iwmnr rtM 'MT i rnmHi t wu iMtiMMtBiMMiifeft HOUGHTON MIFFLIN COMPANY 0^ BOSTON ' NEW YORK • CHlCAG»y^"-' ^^ $B 3fl 3Db f^^'^E BUSINESS LETTER Bjr ION e;.dwyer i i wji jic i«n»Lr. i rrfL'r-ruHiii a Lijj - ^ Mt rjiiiuuji^tiu-atuii «g«kat ^^ ^ 5 Digitized by the Internet Archive in 2007 with funding from IVIicrosoft Corporation http://www.archive.org/details/businessletterOOdwyerich THE BUSINESS LETTER BY ION E. DWYER PRINCIPAL OF THE COMMERCIAL DEPARTMENT HOPE STREET HIGH SCHOOL, PROVIDENCE, R.I. FORMERLY PROFESSOR OF COMMERCE IN ROBERT COLLEGE, CONSTANTINOPLE BOSTON NEW YORK CHICAGO HOUGHTON MIFFLIN COMPANY i COPYRIGHT, I914, BY ION E. DWYER ALL RIGHTS RESERVED CAMBRIDGE . MASSACHUSETTS U . S . A PREFACE iHE letter is the great business builder of the present decade. With its extended use is coming a corresponding improve- ment in the style of writing — a style that is free from meaningless formality and full of life, clear and strong in its appeal to the reader. It is the purpose of this book to take the student beyond the merely mechanical arrangement of the letter and develop in him the ability to write this new and better style of business letters — letters that have a business atmosphere and that are in step with the forward movement in business letter writing. The method here presented is not an un- tried experiment, as the author has used this plan repeatedly in his classes, with highly gratifying results. Ion E. Dwyer. 292228 CONTENTS INTRODUCTION Purpose of the modern letter 1 Requirements of a good letter . 1 Outline of a letter (blank form) 2 Sample letter 3 PART ONE — THE ARRANGEMENT OF THE LETTER LESSON 1. THE FIRST IMPRESSION The advantages of convention 4 Stationery 4 Style . ^ . . ' 5 The parts of a letter 6 Practice — Complete letter to be copied 6 LESSON 2. THE HEADING Content . ; 6 Arrangement and punctuation . 7 Samples of headings 8 Practice — Arrangement and punctuation of headings ... 9 LESSON 3. THE INTRODUCTION Its significance 9 Business titles 9 Professional titles H OflBcial titles 13 The placing of the introduction 13 Sample of arrangement of heading and introduction .... 14 Practice — Introductions 14 LESSON 4. THE SALUTATION Its significance 15 Common usage of terms 15 vi CONTENTS Capitalization, punctuation, location 16 Samples of introduction, with salutation 16 Practice — Introductions and salutations, with arrangement of the letter thus far . .18 LESSON 5. THE CLOSING Purpose of the complimentary close 18 The signature 18 Practice — I. Use of given addresses in arranging and writing the parts of a letter taught thus far. II. Review .... 20 LESSON 6. FOLDING AND DIRECTING Folding, illustrated 21 The short fold, illustrated 22 Fold for the official envelope, illustrated 22 Use of transparent section in envelope, illustrated 23 Folding for the square envelope 23 The direction — its importance • . . .23 Arrangement of the direction 24 Samples of directed envelopes 25 Opening the envelope, illustrated 27 The corner card, or return address — its importance from the point of view of the Post Office 28 Practice — Direction of envelopes 29 PART TWO — THE SUBJECT MATTER OF THE LETTER LESSON 7. ORDERS Vitality of the business letter — choice of words; conversational style 29 Ordering goods — definiteness; the out-worn hurry phrases . . 30 Sample order letter 32 Practice — Order letters, topics given 33 LESSON 8. ACKNOWLEDGMENTS OF ORDERS Importance of the acknowledgment 33 Sample acknowledgment 34 Practice — Acknowledging orders of previous exercise ... 35 CONTENTS vii LESSON 9. ENCLOSURES ^ Care required; safety devices 35 Enclosure illustrated 37 Practice — Letters with enclosures, topics given .36 LESSON 10. ACKNOWLEDGMENT OF PAYMENT Importance of the acknowledgment; courtesy, promptness, etc. . 38 Sample acknowledgment 39 Practice — Acknowledgments, situations given 39 LESSON 11. EXTENSION OF TIME The request — its justification and time 40 Practice — Letters requesting extension of time, situations given 41 LESSON 12. EXTENSIONS (continued) Practice (result of studying sample that follows) — Replies to requests for extension of time, situations given 41 Sample of refusal to request for extension of time 43 LESSON 13. REQUESTS FOR PAYMENT Need of tact 44 The first request 44 Samples of a first request 45 The second request 46 Sample of a second request 46 Practice — First and second requests for payment, situations given 46 LESSON 14. REQUESTS FOR PAYMENT (continued) The third letter 47 Sample of a third letter 48 The fourth, and probably fiujal, letter 48 The collection business — lawyers and collection agencies; bank drafts 48 Practice — Third and fourth collection letters, situations given . 49 LESSON 15. REQUESTS FOR PAYMENT (continued) Practice — Collection series to be written, situations not given . 49 viii CONTENTS LESSON 16. ANSWERING COMPLAINTS The power of courtesy 50 The value of willingness to serve and satisfy 50 Getting the customer's point of view . .51 Sample of complaint 52 Samples of answers to complaint 52 Practice — Answers to complaints, situations given .... 54 LESSON 17. FORM LETTERS Economy 55 Quality and purpose 55 Tests 56 The old-fashioned ipipersonal letter 56 The personal expression 57 The up-to-date personal letter (samples) 57 Practice — Form letters, purposes given 59 LESSON 18. SALES LETTERS Quality — personality, sympathy, sincerity 59 Analysis of sales letters — the six steps 61 Sample letter 62 Gaining attention — the first step 63 Practice — Sales letters, situations given 64 LESSON 19. SALES LETTERS — Description and Explanation Striking the note of human interest — the second step ... 65 Sample letter .65 Explaining the proposition — the third step 66 The need of exactness 66 The importance of the second-person pronoun 67 Practice (continuing the series begun in the previous exercise) — Holding the interest and making the proposition . . . .67 LESSON 20. SALES LETTERS — Argument or Proof The error of exaggeration and the value of proof 68 Sample paragraph ,68 Effective ways of using proof; testimonials 69 Showing advantage to the customer 69 CONTENTS ix Choice of language 70 Practice — Continuation of the previous series of sales letters, introducing proof 71 LESSON 21. SALES LETTERS — Persuasion When and how to use persuasion 71 The power of suggestion . . . . ; 71 Sample paragraph 72 Practice — Continuation of the series of sales letters of the pre- vious exercises, introducing persuasion . 73 LESSON 22. SALES LETTERS — Inducement Preventing delay on the part of the customer 73 Sample paragraph 74 Practice — Continuation of the sales letters of the previous exer- cises, introducing inducement 74 LESSON 23. SALES LETTERS — CZmaa; Making it easy for the addressee to order 74 Strong and weak closings (i^amples) 76 Practice — Concluding the sales letters of the previous exercises . 76 LESSON 24. SALES LETTERS (continued) Practice — Revising for balance and harmony the sales letters of the preceding exercises 77 LESSON 25. SALES LETTERS (continued) The error of criticizing a competitor 77 Practice — New sales letters, topics given 77 LESSON 26. SALES LETTERS (continued) The postscript for emphasis 78 Practice — Sales letters, making use of the postscript, topics given 78 LESSON 27. ANNOUNCEMENTS The value of the form letter in announcing phases or opportunities of business 78 X CONTENTS The value of the personal touch 79 Sample letter 79 Practice — Announcement form letters 80 LESSON 28. FOLLOW-UP LETTERS The need and use of the follow-up letter 80 How it differs from the first letter 80 Sample letters 81 The error of taking offense 83 Practice — Four-letter series of follow-up letters, topics given . 84 LESSON 29. LETTERS OF INTRODUCTION Latitude of such letters 84 Conventions of use . . . . ' 84 Sample letter 85 Practice — Personal letters of introduction, situations given . . 85 LESSON 30. LETTERS OF RECOMMENDATION Classes of letters — personal and general 85 Cautions 86 Conventions of use 86 Sample letter — general 86 The lessening value of such letters 86 Practice — Letters of recommendation, situations given ... 87 LESSON 31. LETTERS OF APPLICATION The importance of quality 87 What the letter should contain 88 Stationery, style, etc .89 Position requiring a bondsman 90 Sample letters of application 90 Practice — Answering advertisements from daily papers ... 92 LESSON 32. REQUESTS FOR INFORMATION The place of the request in business 93 The question of return postage 93 Inquiry as to financial standing 93 CONTENTS xi Practice — Requests for information and answers to such, situa- ~ tions given 94 LESSON 33. PUBLIC LETTERS The purpose and propriety of public letters 94 Practice — Public letters, topics given 95 LESSON 34. PERSONAL vs. BUSINESS MATTERS The use or misuse of the social element in business letters . . . 95 Cautions 95 Practice — Letters requiring discrimination; business and social topics given > . . 96 PART THREE — TELEGRAPH AND POST LESSON 35. TELEGRAMS AND CABLEGRAMS Brevity and definiteness 97 Charges - ... 97 Codes and ciphers 98 Telegraphing money 98 The service of the Telepost Company 99 Practice — Telegrams: (1) condensing long messages; (2) framing telegrams, situations given 99 LESSON 36. CLASSIFICATION OF MAIL MATTER Post Office classifications, with rates 100 Unmailable matter 101 Special delivery 102 Registration 102 Stamping the letter 102 Parcel Post information (Post Office bulletin) 102 Practice — Classifying and stamping mail matter .... 104 PART FOUR — THE MORNING MAIL Practice, as head stenographer of a large mercantile firm (1) In answering letters, etc., thirty-three communications given 105 (2) In copying correctly a rough draft with corrections indicated 140 xii CONTENTS (3) In answering a "Want" advertisement . . - . . 141 Practice — Additional exercises in letter writing 142 PART FIVE — FILING OF LETTERS AND PAPERS The need for systematic filing 146 Filing by name 146 Diagram showing the correspondence necessary in a sale by letter 147 Filing by locality 151 Filing by subject 152 APPENDIX Glossary of Business Terms and Expressions 153 Business Abbreviations and Symbols 160 Postal Information 163 INDEX 175 THE BUSINESS LETTER INTRODUCTION In the modern evolution of business, the business letter plays an important part. It facilitates the handling of the daily routine and makes it possible to do business wherever there is a postal system. Whether a mail order business is carried on or not, the letter is no less important. Goods are bought, collections made, complaints adjusted, instructions given, business policies and selling campaigns outlined in the business letter. And where the selling is done by mail, the sales letter is with- out a peer in importance. In short, the whole machinery of business is kept in operation by means of the business letter. It is a factor in business which is steadily increasing in importance. Letters that have life and personality — letters that draw trade — are not easy to write. They call for specialization, and this field has begun to attract men of some literary ability. A. GOOD letter appeals to the reader in two ways: first, in its mechanical make-up and, second, in the presentation of the subject matter. The first requires correct arrangement, punctuation, paragraphing, margins, balance, and suitable stationery. This is necessary to the all-important "first impression" which the reader gets from the letter. For a successful handling of the subject matter, the writer must have a good command of English — a smattering will not answer. The phrases must be well chosen, clear, convin- cing, and adapted to the person to whom the letter is written. THE BUSINESS LETTER Heading Name with title \ Street with number V Introduction City and State J Salutation Body of the letter Street with number City, State, and date «**4:***** ************ *** ***************** ********************* ********************* ********************* ******************** ********************* ********************* ********************* ******* ******** ******** ******** ********* ********* ********* * * * * * Complimentary close Signature INTRODUCTION 194 Franklin St., Boston, Mass., Sept. 15, 1914. The Crown Shoe Company, 260 Spring St. , Brockton, Mass. Gentlemen, We understand that all the factories in Brockton are to be closed for three or four days, owing to the Brockton fair. If your shops are to be closed during that time, we should like to arrange to set up the blower and piping on those days, as you requested in your letter of the 10th inst. Please let us know to-day or to-morrow whether this arrangement is satisfactory. Yours truly, (Signature) PART ONE THE ARRANGEMENT OF THE LETTER LESSON 1: THE FIRST IMPRESSION A BUSINESS man judges his unknown correspondent by the appearance and make-up of his letters. The conventional forms now used have been adopted because they were found to be best suited for the purpose. Any deviation from them invites criticism and creates an unfavorable impression of the writer, just as an unusual style or color in a suit of clothes draws one's attention from the man who wears it to the unusual appearance of the suit. Innovations may sometimes be introduced with effect, but it is a risky experiment. There is usually a reason for the things that exist, and the present forms have been evolved from experience and found most acceptable. Therefore, a deviation from them must be made with caution, if at all. A well arranged letter, like a well dressed person, doesno^ attract attention because of its striking appearance. The good taste and harmony of the letter will do its work without mak- ing an appeal directly to the attention of the reader. It goes without saying that the spelling and capitaliza- tion must be perfect; the punctuation and penmanship (or typewriting) good; form and arrangement according to the accepted style; stationery of good quality; and the pages free from blots, erasures, and finger marks. XHE materials used for correspondence should conform to the accepted standards. Every letter sent out by a business house should be written on business stationery of good qual- THE FIRST IMPRESSION 5 ity having a printed or engraved letter head. Business letter paper is in single sheets of about 8 J by 11 inches and usually white. The size may vary a little, and some firms use tinted paper; but the 8| by 11 in white is always a standard. The envelopes should riiatch the paper in color and quality, the usual size being about 3^ inches by 6j, known as No. 6j. Official envelopes are 9 or 10 inches long and are used for official letters, manuscripts, and bulky communications. A person who is not in business may write his business letters on his professional or social stationery. When writing a business letter, write on but one side of the paper, otherwise it will be difficult to copy and not so con- venient for filing when it reaches its destination. In case the letter requires a second page, an unprinted sheet, or "sec- ond," is used. There is no question about the greater importance of the subject matter of the letter, but a good letter will be still better and make a better impression if it is well arranged on the page. Judge the appearance of the letter as you would a picture. See if it is properly centered, and harmoniously arranged. (See letter on page 3.) Margins on letters are for effect and convenience. The margins at the top and bottom are governed by the length of the letter. The writing should be centered so that the top and bottom margins are about equal. The left-hand and the right-hand margins should be at least an mch wide. When the letter is short, they may be wider, thus giving the letter a better balance on the page. Especial care should be taken to make the right-hand margin as even as possible. It can- not, of course, be as even as the left-hand margin; but the straighter it is, the better the appearance of the letter. Every paragraph should be indented so as to begin at the paragraph, or second, margin. Different phases of the same subject may also be in separate paragraphs. 