HOW TO WRITE A BUSINESS LETTER

Considering the vast amount of business transacted by correspondence between the parties, Letter Writing seems only second in importance to bookkeeping.  The merchant of the smaller cities or towns, perhaps in the far west, desires to order articles of merchandise from the wholesale house in New York or Boston.  Possibly a remittance is to be sent.  It may be that an error has occurred and needs correction.  Credit is to be asked, references given, and a multitude of other matters call for adjustment through correspondence.  To write every conceivable variety and shade of meaning, expressing the proper thought in the most fitting and appropriate language, is indeed a rare and valuable accomplishment.  And when the proper language takes on the graceful and businesslike air of the well written letter, with its several parts harmoniously arranged, it is a combination of brain and skill which can hardly be overestimated.

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This subject, therefore, naturally divides itself into two parts:  The Mechanical Structure, and the Literature of a Letter.  The former of these being the less difficult will be first considered.

THE STRUCTURE OF A BUSINESS LETTER.

Consists in the arrangement of its several parts, with a view to the most harmonious effect.  Excellent penmanship is very desirable, but not absolutely essential.  The penmanship may indeed be poor, but the arrangement of the several parts of the letter, the neatness, and finish, may be such as to give it an attractive appearance, while on the other hand, the letter may be clothed in the most elegant penmanship, and yet the construction be such as to stamp its author as a careless and indifferent person, devoid of precision and order.

No one great thing, but many little things carefully watched, and attentively practiced, make up the structure and dress of a business letter, and give it a businesslike air.  The penmanship should be a neat, strong hand, very plain and legible, and devoid of all flourish.

PAPER AND ENVELOPE.

The paper and envelopes used in business correspondence should be of a good, durable quality, and a white color is preferable.  Cheap materials are not only unsatisfactory to the writer, but may give the reader an unfavorable impression, which would be an injury far exceeding the cost of the best stationery for a life time.  Persons form impressions from very little things sometimes.

The size of a letter sheet in business correspondence should be about 8x10 inches.  This sheet affords a sufficient space for a communication of ordinary length to be written on one side only, which is essential in case the letter is copied in a letter press.  A sheet of paper, note size, (5x8) is oftentimes used for brief communications of no special importance, and not designed to be filed for future reference.  Among professional men the commercial note sheet is more extensively used, but with business men the letter size is considered preferable.