with some final words, such as,
Thanking you again for your kind assistance, I am ..., A waiting your further orders, we
are ..., etc. These expressions are not wrong, but are often used when not at al necessary.
167. The Complimentary Close. The complimentary close should be written on a
separate line near the middle of the page, and should begin with a capital letter.
Appropriateness is the only guide to the choice of a complimentary close.
The folowing complimentary closes are proper for business letters:
Yours respectfuly,
Yours very truly,
Yours truly,
Very truly yours,
The folowing complimentary closes are proper for friendly letters:
Yours sincerely,
Very truly yours,
Yours very truly,
Your loving son,
Yours cordialy,
Affectionately yours,
168. Faults in the Close. Do not use abbreviations, such as, Yrs. respy., yrs. try., etc.
169. The Signature of the Writer. The letter should be so signed as to cause no doubt
or embarrassment to any one addressing a reply. The signature should show whether the Page 164
writer is a man or a woman; and, if a woman, it should indicate whether she is to be
addressed as Miss or Mrs. In formal letters it is customary for a woman to indicate how she
is to be addressed by signing her name in the folowing manner:
Sincerely yours,
Caroline Jones.
(Mrs. Wiliam Jones).
Very truly yours,
(Miss) Matilda Stephens.
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In signing a company name write first the name of the company, and after it the name of the
writer. Example:
D. Appleton & Company,
per J. W. Miler.
MISCELLANEOUS DIRECTIONS
170. In beginning the letter, place the address and date an inch and a half or two inches
below the top of the page.
Leave a margin of about a half inch or more on the left side of the page. Indent the
beginning of each paragraph about an inch or more beyond the margin.
In using a four-page sheet, write on the pages in their order, 1, 2, 3, 4.
In the correctly written forms of letters under §174 observe the indentation of the lines.
The first line of the inside address should be flush with the margin, the second somewhat set
in. The salutation should begin flush with the margin. The body of the letter should begin on
the line below the salutation, and some distance in from the margin.
THE OUTSIDE ADDRESS
171. Position of Outside Address. Place the address on the envelope so that it balances
wel. Do not have it too far toward the top, too close to the bottom, nor too far to one side.
See addressed envelope under §173. Place the stamp squarely in the upper right-hand Page 165
corner, not obliquely to the sides of the envelope.
172. Punctuation of Outside Address. Punctuation may be omitted at the end of the
lines of the address. If it is used, place a period at the end of the last line, and a comma after
each preceding line.
Within the lines punctuate just as you would in the inside address.
If an abbreviation ends the line, always place a period after it, whether the other lines are
punctuated or not.
173. Faults in the Outside Address. Avoid the use of abbreviations except those that
would be proper in the inside address or in the heading. See §§ 155 and 158.
Do not use the sign # before the number of the street address. No letters or sign at al
should be used there. See §155.
Compare the folowing forms of addresses:
Bad: Col. Wm. Point,
#200 John St.,
Trenton, N. J.
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Good: Colonel Wiliam Point,
200 John Street,
Trenton,
New Jersey.
Good: Colonel Wiliam Point
200 John Street
Trenton, New Jersey
Bad: Chas. Jones,
c/o Edward Furrey,
Wilkinsburg, Pa.
Good: Mr. Charles Jones
In care of Mr. Edward Furrey
Wilkinsburg
Pennsylvania
Bad: Rev. Walter Bertin
Page 166
Good: The Reverend Walter Bertin
Bad: Pres. of Bucknel Univ.
Good: For the President of Bucknel University.
Bad: Pres. of Bucknel Univ.
Good: For the President of Bucknel University.
A properly arranged address:
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174. CORRECTLY WRITTEN LETTERS
200 Mead Avenue,
Wilkinsburg, Pennsylvania,
January 12, 1909.
Mr. A. M. Weaver,
Cambridge, Massachusetts.
My dear Sir:
I have received your letter of inquiry about the sale of my law books. I wil say in answer
that at present I have no intention of seling them.
You may, however, be able to secure what you want from H. B. Wassel, Esquire,
Commonwealth Building, Pittsburg, Pennsylvania. He has advertised the sale of a rather
extensive list of books.
Very truly yours,
Charles M. Howel.
Muncy, New York, January 12, 1909.
Page 167
My dear Professor Morton:
We are trying to establish in the school here some permanent system of keeping students'
records. I have been told that you have worked out a card method that operates successfuly.
If you can give me any information in regard to your method, I shal consider it a very great
favor. I enclose a stamped envelope for your reply.
Very sincerely yours,
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Harris A. Plotts.
Professor E. A. Morton,
Braddock, Pennsylvania.
Braddock, Pennsylvania, January 12, 1909.
My dear Mrs. Hagon:
I wish to thank you for your kind aid in securing Captain Howard to deliver one of the
lectures in our course. Only your influence enabled us to get so good a man at so Iowa price.
Very sincerely,
Sylvester D. Dunlop.
173 State Street, Detroit, Michigan,
January 23, 1910.
To whom it may concern:
It gives me great pleasure to testify to the character, ability and attainments of Mr. E. J.
Heidenreich. He has been a trusted personal associate of mine for more than twenty years.
He may be counted upon to do successfuly anything that he is wiling to undertake.
Harry B. Hutchins.
My dear Walter:
I am to be in the city only a few more weeks before leaving permanently. Before I go, I
should like to have you come out and take dinner with me some evening. How would next
Wednesday at six o'clock suit you? If you can come at that time, wil you please write or
telephone to me sometime before Tuesday?
Very cordialy yours,
Paul B. Vandine.
6556 Broad Street,
Philadelphia, Pennsylvania,
March 30, 1909.
The Lafayette, Philadelphia, Pennsylvania,
Page 168
March 31, 1909.
My dear Paul:
I shal be very glad to accept your invitation to take dinner with you before you take final
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leave of the city. The time you mention, next Wednesday evening, is entirely satisfactory to
me.
I was more than pleased to receive your invitation, for the prospect of talking over old
times with you is delightful.
Sincerely yours,
Walter Powel.
Napoleon, Ohio, February 28, 1908.
The American Stove Company,
Alverton, Pennsylvania.
Gentlemen:
With this letter I enclose a check for ten dolars, for which please send me one of your
smal cook stoves, of the sort listed in your catalogue on page two hundred thirty-eight.
It wil be a great favor if you wil hasten the shipment of this stove as much as possible,
since it is urgently needed in a summer cottage that I have for rent.
Very truly yours,
Ernest Burrows.
223 Siegel Street, New York City,
June 5, 1910.
The Acme Tapestry Company,
Syracuse, New York.
Dear Sirs:
Wil you please send me a price list and descriptive catalogue of your tapestries and
carpets?
I have been commissioned to purchase al the tapestries and carpets that may be needed
for the new Young Women's Christian Association Building, on Arlington Avenue, this city. I
understand that institutions of this sort are alowed a ten per cent discount by you. Wil you
please tel me if this is true?
Very truly yours,
Anna R. Fleegor.
(Mrs. C. C. Fleegor.)
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Lewisburg, Pennsylvania, May 10, 1910. Page 169
The Merchant's