6 THE BUSINESS LETTER When writing a letter concerning several subjects, discuss each fully before beginning the next. In answering such a letter, it is usually best to take up the subjects in the order presented. A. LETTER may be divided into seven parts ; namely, head- ing, introduction, salutation, body, complimentary close, signature, and direction. 1. The heading consists of the address of the writer and the date. 2. The introduction, or inside address, consists of the name, title, and full address of the person written to. 3. The salutation is the term of respect with which the correspondent is greeted. 4. The body of the letter is, of course, the letter itself — the message. 5. The complimentary close is the term of courtesy with which the letter is closed. It corresponds to the " Good day " at the close of an interview. 6. The signature referred to is, of course, the signature of the writer of the letter. 7. The direction (or superscription) is on the envelope, and consists of the name, title, and full address of the person written to. PRACTICE Copy, in your letter book, or on a sheet of letter paper, the letter given on page 3. LESSON 2: THE HEADING JNO matter how frequently one writes to the same person, the full address of the writer and the date should be given in each letter. The address is given that there may be no excuse for a misdirected answer to the letter. The date is THE HEADING 7 useful for the purpose of filing and reference and indicates the place the letter has in a series of correspondence on a given subject. The street and number given in the heading will appear on the envelope containing the answer and will insure prompt delivery. When written from a club, hotel, college, or the like, the name of the same should be given in the heading. Care should be taken in dating the letter, thereby avoiding annoyance. Confusion is sure to arise if, in writing the date, figures are used instead of the name of the month; e.g., July 10, if written 7/10, may mean July 10th or October 7th. There is no way of telling which was intended, as in the United States the name of the month is usually written before the day of the month, while in Europe the reverse is often true. It is never safe, in writing from a city or town in the United States, to omit the name of the state, no matter how well known the city may be. Hundreds of towns and cities are duplicated in name in other states, and annoying mistakes and delays are sure to occur unless this precaution is taken. There are several New Yorks, six Chicagos, thirteen Bostons, sixteen Brooklyns, sixteen Denvers, and twenty-seven Cleve- lands in the United States. The name of the state is, there- fore, an essential part of the heading. The heading may occupy one, two, or three lines, depend- ing upon the nature of the writer's address. The arrange- ment must depend somewhat upon the length of the name of the city, and the width of the paper used. (See page 5 for size of business stationery.) As a general rule, the heading should begin about two and one half inches from the top of the page and about the middle from left to right. When printed or engraved as a part of the letter head, it fre- quently differs in arrangement (for the sake of balance) from the illustrations given on the next page. 8 THE BUSINESS LETTER A comma should be placed after the name of the street, the city, the state (or country, if foreign) and the day of the month. A period should follow each abbreviation and the year. However, punctuation, except for abbreviations, may be omitted at the end of a line; but whether omitted or used, the style decided upon should be used consistently, for all similar purposes. Below, both styles are shown. (1) Des Moines. la., Nov. 12., 1913, (2) 963 Washington St. Boston, Mass., Oct. 1, 1914 (3) Room 78, Hamlin Hall, American College, Rome, Italy, Aug. 2, 1913, THE INTRODUCTION 9 PRACTICE ^ Arrange and punctuate the following, as shown in the illustrations given: 1. Eng London June 1910 7 2. Boston 1911 Nov Mass 20 3. 1909 dec 21 France paris 4. rome italy 29 august 1911 5. Washington st 345 buffalo sept n.y. 3 1910 6. 1909 47 old south building Boston Oct mass 21 7. 1912 11 dec Savoy hotel Chicago ill 8. wabash, Av Jan. 10 Chicago 1914. Ill, 961. 9. Feb. 21 des moines 1914 iowa, 10. bridgewater Mar. 4 mass 1914, 11. room 412 Home Bank Block, Colorado, denver 1040 main St. 12. West Springfield, mass., July 4, 1914 13. 1914 Jan. first 106 Commercial St. N.H. Concord, 14. Iowa, glenwood 1914 march 10 15. 279 Washington st. Sept 4 Lincoln, nebr, 1913 16. 10 Weybossett St Oct 3 Providence r.i. 1913 17. Glenwood springs, Mar 10 1914, Colo, 18. 1914, eleventh feb. Cal, san francisco 162 High street 19. Victoria St 590 mar. 19 montreal 1914 Canada LESSON 3: THE INTRODUCTION CyOURTESY demands that some title should be used when writing a letter, except when writing to a corporation or a society. It is a mark of respect which no one can afford to omit. There are a few people in the world who ignore all titles, even the common title of "Mr.", but it shows a lack of politeness and refinement which is inexcusable. Titles may be divided into three classes; namely, business, professional, and official. XHE business titles in common use are Mr., Messrs., Esq., Miss, and Mrs. 10 THE BUSINESS LETTER Mr. (formerly Master) may be used for men of all classes, high or low, titled or untitled; and it always precedes the name. Mr. replaces all other titles as a man rises in distinc- tion: we say, "Mr. Lincoln." "Honorable," "His Excel- lency," "LL.D.," etc. would be less expressive of respect. In speaking of persons of the highest distinction, we omit all titles. For example, we say "George Washington" rather than "Mr. Washington." Master is never abbreviated and is used in addressing a boy; as, "Master Willis Rowe." At about fourteen years of age the boy may be addressed as "Mr." Messrs. — There being no English plural for "Mr.," we use the French plural. Messieurs, abbreviated Messrs. It is used in addressing a firm composed of two or more men; as, "Messrs. Packard & Keith." It may also be used in speak- ing of a number of men who are not associated in business; as, "Messrs. Grant, Wilson, Scott, and Brown." Esq., the abbreviation for Esquire, though not a generally accepted business title, is frequently used in business, in the United States, in the place of "Mr." In England it has nearly replaced the use of "Mr." Miss is the correct title for an unmarried woman. It is not an abbreviation and, therefore, should not be followed by a period. If the woman has a professional title, it should be used in place of "Miss"; as, "Professor Emma Jones," "Dr. Mary A. Grant." The plural of Miss is Misses; as, "The Misses Lara way and Russell," "The Misses Palmer." Mrs., the abbreviation of Mistress, is used in addressing a married woman. Her title may be prefixed to her husband's name; as, "Mrs. Henry Smith"; or she may be addressed by her Christian name; as, "Mrs. Clara Smith." If she is a widow, the Christian name is used. Mesdames, abbreviated Mmes., the French plural for Mistress, is used in addressing two or more married women, or in addressing a group of women of whom only one is THE INTRODUCTION 11 married. A firm composed of Mrs. Williams and Miss Baker would be addressed as *'Mmes. Williams & Baker." In ad- dressing a firm composed of both men and women, the title "Messrs." would be used. In writing to a corporation, no title is used; as, "The Adams Express Company." The professional titles in common use for the clergy are Reverend (Rev.) and Doctor (Dr.). A pastor, priest, or rabbi should be addressed as The Reverend; as, "The Reverend Alfred Skinner"; or, if the Christian name is not known, "Mr." may be substituted for it; as, "The Rev. Mr. Skin- ner." He may be addressed as "The Rev. Prof. Skinner," provided he has the title of "Professor" also. A Bishop should be addressed as The Right Reverend; as, "The Rt. Rev. Robert Maclntyre, D.D., Bishop of California." For Roman Catholic Clergy : — A Cardinal : His Eminence; as, "His Eminence James Cardinal Gibbons." AnArchbishop: Most Reverend; as, "Most Reverend James Edward Quigley, D.D., Archbishop of Chicago." A Bishop: Right Reverend; as, "Rt. Rev. Edward O'Connor, D.D." For a physician, use Dr. before the name, or M.D. following it. For a dentist, use Dr. before the name, or D.D.S. or D.M.D. following it. A.B. or B.A Bachelor of Arts. A.M. or M.A Master of Arts. B.C.L Bachelor of Civil Law. B.D Bachelor of Divinity. B.M. or M.B Bachelor of Medicine. B.S Bachelor of Surgery. B.S Bachelor of Science. C.E Civil Engineer. D.D.S Doctor of Dental Surgery. Dist. Atty District Attorney. D.M.D Doctor of Dental Medicine. D.Sc Doctor of Science. 12 THE BUSINESS LETTER D.D. (or D.T.) Doctor of Divinity (or Theology). D.V.M Doctor of Veterinary Medicine. F.R.S Fellow of the Royal Society. J.C.D Doctor of Civil Law (Juris civitatis) . Lit.D. or D.Lit Doctor of Literature. LL.B. or B.LL Bachelor of Laws. LL.D Doctor of Laws. LL.M Master of Laws. M.C Member of Congress. M.D. or D.M Doctor of Medicine. M.P Member of Parliament. Mus. B Bachelor of Music. Mus. D Doctor of Music. Ph.B Bachelor of Philosophy. Ph.D Doctor of Philosophy. R.A Member of the Royal Academy. S.T.D Doctor of Sacred Theology. V.S Veterinary Surgeon. Literary and scholastic titles — degrees conferred by an institution of learning — are not necessarily prof essional titles. If the bearer of the degree is a professor of academic standing, the title Professor may precede the name and degree. As a rule, however, the name is not at the same time both preceded and followed by a title — never where one title in- cludes the other, or where it is synonymous with it or incon- sistent with it. A person may have several scholastic titles; but, with the exception of a doctorate, — for example, Ph.D. or Dr., — they are not generally used. The title "Professor" can be acquired in one of two ways: (1) by election or appointment to the head of a department in an educational institution which has the right to confer degrees under its corporate seal; (2) by courtesy, when a person becomes a specialist in any branch of science or edu- cation. But the title has been made so common in the United States by such persons as trick roller-skaters, dancing mas- ters, and sleight-of-hand performers that it is falling into disuse by those who are rightfully entitled to it. THE INTRODUCTION 13 Official titles are those attached to a particular office, and are used by the holder of the office only during his term of service; for example: — President (Pres.) Member of Congress (M.C.) Vice-President (Vice-Pres.) Member of Parliament (M.P.) Secretary (Sec.) His Excellency (H.E.) Treasurer (Treas.) His Honor The President of the United States should be addressed "To the President, Executive Mansion, Washington, D.C* "Sir" or "Mr. President" are appropriate salutations. Members of the Cabinet may be addressed as in the following example: "To the Honorable William Jennings Bryan, Secretary of State"; or "To the Honorable Secretary of State"; or "Hon. William Jennings Bryan." For members of Congress, use M.C. after the name. For Senators, use Hon. For judges, use Hon.\ as, "The Hon. Lloyd Chamberlain, Judge of [name of the court]." For the Chief Justice of the Supreme Court, use "To the Honorable [name], Chief Justice of the Supreme Court of the United States." While the title "Esquire" (abbreviated "Esq.") belongs primarily to the legal profession, it is used in addressing mayors, members of the city council, justices of the peace, prominent men, and State ofiBcials other than the Governor. Officers of the Army and the Navy are addressed thus: "Maj. Gen. Leonard Wood"; "Maj. John T. Knight"; "Admiral George Dewey"; "Rear-Admiral William P. Pot- ter"; "Commander Henry B. Wilson"; "Capt. Otis Har- per." Admiral may be abbreviated Adm. ; and Commander, Com. The name or title should begin at the regular margin; the second line of the introduction (the address) at the second. 14 THE BUSINESS LETTER or paragraph, margin; and the third line should begin a cor- responding distance to the right of the second line. 375 Washington St. Boston, Mass. Feb. 8. 1914 Mr. John Jones 650 Main St. St. Louis, Mo. Dear Sir:- PRACTICE Using your present address for the heading, begin letters to the follow- ing persons, using appropriate titles. Do not write the salutation or the body of the letter. 1. John Lane, a citizen. Silver City, Nev. 2. Harding Davis, a lawyer, 264 Main St., St. Louis, Mo. 3. Clara Barstow, a teacher, Cedar Rapids, la. 4. Louise Linwood, wife of C. K. Linwood, 26 Arlington St., Cincin- nati, O. 5. C. W. Johnson and Wm. J. Howe, partners in business, Orin, Wash. 6. Alexander White, pastor of the M.E. Church, St. Albans, Vt. 7. J. C. Henderson, member of Congress, Washington, D.C. 8. W. T. Sherman, at the head of the army. West Point, Va. 9. Walter H. Page, American Ambassador, American Embassy, Lon- don, Eng. 10. Walter Johnson, a business man, Auburn, N.Y. 11. W. B. Reid, a lawyer, 254 Grand St., St. Paul, Minn. 12. Dunbar & Sons, merchants, Cleveland, Ohio. 13^. Allen Hudson, a clergyman, 284 Bay St., Kansas City, Mo. THE SALUTATION ' 15 14. Helen Goodwin, wife of Dr. E. E. Goodwin, 26 Battles St., Scranton, Pa. 15. Martha Robinson, widow of H. D. Robinson, Council Bluffs, la. 16. Clara Williams, a dressmaker, 284 West St., Baltimore, Md. 17. A. D. T. Hamlin, an architect, 226 E. 41st St., New York, N.Y. 18. Stanley White, head of Dept. of Economics, Boston University, Boston, Mass. 19. Archie Campbell, a young school boy, 88 Hope St., Baltimore, Md. 20. Leonard Wood, a general in the army, Wheeling, W. Va. 21. Allan Southworth, an admiral, Carleton Mansion, Atlantic City, N.J. 22. Elmer Burkett, a congressman, Kearney, Nebr. 23. William Kennedy, mayor. City Hall, Oklahoma City, Oklahoma. 24. The President of the United States (Washington address). 25. Wm. Jennings Bryan, Sec. of State, at his home in Lincoln, Nebr. 26. Thomas Nelson Page, U.S. Ambassador to Italy, American Embassy, Rome, Italy. 27. Oscar Heizer, U.S. Consul, American Consulate, Constantinople, Turkey. 28. Wm. T. Ormiston, Doctor of Philosophy, Robert College, Constanti- nople, Turkey. 29. Hugh P. Hughes, member of the Supreme Court, Judicial Building, Washington, D.C. 30. E. S. Tracy, a dentist, Brockton, Mass. LESSON 4: THE SALUTATION The salutation in a letter is what the "Good morning" is in the personal interview — the greeting. To omit it shows a marked discourtesy. A salutation should always be used, except when (1) writing public letters and (2) addressing a body of men or women when the individuals are not thought of. The most common business salutations are Dear Sir, My dear Sir, Gentlemen, and Dear Madam. Use "Dear Sir " in addressing a man, and use " Gentlemen " in addressing a firm or corporation. A woman should be ad- 16 • THE BUSINESS LETTER dressed as "Dear Madam" whether she be married or not. In addressing a young lady who is in, or just past, her teens, it is better to repeat the name; as, *'Dear Miss Jackson. " In writing to a firm composed partly of men and partly of women, some omit the salutation, but the better way is to use "Gentlemen." If the firm is composed of two or more women, use "Mmes." (Mesdames). The first and the most important words in the salutation are capitalized. That is, neither the word dear nor any similar adjective is capitalized unless it stands as the first word or as a substitute for the name of the person addressed. The punctuation following the salutation is not agreed upon; the comma, colon, colon and dash, and comma and dash are variously used. In very formal letters, — letters to the Governor of a State, for example, — " Sir" is often used and is followed by a colon. The body of such a letter is begun on the line below the salutation. When there are but two lines in the address, the saluta- tion may be begun about three times the width of the usual margin from the edge of the paper, or at the margin. If the address occupies three lines, the salutation may be begun oh the marginal line or on the paragraph line or second margin. The arrangement in Model 3 in this lesson is now more used than any other. 0) Mr. 0. M. Grant, Rutland, Vt Dear Sir,- (Body of the letter) or (Body of the letter) THE SALUTATION 17 (2) Mr. 0. M. Grant, Rutland, Vt. Dear Sir, (3) Messrs. Brown & Jones, 268 Washington St. , Albany, N. Y. Gentlemen, (Body of the letter begins here.) The following arrangement of the introduction is now used by a few concerns. It saves a little time in typewriting, but has little else to commend it. (4) Messrs. Brown & Jones, 268 Washington St. , Albany. N. Y, Gentlemen, (Body of the letter) 18 THE BUSINESS LETTER PRACTICE Study the arrangement and punctuation of the illustrations given, then begin letters to the following persons, using appropriate titles and saluta- tions. Use your present address for the heading in each case. 1. Theo. Wilson, Westfield, Mass. — a printer. 2. Samuel Johnson, 102 High St., Cleveland, Ohio — a clergyman. 3. John Y. Adams, 106 Main St., Princeton, N.J. — a lawyer. 4. Hanson & Co., 64 Fifth Av., Baltimore, Md. — merchants. 5. James Nicholas, 67 North Main St., Omaha, Nebr. — a physician. 6. D. B. Anderson, head of the Department of Mathematics in Western University. 7. H. K. Renshaw, member of Congress (Congress now in session). 8. L. M. Cutler, Creston, la. — a graduate dentist. 9. Thomas Nelson Page, United States Ambassador to Italy. 10-39. Write appropriate salutations for the exercises given at the end of Lesson 2. LESSON 5: THE CLOSING The complimentary close is the term of courtesy or respect used in closing the letter — the leave-taking. It would be as disrespectful to omit the complimentary close as to omit the salutation previously referred to. The forms in common use are: Yours truly. Truly yours, Yours very truly. Very truly yours. Yours respectfully (to superiors). The complimentary close should be begun at a point about midway from left to right, and there should be nothing on the line with it. The first word only is capitalized. X HE signature should be as plain and clear as the writer can make it. One who signs his name often is likely to write it carelessly. Some think that it shows individuality to sign their letters in an undecipherable scrawl. This is annoying in the extreme, and the sender of such a letter ought not to be astonished if he never receives an answer. Bankers, espe- cially, in the past have been led into this habit, supposing that THE CLOSING 19 the more complicated the signature the more difficult it would be to forge; but such is not the case, as any hand- writing expert will tell you. The plainer the writing, the more difficult it is to imitate. A woman should put her title in parenthesis before her name, in writing to a stranger, otherwise he will not know how to address her. Examples: "(Miss) La vinia Grant," " (Mrs.) Amy Stone." When the firm or company name is signed, the name or the initials of the one signing it should be written below the signature; as. Seller & Co. per j§). Put the signature on the line next below that of the com- plimentary close and far enough to the right to bring the end of the name about even with the right-hand margin. 228 Cottage St., South Bend, Ind. , May 1, 1914. Messrs. A, C. Glassburn & Co. , 398 Winter St. , Detroit. Mich. Gentlemen :- (Body) • Yours truly. (Signature) 20 THE BUSINESS LETTER PRACTICE I. Using your present address for the heading, arrange the following material in proper form as illustrated above. Supply titles, salutations, closings, etc.: — 1. Forbes & Wallace, 264 High St., Westfield, Mass. 2. The Shepard Company, 246 Westminster St., Providence, R.I. 3. The Rev. Julian S. Wadsworth, 102 Adelaide Av., St. Louis, Mo. 4. Esther Johnson, a teacher, 948 Elmwood Av., Louisville, Ky. 5. H. C. Malbon, dentist. Times Building, New Orleans, La. 6. H. A. Bowtell, physician, Glenwood, Cal. 7. Lavinia Bowen, wife of M. K. Bowen, 242 Maplewood Av., Hart- ford, Conn. 8. The mayor of your city. 9. The secretary of the nearest Y.M.C.A. 10. The Governor of your State. 11. The General Passenger Agent of the C.B. & Q.R.R., Chicago, 111. 12. Stanwood & White, married women in business, 364 West Elm St., Springfield, Mo. II. Review the preceding lessons and be prepared to answer the follow- ing questions: — 1. Name the parts of a letter. 2. Of what does the heading consist.? 3. How many kinds of headings are there? 4. How should each kind of heading be arranged? 5. Indicate the location of the name and title in the introduction. 6. Mention five salutations in common use. 7. What should govern us in the choice of salutations and complimentary closings? 8. What is the purpose of the complimentary close? 9. What is the size of business letter paper? 10. What size envelope is most commonly used in business correspond- ence? 11. Give rules for paragraphing. 12. Why should the arrangement of letters conform to custom? FOLDING AND DIRECTING 21 LESSON 6: FOLDING AND DIRECTING .Letters written on business stationery, previously de- scribed, should be folded as follows: (1) Bring the bottom edge of the paper to a point within one half inch of the top, then crease at the fold; (2) fold the right third of the letter toward the left-hand edge; (3) fold the left-hand third (pre- ferably a little less than one-third) toward the right. (See the illustration below.) (4) Then take the letter in the right hand and insert in the envelope with the left-hand crease downward. (1) (3) The folding of the letter, just shown, is known as the long fold. The short fold is made by folding the paper from the bottom so as to leave a margin or space of about one 22 THE BUSINESS LETTER and one half inches at the top. This is done for advertising purposes, as the firm name and some distinctive feature of H.S.SHELDON ARCHITECT eOlTOH.MASS. THE SHORT FOLD the business meets the eye of the reader before the letter is fully open. The second and third folds and the insertion into the envelope are the same as pre- viously shown. Matter for offi- cial envelopes is folded and in- serted as follows: Fold the top third of the page down, then fold the bot- tom third up- ward, then insert with the folded edge down. Note. The folding is more satisfactory when the creasing is done with a paper knife or folder or with the face of the thumb nail. FOLDING FOR OFFICIAL ENVELOPE . ^#°°^'"^%^ INSERTION FOLDING AND DIRECTING 23 ±0 save the time required to write the direction on the envelope, some business houses are using envelopes with a transparent section. The letter is then folded so that the inside address will show through the transparent section, thus making the name and address in the letter serve also for the direction. (See illustration below.) Alter 5 Days return to The Provident Savings Ca San Francisco. Cat rk^" Co . 764 Wabash Av,^ Chicago, 111 In Europe, except in England, the large square envelope is used almost exclusively. The letter, for this kind of envelope, is folded from bottom to top, then by one fold from right to left. xHE direction is the name, title, and address of the one written to, as it appears on the envelope. It is the same, ex- cept in arrangement, as the name, title, and address at the be- ginning of the letter. It is highly important that it should be correct and plainly written. There ar^ so many persons, as well as cities, of the same or similar names, that letters are likely to go astray, unless great care is exercised. A certain letter addressed to "Mr. John Smith, Chicago, 111.," went to sixteen John Smiths before it reached the right one. This meant a delay of nearly a week; besides, fifteen had read what was intended for the sixteenth John Smith alone. 24 THE BUSINESS LETTER Thousands of letters, many of which contain money, go to the Dead Letter Office each year because of wrong or in- sufficient direction. It is time absolutely thrown away to spend labor and thought upon a letter, then address it so poorly that it never reaches its destination. The postal authorities are very skillful in deciphering poor writing and supplying missing parts of defective addresses; but letter writers should try to decrease, rather than increase, their difficulties. If the writer of a letter gives his full address in the heading of the letter and signs his name plainly, there is no excuse for a wrongly addressed answer. iHE name should be about the middle of the envelope from top to bottom and begun one third or one fourth the length of the envelope from the left-hand end. The postal authorities prefer the following arrangement: the name and title composing the first line; the name of the city on the second; the name of the state on the third. The street and number, box number, room number, the name of the person in whose care it was sent, the word "Forward," "Transient," or any other special direction belongs in the lower left-hand corner of the envelope. This is their preference; and as they are the ones most concerned, their wish should be respected. The mail clerks on the trains must take letters from a table, arrange them right side up, read the addresses, and "throw" them into the proper mail bag at the rate of 33 per minute — this, too, on a rapidly moving train. They are ac- customed to look in a certain place on the envelope for the desired part of the address, and they are delayed if the part sought for is not in its accustomed place. There is a tendency when addressing envelopes with the typewriter to write the name of the city and the state on the same line. When this is done, the street and number may occupy the second line of the address — the city and state, the third. (See illustration, page 26.) FOLDING AND DIRECTING 25 The stamp should be right side up in the upper right-hand corner of the envelope. It ought not to be necessary to men- tion this, but it is. When the stamp is in any place except the proper place, it is an annoyance to the postal clerk in cancel- ing it and a mild insult to the one receiving the letter. Corner Card Name and title « City State Street and No. (or other special direction) The name and address of the writer is sometimes printed on the back of the envelope instead of in the upper left-hand corner on the face. (See page 27.) RICHARD YOUNG RUTLAND. VT. • Messrs. Hayes & Co. Boston Mass. 240 Tremont Street 26 THE BUSINESS LETTER RICHARD YOUNG RUTLAND. VT. ■* Messrs. Hayes & Co. 240 Tremont St. • Boston, Mass. AFTER 5 DAYS RETURN TO THE BAY STATE CO. BROCKTON, Mass. Robert Scott, Esq., London, E. C. Eng, 7 Paternoster Row. It is urged by some that the above arrangement of address be reversed, and the name of the state be written first, the name of the city second, and the name of the person third, that being the order in which the postal employees read the direction. However, the present arrangement is now an established custom, and any change would lead to confusion. The pos- tal clerks know where to look for the part of the address desired, and it is as easily read in one position as in another. FOLDING AND DIRECTING 27 When the introduction of the letter is like Model 4, Lesson 3, the direction on the envelope is as follows: — RICHARD YOUNG * RUTLAND. VT. Messrs. Hayes & Co. • 240 Tremont St. Boston, Mass. A letter properly folded and inserted and opened as shown below will, when removed from the envelope, be right end up, and face toward the reader, ready for reading. A single trial will prove the con- venience of this plan. If every letter writer would write his name and address, or have it printed, S.T.WELLS in the upper left- hand corner of the envelope, or across the end, or on the back, all misdirected letters would be returned to the writers by the post office. 28 THE BUSINESS LETTER A former Postmaster-General said, — "Now that I am on the subject of losses in the mails, I will tell you some surprising facts. Of more than six and a half millions of pieces of mail matter received at the Dead Letter Oflfice in a year, only a million contain anything of value. It is almost incredible, but true, that nearly half 6f these letters contain no signatures by means of which they could be returned to the writers. They consist, in the main, of letters from one member of the family to another and are signed, 'Your loving husband,' 'Harry,' 'Your affectionate mother,' or 'Your own little wife,' and so on. " Last year there came to the Dead Letter Office eleven thousand letters which contained lottery tickets, and two hundred thousand contained pictures and papers unfit for circulation. Of course, all these were destroyed. Half a million letters came from foreign countries, and these were returned to the countries from which they came. Two hundred thousand letters were restored unopened to the writers. Nearly three hundred thousand letters which contained enclosures were restored to the writers, and about three and three-quarter millions were destroyed, it being impossible to find the owners. " I wish the people who use the mails could be made to understand that the observance of a few simple rules would greatly reduce the number of lost letters. A good practice is always to scan the address of the letter before posting it. All writers of letters do not care to place their names and addresses upon the corner of the envelope; but if they would do so, there would be fewer undelivered letters. We could n't by law or regulation require the affectionate mothers and wives and husbands and sweethearts and sons and daughters to sign their full names and have their addresses either at the top or bottom of their letters; but if they would do this, a million and a half more letters would be restored to their owners each year." PRACTICE Tiake envelopes, or pieces of paper the size of an envelope, and address them to the following, using suitable titles: — 1. The Boston & Maine R.R., 116 Canal St., Boston, Mass. 2. Charles Cunningham, Esq., Glenwood, Iowa. 3. Howe & Johnson, 202 Broadway, New York City. 4. Theo. Ames, % James Harding, Hotel de Europe, Cairo, Egypt. 5. William Thurston, Box 1065, Liverpool, Eng. 6-15. Also first ten persons mentioned at the end of Lesson 3. PART TWO THE SUBJECT MATTER OF THE LETTER LESSON 7: ORDERS JL HE second part of the letter — the message — is the vital part, and it must have tone and quality if it is to do the work for which it is intended. The business letter is a potent force in modern business- building and, rightly used, will enlarge the horizon of any business. Whether the house does a mail-order business or not, the letter may be made a valuable aid in selling. Every acknowledgment of an order or payment, every answer to in- quiry, or adjustment of complaint, has great possibilities for attracting orders. It is not sufficient that the writer of the letter merely have something to say; he must say it in a clear, forceful way. This strength and clearness of expression comes from a knowledge of the meaning of words. Words offer a profit- able field of study for every one and doubly so for the business letter writer. A good word student is usually a good corre- spondent. He knows the value of each word he uses, and the reader is never left in doubt as to the meaning intended. "The message comes on the wings of clear, exact, strong, convincing, well-known words and makes its impression. Alexander Hamilton said, * The choice of words requires the greatest faculty of the human mind — selection.' Hawthorne speaks of the * unaccountable spell that lurks in a syllable.' "And yet there is no ' black art' about it, the study of words is one that will pay any man well for his time. ' Every word Webster spoke weighed a pound.' 'Every word came rolling like a wave of the Atlantic, three thou- 30 THE BUSINESS LETTER sand miles long.' And there is character in words: 'eager words' — 'weak words' — 'sick words' — 'tired words' — 'faint words' — 'brave words' — Shakespeare observes, and 'successful words.' 'A word,' he says, 'is short and quick, but works a long result; therefore, look well to words.'" ^ Simple words are much the stronger for commercial corres- pondence as well as for commercial life generally. Clean- cut Anglo-Saxon is the strongest and safest thought carrier we have. IjUSINESS houses are making an effort to get away from the stilted, stereotyped style of letter writing which has been too evident in the past. More business is being done each year by correspondence. The letter goes when and where it is impossible for the salesman to go; and if it is to do the work of the salesman, it must be straightforward, clear, con- vincing, tingling with life and bristling with personality. The old "In-reply-to-yours-of-16th-inst. -we-beg-to-state-that- we- are- sending - you - under - separate - cover - our - latest- cata- logue-etc." style takes the short cut to the waste basket. The modern business letter must be of the informal, man-to-man style — one should write just as he would talk to the other fellow were he only across the desk from him. The natural, conversational style is by far the most effec- tive in letter writing; yet, in writing, as in speech, the writer must adapt his style somewhat to the person to whom he is writing. The busy man of affairs wants all the essential facts in a concise form, while the out-of-town customer who receives but few letters is pleased and rather complimented by receiving letters somewhat longer than usual, giving the de- tails more fully. In ordering goods, the articles should be so definitely de- scribed that there can be no doubt as to what is wanted. Noth- ing could be more indefinite than to say, "Send me 10 sets ^ Business Men's Library, vol. iv, p. 13. ORDERS 31 of Shakespeare's works," as his works are bound in all kinds of ways from single plays in paper covers at a few cents a copy to complete sets costing $40 or more. The name of the edi- tion and the style of binding must be given when ordering books. When catalogues are obtainable, the article may be ordered simply by number. In the case of fabrics, there are so many grades and shades of any given one that description is often difficult. It is best, in such cases, to send samples of the fabric desired. Pictures of large articles, cut from catalogues or other advertisements, are a good means of identification. It is often of assistance to the sales people to know the price of the article you are ordering, especially when samples are not at hand and accurate description is impossible. It is better to write for samples or for further information about an article when in doubt about any essential feature. When more than one item is ordered, each item should be given a line by itself (and more if necessary), and each of these lines should be begun at the paragraph margin. Shipping directions and terms are a necessary part of such a letter. They should state exactly how the goods are to be sent, whether by parcel post, express, or freight, and in either of the last two cases, by what road or steam- ship line. Unless the terms of sale are clearly understood by both the buyer and the seller, they also should be mentioned in the order. Such expressions as "sendat once" or "at your earliest convenience" have been exhausted by overwork and now have no force whatever. Any merchant who expects to suc- ceed will attend to all business matters promptly without being told to do so. When nothing is said about the time of shipment, it is understood that the goods will be shipped THE BUSINESS LETTER C M. BLOCK SHOE DEALER The Place School Shoes for Quality a Specialty TROY, OHIO, Aug. 12, 1914 Messrs. Carson & Co. 33 Front St. Chicago, 111. Gentlemen:- Please send me by American Express, on account, 30 days, the following goods: 50 pairs Boy's blucher, calf, "Walkover" shoes, sizes 3 to 6. 75 pairs Misses, button, Oxford, vici kid shoes, sizes 1 to 4. Please ship these shoes so that I may have them on sale a full week before the beginning of school, which opens Sept. 5th. These shoes are for the school trade and will be of little use to me unless they are in stock by Aug. 28th. Yours truly. e7i[.n6,<^ within a reasonable time. Should the goods be needed in a hurry, the writer should state carefully when he wants them and give his reason for haste. This will secure prompt atten- tion or even make it a "rush order," while no notice would be taken of the worn-out "at once" expression. ACKNOWLEDGMENTS OF ORDERS 33 PRACTICE Using your present address for a heading, write appropriate and definite letters to cover the following orders, combining two or more orders into one letter where it is reasonable to do so : — 1.* 1000 bu. wheat (spring wheat No. 2). 500 bu. corn (yellow, grade No. 2). 2. Six kinds of groceries. 3. A quantity of wood (for fuel). 4. One rug. 5. A set of Shakespeare's works. 6. A dictionary. 7. The World's Work, published by Doubleday, Page and Company, Garden City, Long Island, N.Y.; $3.00 a year. 8. Sleeping car accommodations from your city to St. Louis, Mo. (or, to San Francisco, if you live in or near St. Louis). 9. One hundred copies of the bookkeeping text now used in your school. 10. One pair of shoes from The Rice Hutchins Co., Boston, Mass. (It is supposed that the measurements are enclosed.) 11. One doz. handkerchiefs for your own use from Robinson Cleaver & Co., Belfast, Ireland. 12. A ton of coal from the City Coal Company (your city). 13. A door mat. 14. Countermand order in No. 6. LESSON 8: ACKNOWLEDGMENTS OF ORDERS -L HE merchant should acknowledge the receipt of the order as soon as received, expressing pleasure and assuring the sender that his specifications or special directions will be carefully carried out. It is well to repeat, in the acknowledg- ment, whatever unusual directions there may be in the order. When a person places an order, he naturally follows it with interest; and any show of interest on the part of the mer- 34 THE BUSINESS LETTER chant, just at this time, will go far toward establishing per- manent business relations. A few words of this kind, or the mention of some other goods, make excellent sales talk for later orders. CARSON & COMPANY WHOLESALE SHOE MERCHANTS 33 Front St., Chicago, III., Aug. 13. 1914. Mr. C. M. Block, Troy, Ohio. Dear Sir, Your order for shoes, which came last evening, is now in the hands of a careful man who devotes all his time to following up rush orders, and your shoes will certainly reach you by the 28th of the month, so that you will have them a full week before the opening of the schools, as you requested. In a few days you will receive our catalogue of winter shoes, showing some very attractive styles and good values. We shall hope to have your order for winter goods early, so that you may have them in stock before the first cold snap in the autumn. Very truly yours, Carson & Co. per C. This letter is in answer to the order illustrated in Lesson 7. Note that mention is made of date on which the goods were requested in the order (p. 32). The last paragraph is intended to attract further business. ENCLOSURES 35 PRACTICE Take the place of the persons written to in Lesson 7 and acknowledge the receipt of each order, or combination of orders, in turn. LESSON 9: ENCLOSURES An enclosure is something — usually a business paper such as an order-slip, remittance, receipt, bill, or statement — enclosed in the envelope with the letter. A letter accompanying an enclosure should contain a precise statement as to what the enclosure is, the amount, its purpose, and, if it is a payment, how it is to be applied. A series of letters thus written makes a complete history of a transaction, as the writer keeps copies of all letters sent, and the receiver files th^ letters when received. Any item in the transaction may be ascertained by reference to the letter book or the files long after the enclosures have been passed to the bookkeeper and have become matters of record. A TRANSACTION made by letter is as binding as though a formal contract had been drawn up, the letters taking the place of the written contract, or rather constituting the written contract. The details are as important as though made by an attorney at law and should receive as careful attention at the hands of the letter writer as the lawyer would give them. Another advantage in stating the details is that a wrong enclosure or incorrect amount may be easily detected and corrected at once. The one remitting money has a right to say to which of several accounts the payment shall be ap- plied, and he should give this information if he has any choice in the matter. In absence of such direction, the creditor may apply it as he chooses ; he may even apply it to an outlawed account. 36 THE BUSINESS LETTER _CiNCLOSURES such as notes, checks, bills of exchange, receipts, etc. should be laid upon the face of the letter with the top edge and the left-hand end even with the correspond- ing edge of the letter, then fastened with a small paper-fast- ener and folded with the letter. Several enclosures may be put into one letter, but each one should be mentioned. The word "Enclosure " or "Enclosures " should appear in the lower left-hand corner of the letter and be followed by the number, in figures, of the papers enclosed. This is done so that the stenographer will not neglect to enclose the proper papers, and so that the one receiving the letter may see at a, glance whether any are missing. At is unsafe to send currency in an envelope unless it is small coins properly wrapped in a coin card. Unless this is done, the coin is almost sure to wear a hole in the envelope and be lost. Paper money may be detected and misappropri- ated. Any one sending money in this way does so at his own risk. The usual way of making payments by mail is by postal order, draft, or check. Postal orders are convenient for small amounts but are expensive for large amounts; besides, they cannot be issued for more than $100 each. Bank drafts are used in transactions between banks, and by persons in send- ing money to those with whom they have no established busi- ness relations; but checks are by far the most common form of remittance. PRACTICE Cut pieces of paper about the size of the required business papers (say 3 by 7 inches for checks, notes, and drafts) and enclose with the letters that you will write : — 1. Write to the International Transportation Co. this city, enclosing a check for the month's freight bill. 2. Write to Messrs. Howard & Jones, 276 Main St., Cincinnati, sending them a note on account. ENCLOSURES 37 ^ip<^ Troy, Ohio. ^Jfj^./%, i^iAi^ PARA TRUST COMPANY Pay to //i£^i^^. CdA^d^cn^ ^ Ctr., or Order ^^/rr .4hUynJyiJU^^£/yC^iiu^J^^ JT -?^ DoLLARS Gentlemen :- This check for S275 is in payment of j bill of goods bought from you Aug, 12th, due to-day. Yours truly. Q7J\.f^-€oV^HEN information concerning the financial standing of a stranger can be obtained in no other way, it may sometimes be had by writing to a banker who knows him. Whatever is said is, of course, strictly confidential; and no honorable man would betray the confidence. 94 THE BUSINESS LETTER If your informant can give a favorable report, he is happy to do so; if he can say nothing favorable, he will say little or nothing — not a bad plan for every one — and no names will be mentioned. More is to be read between the lines than in them. A brief letter giving little or no information is to be interpreted as unfavorable, unless the person asked about is a stranger to your correspondent. PRACTICE 1. Write to the City National Bank, Rock Island, III., asking about the financial standing of W. Johnson of that city. 2. Take the place of the Cashier and answer this letter. 3. Write to the National Tool Company, Pittsburg, Pa., asking whether Edgar Mills, an employee, is competent to superintend a branch factory. 4. Take the place of the Superintendent of the National Tool Company and answer No. 3. 5. Write to the Board of Trade, Springfield, Mass., asking whether suitable facilities for a toy factory could be found there. LESSON 33: PUBLIC LETTERS JT UBLIC letters are written upon general topics of public interest, addressed to some prominent person, frequently to the editor of the newspaper, and intended for publica- tion. The purpose in addressing them to some one of prominence is that more interest attaches to them because of the personal feature which they thus acquire. Such a letter usually calls the attention of the public to some needed reform or measure, pointing out the present weakness and urging that steps be taken to remedy the matter. The plea in such a letter should always keep the in- terest of the public prominent. Should the readers see a selfish motive involved, the cause will be lost. The public is interested in the good of the public rather than in the selfish motives of the individual. PERSONAL vs. BUSINESS MATTERS 95 PRACTICE 1. Write a public or open letter to your newspaper editor, urging the need of a Y.M.C.A. in your city. 2. Write a letter for your school paper, urging the need of several debat- ing societies in your school. 3. Write a public letter to a local newspaper, urging the need of more shade trees on the newer streets. 4. Write a public letter concerning speeding in your section of the city. 5. Write a public letter urging the need and advantages of a Commercial High School in your city. LESSON 34: PERSONAL vs. BUSINESS MATTERS JN O man cares to have his social letters or personal mes- sages open to the inspection of the entire office force. Social or personal matter should not, therefore, be included in a business letter. If it is desirable to send a personal or social message to a friend to whom you are writing business, it is better to write two letters. On the envelope containing the social letter put "Personal." When this is done, the letter will not be opened by the receiving clerk or by any person other than the one addressed. The business letter might be enclosed with the one marked "Personal," but it is likely to be delayed in case the one to whom it is addressed is away from the office for a time. The social element or friendly tone gives a letter the human touch and is much used in business letter writing, but purely social matters are not intended for the office letter files. The young office worker should remember that the office telephone was installed for business purposes, and he will do well to refrain from using it for personal matters, just as he would refrain from using his employer's stationery for writing love letters. It is never satisfactory to mix social and business matters, whether it be in the use of the telephone or the stationery or in your relations with others in the office. Think about this, often. 96 THE BUSINESS LETTER PRACTICE 1. Your employer wishes you to write to Theo. White, a real estate agent, your city, asking him to be on the lookout for a house for him in the neighborhood of Forest Park. He also wishes to invite Mr. White to dine with him next Friday evening at 7 :30. 2. Send an order to Sherwood & Co. for 10 No. 88 Magee ranges and invite Mr. Oscar Sherwood to join your employer (for whom you are writ- ing) in a fishing trip. 3. Write for your employer, sending a check to R. H. Melton in payment of purchase made one month ago, and invite him to take an auto trip next Saturday afternoon. 4. Write for your employer to Russell & Taylor, sending bank draft for $560. on acct. Also write a note of congratulation to Mr. W. R. Taylor who has just been elected mayor of his city. 5. Write for your employer to Albert Wells, a lawyer, asking him what steps to take in securing a patent on a new gas burner. Ask his opinion about tte future of " Standard Stocks " as an investment. PART THREE TELEGRAPH AND POST LESSON 35: TELEGRAMS AND CABLEGRAMS Messages sent by wire, cable, or wireless, necessitate careful use of language — a more careful selection than any other form of message. They must be short, clear, and cap- able of but one interpretation. Clearness is essential, and no message should be shortened to a point beyond which the meaning is clear. Words having more than one meaning should be avoided, and the message should be so worded that punctuation is unnecessary. IN day telegrams ten words are sent at a fixed rate, accord- ing to distance, and in night messages fifty words may be sent at the same rate. Nothing is, therefore, gained in using fewer words than are allowed. Messages containing more than the specified number of words are charged for at a cer- tain rate per word in excess of the regular rate. Figures, initials, surnames, names of towns, cities, states, territories, provinces, or their abbreviations, and all abbrevia- tions of weights and measures are each counted as one word. Likewise, decimal points, punctuation marks, and such suffixes as st, d, th, etc., are each counted as one word. Rates are fixed according to distance. For day messages of more than ten words and for night letters of more than fifty words, an extra charge is made for each additional word. In a tele- gram, only the words of the message are counted, while in a cablegram, the name, address, and signature also are counted. 98 THE BUSINESS LETTER XHE necessity of brevity in messages has given rise to various code systems which use a single word or a com- bination of letters or figures to express an entire sentence. The "ABC Code," 5th edition, is now much used; and any one possessing a copy may send or receive code messages at a great saving in expense. The following code words will illustrate their use: ^ Codak — At an early date. Codup — Let us know at once what you decide. Dasker — Cannot remit more than. Fadree — Was sent on. Fadni — Must be sent to-day in order to arrive on time. Formi — If time permits. To prevent the use of unnecessarily long or unpronounce- able words, the telegraph and cable companies have made it a rule that no code word will be accepted which is composed of more than ten letters. In unpronounceable words each letter is counted as a word. In cipher cable messages, which may be composed wholly or in part of figures, a group of such figures is counted as one word. In cabling, if any word in plain language contains more than ten letters, extra charge will be made for that word; and any word in plain language having more than fifteen letters will be counted as two words. U PON the payment of a certain extra charge, the sender of a message may have his message "repeated," that is, tele- graphed back from the delivering oflBce to the sending office for verification. jMONEY may be sent by telegraph or cable; but it is quite expensive, a charge being made for the message in addition to the charge for handling the money. 1 From the United States Express Co. Travelers' Code. TELEGRAMS AND CABLEGRAMS 99 A RECENT invention in telegraphic instruments has given rise to the Telepost Company, which sends messages at a uniform rate for all distances, and at a rate much lower than is charged by the telegraph companies. It has four kinds of service; viz., telegram, telecard, teletape, and telepost. A telegram is a message delivered by a special messenger, as is now done by the other companies. A telecard is a telegraphic message printed on a postcard at the delivering office and placed in the post office, and then delivered by the postman on his regular rounds. A teletape is the perforated strip of paper upon which the instrument records the message at the delivering office. This is mailed and delivered as in the case of a telecard. A telepost is a telegraphic message printed similarly to a letter at the delivering office and mailed in a sealed envelope and delivered as in the case of the telecard. The rates for these services are: a 10-word telecard, 10 cents; a 25-word telegram or a 50- word telepost or a 100- word teletape, 25 cents. PRACTICE Condense the following letters into telegrams of not more than ten words each : — 1. Dear Sir: — Can you arrange to meet me at the Bristol Hotel Wednesday, next, at 2 o'clock in the afternoon. Bring your client, and we will effect a settlement of his claim. Yours truly, 2. Gentlemen: — Please ship me 100 boxes of Palermo oranges next Monday and charge to my account. Yours truly, 3. Dear Mother, While riding yesterday I was thrown from a horse and quite badly injured, though not seriously. I shall postpone my return home to- morrow, as I had planned, until some time next week, when I shall be fully recovered. Affectionately, 100 THE BUSINESS LETTER 4. Wire the ticket agent at Boston to reserve sleeper for you on the 9 P.M. train for Chicago next Monday. 5. Wire Thos. Cook & Sons, New York, to reserve a berth on the "Can- opic " which leaves next week Wednesday for Liverpool. Say that you are mailing a check for the necessary deposit on the ticket. 6. Telegraph your traveling salesman, Mr. Charles Dunnley, now at Rock Island, 111., to call at once on Benson Brothers, 249 Water St., St. Louis, Mo., who are wanting quotations on a line of electric machinery. 7. Telegraph your brother to meet you at the Central Station, Baltimore, upon your arrival. Mention train and date, and place of meeting. 8. Order a bill of books by telegraph. 9. Countermand the above order. LESSON 36: CLASSIFICATION OF MAIL MATTER J.N the United States, mail matter is divided into four classes as follows : — First class matter includes letters, postal cards, diplomas, written cards, drawings, designs, plans, and any other mat- ter partly printed and partly written (except as stated later), and all packages sealed so as to prevent inspection. The rate, in the United States, is two cents for each ounce or fraction thereof. This rate applies between post offices within the United States and from the United States to Cuba, Porto Rico, Hawaii, the Philippine Archipelago, the islands of Guam and Tutuila, Alaska, and the Canal Zone. The same rate applies to Canada, Mexico, Panama, Eng- land, Germany (under certain restrictions) and the city of Shanghai. To all other foreign countries the rate is five cents for each ounce or fraction thereof. The rate for postal cards is one cent within the country and two cents to foreign countries, except those mentioned in this paragraph. Second class matter includes all newspapers and periodi- cals issued regularly and not less frequently than four times a year. The rate is one cent per pound for publishers and I CLASSIFICATION OF JVfAIL lOJfX'ER <01 news dealers. For others it is one cent for each four ounces or fraction thereof. Third class matter embraces all parcels of books weighing eight ounces or less, and all transient newspapers, circulars, catalogues, proof sheets and manuscripts accompanying the same; miscellaneous printed matter or paper not having the nature of personal correspondence, photographs, valentines, and all other printed matter, if wrapped so as to be free to inspection without destroying the wrapper. The weight of a single package is limited, in this class, to four pounds, except in the case of books, as stated above. The rate is one cent for each two ounces or fraction thereof. There may be written or printed upon the blank leaves of any book, or upon any photograph, or other matter of the third class, a simple manu- script dedication or inscription not in the nature of personal correspond- ence. Such words, as "Dear Sir," "My dear friend," "Yours truly," "Sincerely yours," "Merry Christmas," "Happy New Year," and "With best wishes," written upon third-class matter, are permissible. That class of mail matter commonly known as fourth class is now embodied in parcel post matter and is described on the following page. Inscriptions, such as "Merry Christmas," "Happy New Year," "With best wishes," and "Do not open until Christmas," or words to that effect, together with the name and address of the addressee and of the sender, may be written on mail matter of the fourth class, or on a card enclosed there- with, without affecting its classification. UNMAILABLE matter consists of liquids, poisons, ex- plosives, inflammable articles, or any other articles that are likely to injure the mails or the persons handling them; sharp pointed instruments, except when properly wrapped; and every letter or card upon which anything indecent is written or printed; and all matters relating to lotteries, fradu- lent schemes, etc. 102 . ; .; , . THE BUSINESS LETTER Special delivery stamps cost ten cents each; and when one is attached to a letter it insures prompt delivery by special messenger to persons living within the mail-carrier district of large cities and towns or within a given distance of post offices not having a carrier delivery. The regular postage must be paid on the letter in addition to the special delivery stamp. XHE safe delivery of first and third class matter may be insured by registration. In case of loss the post-office depart- ment will pay to the amount of $50. The fee for registration is ten cents in addition to the regular postage. W HEN directing a letter that is to go to a foreign country, write the word "Foreign" where the stamp is to be placed. This will remind the one affixing the stamps that the foreign rate is to be paid. This will indicate, too, the carefulness of your house and save your correspondent the annoyance of paying double the amount of the insufficient postage. PARCEL POST INFORMATION The parcel post system provides that fourth-class mail matter shall embrace all other matter, including farm and factory products, and books, not now embraced by law in either the first, second, or third class, not exceeding 50 pounds in weight for delivery within the first and second zones or twenty pounds for delivery in any of the other zones, nor greater in size than 72 inches in length and girth combined, nor in form or kind likely to injure the person of any postal employee or damage the mail equipment or other mail matter, and not of a character perishable within a period reasonably required for transportation and delivery. RATES OF POSTAGE Parcels weighing four ounces or less are mailable at the rate of one cent for each ounce or fraction of an ounce, regardless of distance. Parcels weighing more than four ounces are mailable at the pound rates shown in the following table, a fraction of a pound being considered a full pound; CLASSIFICATION OF MAIL MATTER 103 Weight. 1 pound . . 2 pounds , 3 pounds < 4 pounds 5 pounds 6 pounds 7 pounds 8 pounds 9 pounds 10 pounds 11 pounds 12 pounds 13 pounds 14 pounds 15 pounds 16 pounds 17 pounds 18 pounds 19 pounds 20 pounds First zone. Second zone Third zone Fourth zone Fifth zone Sixth zone Seventh zone Local Zone rate. rate. rate. rate. rate. rate. rate. rate. $0.05 $0.05 $0.05 $0.06 $0.07 $0.08 $0.09 $0.11 .06 .06 .06 .08 .11 .14 .17 .21 .06 .07 .07 .10 .15 .20 .25 .31 .07 .08 .08 .12 .19 .26 .33 .41 .07 .09 .09 .14 .23 .32 .41 .51 .08 .10 .10 .16 .27 .38 .49 .61 ,08 .11 .11 .18 .31 .44 .67 .71 .09 .12 .12 .20 .35 .50 .65 .81 .09 .13 .13 .22 .39 .56 .73 .91 .10 .14 .14 .24 .43 .62 .81 1.01 .10 .15 .15 .26 .47 .68 .89 1.11 .11 .16 .16 .28 .51 .74 .97 1.21 .11 .17 .17 .30 .55 .80 1.05 1.31 .12 .18 .18 .32 .59 .86 1.13 1.41 .12 .19 .19 .34 .63 .92 1.21 1.51 .13 .20 .20 .36 .67 .98 1.29 1.61 .13 .21 .21 .38 .71 1.04 1.37 1.71 .14 .22 .22 .40 .75 1.10 1.45 1.81 .14 .23 .23 .42 .79 1.16 1.53 1.91 .15 .24 .24 .44 .83 1.22 1.61 2.01 Eighth zone rate. $0.12 .24 .86 .48 .60 .72 .84 .96 1.08 1.20 1.32 1.44 1.56 1.68 1.80 1.92 2.04 2.16 2.28 2.40 Up to 50 lbs. at same rates. The local rate is applicable to parcels intended for delivery at the office of mailing or on a rural route starting therefrom. The Post Office Depart- ment furnishes a key and map by which the zone for any post office may be determined. To parcels of books weighing more than 8 ounces, the pound rates shown in the table apply. PREPARATION FOR MAILING Parcels must be prepared for mailing in such manner that the contents can be easily examined. A parcel must not be accepted for mailing unless it bears the name and address of the sender, preceded by the word "From." Postmasters will refuse to receive for mailing parcels not properly in- dorsed or packed for safe shipment. WHERE MAILABLE Parcels must be mailed at a post office, branch post office, named or lettered station, or such numbered stations as may be designated by the postmaster, or delivered to a rural or other carrier duly authorized to receive such matter. Parcels collected on star routes must be deposited in the next post office at which the carrier arrives and postage charged at the rate from that office. 104 THE BUSINESS LETTER INSURANCE OF PARCELS A mailable parcel on which the postage is fully prepaid may be insured against loss in an amount equivalent to its actual value, but not to exceed $50, on payment of a fee of 5 cents in stamps, such stamps to be affixed. PRACTICE State the classification to which each of the following pieces of mail matter belongs, and the postage required by each: — 1. A sealed letter weighing ^ ounce. 2. A sealed envelope containing samples, 1 oz. 3. A bundle of newspapers weighing 15 oz., sent by a pubhsher. 4. A diploma weighing 8 oz. 5. A drawing weighing 12 oz. 6. A book weighing 33 oz. 7. A newspaper weighing 2 oz. 8. A package of flower seeds weighing 4 oz. 9. A circular weighing I oz. 10. A photograph weighing 3 oz. 11. A package of letter paper weighing 10 oz. 12. A small bottle of ink weighing 3 oz. 13. A letter to a foreign country weighing 1\ oz. 14. A parcel of merchandise weighing 4^ pounds within the 2d zone. 15. A box of toilet articles weighing 16 pounds within the 1st zone. PART FOUR THE MORNING MAIL ±HE morning mail represents but a small part of the in- coming mail of the firm for which you must now suppose yourself to be head stenographer. The answers to many of the incoming letters would, of course, be dictated to the stenographer; but the letters here given are handed to you to be answered. A few general instructions are given with each letter, which will determine the nature of the answer; but composition, tone, and quality are left to you. This work may be divided into lessons as the teacher wishes. It is a good review exercise. A group of these letters will make an excellent ex- amination. I 106 THE BUSINESS LETTER Monday, June 1, 191-. — No. 1. THE OFFICE WORKER 78 WEST 17TH STREET NEW YORK CITY, May 29, I9l-. Messrs. Stone & Company, 85 Summer St . , Boston, Mass. Gentlemen: Your office force Can be kept in touch with the latest and best in office methods By putting THE OFFICE WORKER — our new monthly magazine for office people — into the hands of each member of the staff, as it comes from the press. Each issue is full of live articles and helpful experi- ences which cannot fail to stimulate interest and enthusiasm in this kind of work. The magazine is brim full of time- saving plans which will cut expenses and promote greater efficiency. The regular price is SI a year; but we are making a special offer, for a limited time, of just one half price- 50 cents — in clubs of 10 or more. You cannot make a better investment than to put each member of your office force on our subscription list for a year. And this is really no ex- pense to you, as the 50 cents each, which you pay, will come back to you many times over before one half the 12 issues have been read. So sign the enclosed card and mail to-day. Yours truly. Manager Subscription Dep't. 1 Prepare a card suitable for sending with this letter, then fill in and sign for your firm. Order 30 copies. THE MORNING MAIL 107 Monday, June 1, 191-. — No. 2. A. B. ALLEN General House Furnishings 281 Broad St., Albany, N. Y., May 29, 19l- Messrs. Stone & Co., 85 Summer St . , Boston, Mass, Gentlemen: — Please send me your catalogue of lamps. I am particularly interested in a drop lamp equipped for gas. Yours truly, Ct. 13. OlboTU. A/C.S. Write, saying that you are mailing him a catalogue. Mention the page upon which the drop lamps are described, and try to deepen his in- terest in these lamps. Use your best salesmanship in writing this letter. 108 THE BUSINESS LETTER Monday, June 1, 19 1-. — No. 3. BAHAR BROS. IMPORTERS 248 Nassau St . , New York City, May 28, 191-. Messrs. Stone & Co., 85 Summer St. , Boston, Mass. Gentlemen: The enclosed bill is a duplicate of the one sent you two weeks ago. The matter of payment was probably overlooked by you at that time. Our salesman will call on you some day next week with an unusually attractive line of men's neckwear. We are confident that you will place a large order for these goods. Yours truly, Bahar Bros. per rrb. AM/HS Send a check. Mention the amount of the check and give the date of the bill you are paying. THE MORNING MAIL 109 Monday, June 1, 191-. — No. 4. C. A. DUNBAR, F^]^^EAR BOX 248. ATTLEBORO. MASS.. May 29. 191- Messrs. Stone & Co., 85 Summer St . , Boston, Mass. Gentlemen, Please send me a statement of my account, giving detailed items for May 12th and 21st. Yours truly, C. A. Dunbar, per (L_ Write, enclosing a statement. Your letter will, naturally, be brief. Some houses would send the statement without enclosing a letter; but when the letter is written you will have a record of the sending in your files. g ! !>. 1 1 z I 0) o < «s ▼- o QL 3: .. oa COM THE WOP BROOKS. G rH •H o o , hi a « o S" <2 5 >h" < < ?s 2 (0 •H d o\ O r-i cd CO ca 2 u S 0) Ms (0 o ttX z!" /^MA o. O . ■»-> CO o ■" < E , ^ Z* 1^1 S5,s o o (U o a a C/3 rH a •H <;-i CO a 5 o en •H STE FFICES NT 11 -t-> w CO u o 111 OS ?l u W 5,000 .. PHC8I k i m CD s lil ^5 O I * Ql 1- ^- s 5 z (0 0) :§ £ • S -M , fl (X> S OS o ^ i 9 ^ ^ § 1 ach for your a: 4 ^-^ M o a o o i? ^ (3^ W) s ^ JU (U •^ 3 ^ T3 c8 +J 1 JH ^ a; 1 g |l I— 1 ■^ Oi ^ Oh P I— 1 T-H 1 o ^ fl d -^3 'fl '^ H^ si CJ f^ & t 1 td -^ ^ (U O K^ H o -e na I I THE MORNING MAIL 111 Monday, June 1, 191- — No. 6. OFFICE OF GENERAL SALES MANAGER THE DUNN MANUFACTURING COMPANY MENOMINEE, MICH., May 28. 1 9l- Messrs. Stone & Co., Boston, Mass. Gentlemen, — We have your order No. 3195, dated May 24th, calling for one gross of folding doll carts. No. 100, same as those shipped you October 4, 1913. We regret to say that we have not one of these carts in stock, having sold out just before the Holidays. Our 191- corresponding pattern will not be made up for some sixty or ninety days yet, and we therefore ask if you want us to hold your order until then, and ship when the carts are made up. Yours very truly. The Dunn Mfg. Co. By L. e. a. Sales Department LEA 4/28 Answer this. 112 THE BUSINESS LETTER Tuesday, June 2, 19 1-. — No. 1. Form F. 412. ne New Tort, New Hayen and HartforiEailroai Co. FREIGHT DEPARTMENT ,...^ Bring tlis notice wiOiDill-of-lailingfliencalliiigforconsiiMenl Make checks payable to the order of The Kew York, New H^ijren and Hartford Railroad Company, AGENT. The bill of lading for this car came several days ago. You will now write to the City Transfer Co., 239 Commercial St., enclosing a check in their favor for the freight. Also enclose this notice and the B/L properly endorsed and ask them to deliver these goods to you. THE MORNING MAIL 113 Tuesday, June 2, 19 1-. — No. 2. Sharon. Mass., May 31. 191- Messrs. Stone & Co., Boston, Mass. Gentlemen: — Owing to an accident which kept me from my usual employment for three weeks. May 4th to May 25th, I shall not be able to settle my account on the first of the month. Will you please extend my time for two weeks, at which time I shall be able to pay, as I am now working. Yours truly, B. id. S-nxurufey. This customer has always been prompt, and you can safely grant his request. In answering this, the writer should guard against either patroniz- ing or saying anything that has the slightest suggestion of a sting in it. When you have the right spirit toward those to whom you write, your letters are sure to show it. 114 THE BUSINESS LETTER Tuesday, June 2, 191- — No. 3. BRi^jsrcBEB 1 Chicago, Dbusivhjr. New Ori^eans THE NATIONAL TRADING COMPANY 981 BROAD ST., NEAV YORK Order No. 3842 . Shipped Via N. Y. N. H. & H. R. R. June 1, 191-. SOT.n TO Messrs. Stone & Company, Boston, Mass. TERMS: CASH SO DAYS: 2% DISCOUNT 5 DAYS 45 bbl. York Imperial Apples S2.25 36 " Fall Russet " 2.40 12 " " Rambo " 2.50 27 baskets Bartlett Pears .55 Freight prepaid 101 86 30 14 25 40 00 85 232 7 50 50 240 00 I « I Pay this bill. Note the terms before stating the amount of the check. I THE MORNING MAIL Tuesday, June 2, 19 1-. — No. 4. 115 Surplus 200,000 fatmm' exc^m^t I3an6 HOME BANK BUILDING Interest paid on deposits St. Louis, Mo., May 31, igi-. Messrs. Stone & Company, 85 Summer St . , Boston, Mass. Gentlemen: — Mr. H. A. Hawkins, who was formerly in your employ and who is now starting in business for himself, has given your name as reference. Any information you can give me about his business ability, his promptness in collections, etc., will be held in confidence and much appreciated by me. Yours truly. Cashier, Farmers' Exchange Bank, A-E.H. Mr. Hawkins was superintendent of your grocery department for ten years. He built up the department, is a good business man, and there is every reason to believe that he will be successful in a business of his own. Write Mr. Anderson about Mr. Hawkins. 116 THE BUSINESS LETTER Tuesday, June 2, 191- — No. 5. EMPIRE PLATE & WINDOW GLASS CO. IMPORTERS French Window & Picture Glass 20-22 Canal Street American Window Glass French Mirrors BOSTON,. June 1, 191- Messrs. Stone & Co., 85 Summer St. , Boston, Mass. Gentlemen: — We can arrange to set the plate glass for your new window, about which you wrote us yesterday, any day next week. If you have any preference as to the day it is done, please let us know, one day in advance. Yours truly. Empire Plate & Window Glass Co. By- ViX C. Ynxvn/yv .Director Die, W.C.M. State when you want the work done and why you prefer that time. This will be much more effective than to ask to have it done "at once." THE MORNING MAIL 117 Tuesday, June % 19 1-. — No. 6. H. I. JAMES BUII.D£;RS' hardvitare Rock, Conn., June 1, 191-. Messrs. Stone & Co., 85 Summer St . , Boston, Mass. Gentlemen: — I am returning the enclosed bill which belongs to Mr. Smith instead of me. I notice that you billed handsaws and hammers to him at a price about 10% lower than you sold the same goods to me on the same date. It seems from this that you have one price for one customer and another price for another. This, !• think, is unfair, and I demand a refund of 10% on all the business done with you in hammers and saws during the past year. Yours truly, Explain to Mr. James that when you sell in large quantities you are able to make better prices. The bill to which he refers (which was sent to him by mistake) is for a much larger quahtity than that sold to Mr. James at any time during the year. This accounts for the difference in price. Assure him that, were he to buy in similar quantities, you would gladly quote him (an old customer) equally low prices. Under the present circumstances you cannot accede to his demand. Avoid giving offense. 118 THE BUSINESS LETTER Wednesday, June 3, 191-. — No. 1. H. A. Pelton 65 Winter St. Middleboro, Mass., June 2, 191-. Messrs. Stone & Co., 85 Summer St . , Boston, Mass. Gentlemen, — The debtor, Mr. C. K. Blank, has removed from the Commonwealth, but we feel that we can locate him and collect the claim through other parties. This will en- tail some expense; and if you will allow us fifty per cent, in the event of collection, we shall be pleased to take up the claim. The debtor is in poor financial circumstances and does not pay accounts until forced, but we will make every effort to effect a collection- Do you wish us to undertake collection on these terms? Very truly yours, 31. a. PtXtcvw. This is a letter from a lawyer to whom you have written concerning col- lection of the account which Mr. Blank owes you. Your firm considers this a large percentage to pay for collection and has instructed you to prepare a 3-letter series for use in collecting overdue accounts. First write Mr. Pelton, asking him to defer action in this matter until he hears from you; then write the collection letters. THE MORNING MAIL Wednesday, June 3, 19 1-. — No. 2. 119 Ci^e Eo^al 31nsiiirance Compani? 120 STATE STREET. BOSTON, MASS. June 1, 191- The Yearly Premium on Policy No "^^-X-^rv^will be due J*? -.Mo.//--i9/3 JTemium . $//SZ «^ — Addition Offered Less Reduction Amount Due $_^ PLEASE RETURN THIS NOTICE WITH THE PREMIUM TO PLEASE ADVISE ANY CHANGE OF ADDRESS Messrs. Stone & Co., 85 Summer St . , Boston, Mass. Send a check for this amount. Tell the Company that you want to con- sider an increase in fire protection beginning July 1st, as you are opening a new department on that date; and that you wish to see a representative of the Company before that date. 120 THE BUSINESS LETTER Wednesday, June 3, 191-. — No. 3. 251 Front St. . Worcester, Mass., June 2, 191- 1 Messrs. Stone & Co. , 85 Summer St . , Boston, Mass. Gentlemen: — Please send me by parcel post, C. 0. D, : 2 doz. pairs ladies" dark tan, kid, 3-clasp gloves in sizes from 5 to 8 1/2. Please send these on Friday morning so that we may have them for the Saturday trade. Yours truly, C. A. Brown & Co. ?-■ Thank them for the order and assure them that the gloves will be mailed on or before Friday morning, as they request. You might add a little sales talk about some related line of goods. Almost every letter offers an op- portunity for salesmanship in some form. THE MORNING MAIL Wednesday, June 3, 19 1-. — No. 4. 121 STATEMENT Folio 93 IVfessrs. St one & Co. , June 1 I9i- 85 Summer St . , Boston, Mass. " ^^^^H^ H. F. ADAMS & CO. 246 MAIN STREET, CHICAGO, ILL. May 1 Balance rendered 647 50 10 To Mdse. 125 00 19 To Mdse. 243 50 1016 00 Cr. May 15 By Cash 800 00 216 00 1 Send a check in full. 122 ' THE BUSINESS LETTER Wednesday, June 3, 191-. — No. 5. J)iano0, piano JJIaperc ^triaff fnfitrumentd 100 Tremont St. . Boston, Mass., June 3, 191-. Messrs. Stone & Co., 85 Summer St . , City. Gentlemen: — Miss Millie Longwell has applied to us for a position as stenographer and has re- ferred us to you. Is she neat and accurate in her work, as well as careful and trustworthy in the use of time during office hours? Yours truly. KENT BROS, per JQ,. L/BP Miss Longwell was Mr. Stone's secretary for a number of years and gave entire satisfaction. Mr. Stone speaks highly of her work and in- structs you to say to Kent Bros., for him, that he can heartily recommend Miss Longwell on the points mentioned in their letter. THE MORNING MAIL J23 Wednesday, June 3, 191-. — No. 6. Avon. Mass., June 2, 191-. Messrs. Stone & Co., 85 Summer St . , Boston, Mass. * Gentlemen, I am planning to spend a part of my vacation in Detroit and should like to have, if convenient, a letter of intro- duction to Mr. J. A. Sedgwick, with whom one member of the firm is acquainted, I believe. Yours truly. Mr. Mason is credit man for your firm. Write this letter of introduction for Mr. Stone, who has a personal acquaintance with Mr. Sedgwick. 124 THE BUSINESS LETTER Thursday, June 4, 19 1-. — No. 1. Baltimore. Md., pi^ir-J, i9L*, No. /"/f. OTTOMAN NATIONAL BANK Pay to ^i^JtAnp, If^ (InmixnyrLu ^ ~x--^ OR Order $ SO ^ jk. -w.-.^ ^ — ^^ Dollars Messrs. Stone & Company, 85k Summer St. , Boston, Mass. Gentlemen, The enclosed check for S50 . 50 is in settlement of our account, as shown by your June first statement. Yours truly, C. E. Waters & Co. e.ja. Enclosure 1 ED/MS Acknowledge this. THE MORNING MAIL 125 Thursday, June 4, 191-. — No. 2. 365 Common St . , Concord, N. H. , June 2. 191- Messrs. Stone & Co., 85 Summer St . , Boston, Mass. Gentlemen: — Please send me by freight on 60 days time: 25 Belmont Magee ranges No. 88 with hot water coils. Yours truly. This is an old customer whose account is badly overdue. You have al- ready written him concerning it, but he has not answered. Hold this order and try to get a settlement of the old account. 126 THE BUSINESS LETTER Thursday, June 4, 19 1-. — No. 3. 85 Summer St . , Boston, Mass., June 4, 191- Gentlemen, Although my relations with you have always been pleasant, yet for some months I have been thinking of looking for an opening in the West, where I feel there are better chances for a man to rise. I can remain in my present position until another man is found to take my place, but I should prefer to close up my work here June 30th. Yours truly. |oK/n^ TbcvViAMXt. Messrs. Stone & Co . , 85 Summer St. , Boston, Mass. Mr. Norwell is buyer for the Furniture Department and is a valuable • man. Say that you should regret losing him and ask what inducement you could offer that would make him contented to remain in the employ of the firm. I THE MORNING MAIL 127 Thursday, June 4, 191-. — No. 4. WELDON WHEEL CO. Makers of Children's Vehicles, Reed Furniture, Invalids* Chairs, Bicycles Cleveland, O 6/2/1- File 4-HR Messrs. Stone & Co., 85 Summer St. , Boston, Mass. Dear Sirs: — Your letter of the 14th has been delayed because of the writer's absence on a business trip, and we must apologize for not acknowledging same sooner. This complaint in connection with the rubber tires used on our invalids' chairs is unusual, and something which we do not understand; and as these tires are made out of the best rubber, and are guaranteed absolutely, we would be interested to see these tires, and ask you to return them by freight for inspection; at the same time please advise to what expense you have been put on this account. Yours truly, WELDON WHEEL CO. Ji. R. Die. HR Say that you are returning the tires. Your expense on this account is $2.60. 128 THE BUSINESS LETTER Thursday, June 4, 191-. — No. 5. Gx*si>xs.ol lRa.picl.S9 IM[xcl>.i^sk.ja. 28-28 ]Vl£t.in StiPee^ June 1, 191-. Messrs. Stone & Co., 85 Summer St., Boston. Gentlemen : — We call your attention to your account, S750, which is somewhat overdue. Will you very kindly give this matter your prompt consideration? Should there be any question in regard to it, won't you advise us at once that we may adjust it to our mutual satisfaction? Thanking you for past business, we are Very truly yours, DURLAND DESK COMPANY. O. CoaXo. E.E. HPR The delay was due to an oversight. Send a check and express regret that it should have happened. THE MORNING MAIL 129 Thursday, June 4, 191- — No. 6. NEW YORK CHICAGO TORONTO THE KENYON BED CO. 100 East 42 Street New York City June 2, 191- Messrs. Stone & Co., 8& Summer St . , Boston, Mass. Gentlemen: We are in receipt of your telegram requesting us to can- cel the order for the #630 divanette. We are very sorry that so many unfortunate circumstances arose in regard to this order. We recently found that the bill was mislaid in our office and not mailed until some time after shipment had been made. If your customer will not accept the bed at this date, we will, of course, be perfectly willing that you return it to us for credit. Yours truly, THE KENYON BED COMPANY, rv. 9'oA^A't R.F./M.B. ^^"^"• Mc. Answer this, saying that you are returning goods for credit. d r 0^ - 1 rH . . \ (D (U ! S lO 0) O c o o CO 3 +J J^ BiiB B 1 1 td Q) B o o >> ^B^VH 1 53 (0* 1 . ■f-> 2 '^^^E^^l B9 1 >5 c L^^H^Vl ^3 +J 0) l^^lB 1 •H O O ■o •H o u ajjj 1 i •H a 4 4-> . o II a (0 -p M' (0 3 +j cd cd <; •H s o 13 1 ! o to Pi 3 •o C •H >> rH El aH 1 . f-, CO O 0) s •H c O Q Ut o O 3 Q) +J W CO MwB 1^ . w oiS ■I Hi c in Q) CX) " g o iK^ i 1 >> -t-" Cd 1 Pi t/3 U. ^ s a o >s -M o ^o '■^ fl ^ 4^ < tH o a> > cd , ^ 1 ^ OJ ^ 4-3 C3 --J ^ ?! +3 > W3*£ fl eS *&*S « ^ -r a s '^ O too ■^ fl ^•> • c3 S-, oj )M ^ T-^ ^ ^ , o 6 :^ ^ a 1 1 1 ^ 05 ^ o tn t-t *o Si 5 £ •ts THE MORNING MAIL 131 Friday, June 5, 19 1-. — No. 2. 125 Jackson St. , Columbus, Ohio, June 3, 191- Messrs. Stone & Co., 85 Summer St . , Boston, Mass. Gentlemen: — The special list of country merchants, which you ordered a few days ago, is enclosed with a bill of SIO for the same. I have special lists of merchants in nearly all lines of business, and I trust that the results from this trial list will be so satisfactory that you will order other lists. Yours truly. P/MP Send a check for this bill, then prepare a 3-letter series of sales letters for the purpose of selling rain coats. 132 THE BUSINESS LETTER Friday, June 5, 191-. — No. 3. HENRY R. JAMES Attorney at law Chronicle Bldg., Boston June 4, 191-. Messrs. Stone & Co., 85 Summer St . , Boston, Mass. Gentlemen: — We had a long conference with Albert Johnson yesterday in relation to his affairs. He has given up selling crackers on his own account and wishes to sell these goods on commission for another dealer. He says that he has used but four of the twelve cases making up this account; and as he now has no use for them, he is willing to return them to you. This young man has a large number of outstanding claims against him and no immediate possibility of paying anything on them; and if you get your goods back, you will fare much better than the other creditors. Johnson is quite ignorant and at a loss to know what he should do about his affairs; but, as he has no property, suit on a small claim would be of no advantage. Kindly instruct us what course to pursue. Very truly yours. ^hUyYh^o^ ft. J^o^oooxXiy. Write to Mr. James that Mr. Johnson may return the eight cases of crackers, for which you will give him credit; but insist that Mr. James make an effort to collect the balance of the account, provided he can do so without bringing suit. If it cannot be collected without a suit, tell him to drop the matter, as the account is too small to carry into court. THE MORNING MAIL 133 Friday, June 5, 191-. — No. 4. ^tcutitv iiift Slnjsurance Compani? 673 Lake St., Buffalo. N. Y., June 3. 191-. Re Hillman Oldham. Messrs. Stone & Co.» 85 Summer St . , Boston, Mass. Gentlemen. — Mr. Hillman Oldham, one of your employees, was refused insurance in this company in 1910 because he was at that time employed in electrical work with a current up to 600 volts. Will you please inform us whether his occupation at the present time has anything to do with electricity? Very truly yours. L./C. Medical Director, His present employment has nothing to do with electricity. Answer for Stone & Co. 134 THE BUSINESS LETTER Friday, June 5, 191-. — No. 5. 206 Maple St., Bridgewater, Mass., May 31, 191- Messrs, Stone & Co., 85 Summer St. , Boston, Mass. Gentlemen. Please send me by freight, on account, 60 days: 5 handbags No. 842. 3 four-ft. steamer trunks, dark, . double lock, iron bound corners. I am confident that I can do a good business in this line of goods. Yours truly. This is a new customer asking for credit. He gives no references, nor does he refer to any of the commercial agencies concerning his rating. After looking up his financial standing in Bradstreet's, you find that he has a low rating; it is, therefore, unwise to give him credit. Hold the order and make an effort to get him to send a check, upon receipt of which you will send the goods. This calls for skill in letter writing. THE MORNING JVIAIL 135 Friday, June 5, 19 1-. — No. 6. 125 Maplewood Ave., Newton. N, H. , June 1, 191- Messrs, Stone & Co., 85 Summer St . , Boston, Mass. Gentlemen, Please allow me two weeks more time on my account. Yours truly, c5. S. QAx3>5^. This account is due to-day. You will notice that no reason for nonpay- ment is given, nor is there a basis for a new promise, which he should have made. He is known to be a "spender"; he buys freely, and should be held as a customer without allowing his account to become overdue. You might suggest some plan of definite payments at specified times. Answer this as you think best, but don't oflFend him. 136 THE BUSINESS LETTER Saturday, June 6, 191-. — No. 1. RHODES COMMERCIAL SCHOOL BUTLER EXCHANGE BOSTON. MASS. Mason Rhodes, Principal June the fourth, 191-. Messrs. Stone & Company, 85 Summer St . , Boston, Mass. Gentlemen :- You will, doubtless, be needing substitute office help during July and August to replace your regular force while on their vacation. From among those just graduating from our business and shorthand departments we can certainly send you just what you want for this kind of work. When in nee*d of either substitute or permanent office help, just call our Employment Department, stating the necessary qualifications, and we will send you some one who is sure to give satisfaction. Yours truly, Rhodes Commercial School Per R,. R/F.F. Answer for Mr. Stone, saying that he will need a young man stenographer June 15th. State the qualifications desired. 3 CO ^ +J n (h c 60 Vh CO Q) CO >5 a CO c ■t-> j=i CD ■H ■H x: J3 T) ■t-> CO cd ■»-> K •H K c >> X! cd (h +J CO cd ^ 3 (D XI td >i o» Q (h • CO u • c: a> Q) +J (U 0. •H c 10 60 •H «-4 ^ CO •H c m 4-> -t-> cd c C t4 J •H • c to (0 >> •d (0 (iH ■^ CD cd (D CO to 0, s 60 (d •H . 0, . bO Cd -t-» c +-> CO 2 CO (h -t-> c » CO s -tJ ■»-> > CO •• DQ ^ >> cd (h 0) (D ac •H o n c C ^ o ^ +J CO s 0) CD 08 W -t-> Q) 2: 3 0) (-1 CO ^1 •-J c 0) 0. •H cd a (D (d B ••-» a t-. ;^ CD w 3 •d ^ t/3 ■l-» m 10 p CD -d (-, 00 Q 0) > CD (0 3 •H iH tn iH rH eH Cd > 0) •0 •H X» J . I -« fe c«' .S 1^ «- ■43 — -a 2 S .2 .S.« g be o '^ ^ P^^ 4J . cd -^ i =3 cd -J- "^ i-G en f^ ^ ^ s O ^ en ^ ; ^ CO S 1 a-BW a s -^ a ^ ? ^ o b£ ^ S a o s 0) ^ .2 :S § -^ :2 § •73 Cd 4; t^ t" — * '^ 55 Id S -^ 2^ C/2 c/2 -M P-l I— I ^ (1 ^ § en -^ IS ^ •s -2 > -^ O ^3 J Ji 4-1 WD-- ^ £ a; cd W Cd o o en 138 THE BUSINESS LETTER Saturday, June 6, 19 1-. — No. 3. HENRY R. JAMES ATTORNEY AT LAW Chronicle Bldg., Boston M c.* o ^ June 5, 191- , Messrs. Stone & Co., 85 Summer St . , City. Dear Sirs, Dr. Jones of Arlington has placed in our hands his claim for damages to his automobile from being run into by a pair of horses driven by Geo. McCarthy, one of your employees, on May 15th last, while on Washington Street in Boston. As you are conducting the business in which Mr. McCarthy was engaged, it would consequently appear that the liability, if any, must attach to you. From a careful examination of the accident, it appears to have been caused by McCarthy's negligence in not caring for and attending to his horses. The a'ctual expense that Dr. Jones has been caused is S58.45, paid for repairs. If settlement is made at an early date. Dr. Jones will be content with the payment of his actual damages. Please let me hear from you at your earliest convenience. Very truly yours. As the employer is responsible for the acts of his employees, while con- sistently engaged in the work assigned, Stone & Co. are ready to pay this without question. Send check to the attorney, Henry R. James. THE MORNING MAIL 139 Saturday, June 6, 19 1-. — No. 4. Fitchburg, Mass., June 2, 191_. Messrs. Stone & Company, 85 Summer St . , Boston, Mass. Gentlemen, In the shipment received from you last week was a case of catsup which was quite badly damaged; five bottles were broken, and the contents came in contact with some of the other packages, doing more or less damage to them. I have taken the matter up with the Railroad Company, and can get no satisfaction from them. I find that the packing was not of sufficient strength to prevent breakage I, therefore, feel that your packing department is respon- sible. Hoping to hear from you soon, I remain. Yours truly, MY/GS This is one of the cases where it is difficult to place responsibility. The fault may be in your shipping department, or it may be elsewhere. Tell him that you desire to be fair, and that, if he will state the exact amount of the damage, you will allow him whatever is reasonable. 140 THE BUSINESS LETTER Saturday, June 6, 191- — No. 5. o^ VA» ocean-carrying marine) isS awoh ncaded l a y -the^ ^^<>->. (^J_J)I^In one yr we paid to foi^i^n companies / \ 5169.000,000 for freight/age. and 845,000,000 '^ L for/fares>*fis passenger^fand^insurance. In the ^5 ^y same yr the country sent to foreign lands over $600,000,000ja^more of goods than it ro o d H \ from thog a coyntriog ; and -se* some^call this the i balance of trade in our favor. N Y. hao moot of v i * the regular steamship lines between Eur and the U S< portJ ♦^ It, receives- a larger proportion of 44»e im- s. an^Ais the outlet for over one/third of^ 1 r our dom^estic exports^/ Bread^/^tuffs, provi- sions, cotton, and petroleum form(pnefhainabout[ of -the- exports. 7he city has about 353 mi^water /'" ' ^ /^ H~.h^—-t tt^, .jf front, Cof which ^Jbh^ half vjnay be uoo d for ship- a-»t •■* — f ping^^ ?'he piers of Jersey City^ and Hoboken, in N .J.ipractically^arepa part of -N— * port, ^ts /y J ninety mi of pier^may be v«*Tr largely extended./-^ The foreign movement of the port, whi e h is v e ry iQPg ei is more than three times the tonnage of its nearest competitor, which . t o the a ity t ff BostonJ About fifty steamers in the foreign trade(every week ^leave the pory ^ >ralf^sail *- — ^/^Txr • under the British and a loco numb a r under the American flag. Copy this rough draft, making the alterations indicated. THE MORNING MAIL 141 Saturday, June 6, 191- — No. 6. WANTED a person with some experience to take charge of the correspondence in office of depart- ment store. Must come well recommended, refer- ences. State salary expected. Address E-156. Transcript Office. Apply for this position. 142 THE BUSINESS LETTER ADDITIONAL EXERCISES IN LETTER WRITING 1. Your employer, a local dealer, has an over-supply of fresh butter on hand. He has instructed you to write to Messrs. Heinsheimer & Co., 99 Commercial St., Cleveland, Ohio, commission merchants, asking about their market and whether they can dispose of a consignment of butter for him. 2. Write an answer to the above. 3. Write a form letter for Heinsheimer & Co. The purpose of the letter is to call attention to their excellent facilities for disposing of food stuffs and to solicit shipments. Their terms are 10 % on sales. 4. Mr. Charles Summers, agent for the Ralston Drug Co., has written you, saying they wish to start a branch store in your city and asking your assistance in finding a suitable location. You, who are a real estate agent, have a store to let. Write him about it, giving such information and de- scription as he will wish to know. 5. Write to Thompson & Co., Bridgewater, Mass., real estate agents, asking if they have a building suitable for manufacturing purposes. State the kind of factory desired and give an idea of the size required. 6. You wish to rent a house for the summer. Write to the above firm about it. 7. As corresponding clerk of the law firm of Baker & Wells, which makes a specialty of collections, write a form letter soliciting accounts for collec- tion. 8. Montgomery, Ward, & Co., Chicago, are to have a special sale of silks next week. Write an announcement to be sent to out-of-town cus- tomers. 9. Mr. H. M. Page, the senior member of the firm of which you are a member, has retired from business. This, according to law, dissolves the partnership, and you must publish notices to that effect in the papers. Write a suitable notice stating, among other things, that all debts owed by the old firm will be paid by the reorganized firm and that all debts due the old firm will be collected by the new. 10. Write a form letter to be sent to out-of-town customers, concerning the change in partnership mentioned in Ex. 9. Solicit a continuation of business. ADDITIONAL EXERCISES IN LETTER WRITING 143 11. Some days ago you shipped an order of goods to French Brothers, Gary, Ind.; but they have not received them. Write the Adams Express Company, by whom you shipped the goods, asking them to trace them. Give the necessary data. 12. Write French Brothers, saying that you regret the delay, telling them what you have done. Request them to wire you if they do not receive the goods within 48 hours. 13. As stenographer for a law firm, write to one of your clients, telling him that his case will be heard two weeks from to-day, at 10 o'clock, in the Circuit Court, and requesting him to be on time. 14. In the capacity of a teacher, write to some prominent person in your city, asking him to donate a suitable picture for schoolroom decoration. 15. Send to the Wilson Manufacturing Co., Dayton, Ohio, for a cata- logue of oflfice supplies. 16. You are about to accept a responsible position; write to the Surety Bond and Reference Association, Buffalo, N. Y., making an application for security. Tell them about your experience and give four or five referr ences. 17. Your customer has settled his account, $269.75, in full. Acknowledge receipt of this payment. 18. You ordered 100 Student fountain pens; but the company sent you 90 Student and 10 Foster pens, making no explanation. Write them about it. 19. Your customer writes that you have overcharged him on a bill of cutlery. He accuses you of an attempt to cheat and declares that he will have nothing more to do with your house. The matter is due to a mistake on the part of your bookkeeper. Write this customer. 20. A customer has just sent you an order for lamps, amounting to $1200. Acknowledge receipt of this order. 21. One of your customers who owes you $250, for which you sent him a statement, sends you but half the amount, with no explanation. The amount is already long past due. Write to him concerning the matter. 22. Write a refusal to a request for extension of time. 23. You have $5000 which you wish to invest in real estate of some kind, preferably a dwelling house. Write to the. cashier of the Farmer's Bank, Omaha, Nebr., asking whether he considers such an investment in his city a good one. 144 THE BUSINESS LETTER 24. Write a letter of introduction for your credit man, who has been in your employ for ten years, but who now wishes to locate in Seattle, Wash- ington. 25. Write a letter of recommendation for your stenographer, who is to go with her parents to Philadelphia. 26. Write to your uncle, for his advice concerning a proposed European trip, telling him what countries you wish to visit. Ask definite questions. 27. Write to Thos. Cook & Sons, 492 Washington St., Boston, Mass., about your proposed European trip. State the cities you wish to visit, how long you wish to be gone, and give preference, if any, as to steamship lines. Ask steamship rates and probable living and traveling expenses in Europe. 28. Write a form letter calling a meeting of the grocers of your city, to discuss the question of a half -holiday for employees. 29. Write the Passenger Department of the N.Y.C.R.R., Grand Central Station, New York, asking for reduced rates for a manufacturers' con- vention to be held in Chicago next March. Give such particulars as the length of the convention, the probable number who will attend, the return route, stopovers, etc. 30. Write to the Board of Trade in your city, requesting that it use its influence with the city Council, urging the improvement of the streets in the wholesale district. Give suflicient particulars for a working basis. 31. Write to the Bemis Typewriter Co., New York, soliciting an agency for that typewriter. State your facilities for and your experience in this kind of work. 32. Write a sales-letter series for the sale of a dust-proof safety inkwell. 33. Outline by letter a route in Ohio for your traveling salesman. 34. Stop payment of a certain check which you issued yesterday. (We as- sume that you are out of town, thus necessitating telegraphing your bank.) 35. Engage passage to Bremen by one of the North German Lloyd steamers. 36. Write to Chicago University, asking for a scholarship for next year. Make the facts fiit your own case. 37. You have drawn a sight draft on Fuller & Co., Denver, Col., for $357.98, the balance of their account. Write to them about the matter. ADDITIONAL EXERCISES IN LETTER WRITING 145 38. Write to the mayor of your city, urging better street lighting on West Elm St., where several accidents have occurred recently which might have been avoided had there been sufficient light. 39. Write to the Superintendent of Schools, calling his attention to the overcrowded condition of the first and second grade schools of your city. 40. Write to the Superintendent of the Street Railway Company of your city, asking for better service during rush hours. Describe the present con- dition and ask him to do what he can to better the service in this particular. 41. Ask your employer for a two- weeks vacation. 42. Prepare a public letter for jour newspaper, urging the need of a li- brary in the High School. 43. Solicit funds for a hospital which is soon to be started in your city. 44. Announce a special sale of gloves. This is a form letter to be sent to out-of-town customers. 45. Write a three-letter series for making collections. 46. Write a letter of introduction for one of your sales people in the Jewelry Department. 47. Write a letter of recommendation for Edward Jackson, whom you have known for six years and who is just graduating from the Commercial course of the High School. 48. Telegraph to First National Bank, Toledo, Ohio, stopping payment on a check for $95, which you have given to Raymond Wells. Answer each of the following advertisements : — 49. STENOGRAPHER — YOUNG MAN, RAPID AND accurate; touch operator; Underwood machine; fine opportunity for advancement; salary $15 per wk. to start; in reply state age, experience, and refer- ences. Address D P 230. Tribune. 50. STENOGRAPHER — STATE EXPERIENCE, salary wanted, speed; South Side concern. This position will be more than just taking dictation and transcribing for the one that makes good. Address F P 290, Tribune. 51. BOOKKEEPING AND GENERAL OFFICE WORK — Neat young woman; wages beginning at $10 per week. State experience, if any. Address E 291, Tribune. 52. BOOKKEEPER — WITH SOME KNOWLEDGE OF typewriting, salary $12 per week. Apply at once. Room 1602, 105 S La Salle St. 53. Write to your teacher, asking if you may use his name as reference in applying for a position. PART FIVE THE FILING OF LETTERS AND PAPERS jLHE diagram on the opposite page shows the number and nature of the letters necessary in doing so simple a thing as making a sale by correspondence. This routine is repeated many times daily in houses doing business by mail. Any letter among the thousands that thus accumulate may be needed at any time. It is therefore necessary that each letter received, and a copy of its answer, be so filed that it can be found instantly. X ORMERLY, copies of all out-going letters were made with the letter press in a "letter-book." This custom had the disadvantage of not keeping together the letter and its answer. Most houses now make a carbon copy of each out- going letter and attach this copy to the letter to which it is the answer. The incoming letter and its answer are then filed away together. The most important methods of filing are: — (1) By name. (2) By locality (geographically). (3) By subject. Methods may differ in detail, but they are all modifica- tions or combinations of these three. X HE simplest method of filing by name (name of the writer of the in-coming letter) uses the flat file. This is usually a box about 11 inches by 14 inches in size with 26 leaves — one for each letter in the alphabet. The letter with its answer is filed under the initial letter of the THE HOUSE THE CUSTOMER TO THE CUSTOMER TO THE CUSTOMER TO THE CUSTOMER TO THE CUSTOMER SPECJAL ANNOUNCEMENT REQ.UeST FOR CATALOGUE LETTER SENT WITH CATALOGUE REQUEST FOR TERMS *" PRICES QUOTATIONS SENT ORDER ACKNOWLEDGMENT OF ORDER TO THE HOUSE TO THE HOUSE TO THE HOUSE TO THE CUSTOMER TO THE CUSTOMER LETTER WITH BILL OF LADING COMPLAINT ADJUSTMENT OF COMPLAINT TO THE HOUSE TO THE CUSTOMER TO THE CUSTOMER BILL SENT BILL PAID ACKNOWLEDGMENT OF PAYMENT TO THE HOUSE CORRESPONDENCE NECESSARY IN A SALE BY LETTER 148 THE BUSINESS LETTER correspondent's surname. (See illustration below.) For ex- ample, a letter from A. C. Brown would be filed under the THE FLAT FILE letter B, and a letter from Anderson, Brown & Company would be placed under A in the file. In using the Shannon system, the letter or paper is punched THE SHANNON FILE so that it may be slipped on the posts and thus held in posi- tion, as shown in the illustration. Suppose a letter from the THE FILING OF LETTERS AND PAPERS 149 Empire Shoe Company is to be filed; all the papers and the guides down to the letter E are turned back, leaving the E on top. The clasps are removed from the posts, the letter is placed in position, and the papers and guides are returned to their original positions. The vertical file, in which the papers and letters are kept on edge instead of flat, is now being widely used and is gradually displacing all other filing devices. It is known also as the "Large Drawer" system, from the fact that the large drawer of the desk was first used for this method of filing. A folder (see illustration below) about the size of a sheet of letter paper is pro- vided for each correspond- ent, into which is put all the correspondence with him. All letters and answers, the out- going letter being always represented by a carbon copy, are thus kept to- gether and are in shape for ready reference. LARGE DRAWER FOR FILING FOLDERS SECTION OF A FILE In this way the correspondence with one correspondent is kept separate from that with any other. 150 THE BUSINESS LETTER This folder, containing the correspondence, is filed behind its proper letter in the guides, as is the case with the flat files. For example, the folder containing the correspondence with The Jordan Marsh Company would be filed behind the guide card "J" in the deep drawer or the filing cabinet. SUBDIVIDED GUIDE CARDS The alphabetical guide cards may be subdivided to facili- tate easy reference. (See illustration.) Should the correspondence with any firm be unusually large, the contents of the folder may be subdivided by months, by the insertion of monthly guide cards into the folder. As the bulk of the correspondence increases, additional files or cabinets may be added, thus providing for almost unlimited expansion. When the files are filled, the contents are transferred to the permanent files, where they are kept for from two to five years before being destroyed. XHE numerical system of filing, in which each correspond- ent is assigned a number, is sometimes used, especially where the bulk of the correspondence is large. The folders are numbered and filed numerically. This necessitates an alphabetical card index, each correspondent having a card bearing his name and address as well as his file number. When a letter is needed, reference must be made to the alphabetical J THE FILING OF LETTERS AND PAPERS 151 file to find the number of the folder, which can then be found in the numerical file. For example, we wish to refer to a letter from Howe & Johnson. We turn to H in the card index (alphabetically arranged) and find Howe & Johnson's card and see that their file number is, say, 3008. We then turn to 3008 in the numerical file and instantly find the folder con- taining the desired letter. The numerical file is the same as the alphabetical file except that the guide cards are numbered instead of lettered. X ILING by location necessitates guide cards with the names of the states (or foreign countries) printed upon them. F^mIcisc^ "mobu ===r^ ,^===n li li ^g !• ill 'iirji ii r^^ ^ Oi^ZZ^ ll|l i; 1 ! ] 1' FILING BY LOCATION With these there must be guides bearing the names of the cities in which your correspondents live. These are placed alphabetically under the states in which they belong. When there are a number of correspondents from the same city, their folders are arranged alphabetically under that city. This gives an alphabetical arrangement for the states and the cities in each of the states, as well as for the correspondents. 152 THE BUSINESS LETTER For example, to find a letter from Frazier Brothers, St. Louis, Mo., we turn to the section marked "Missouri," then to its subdivision marked "S," under which "St. Louis" will be found; then under "F" in the "St. Louis" division we will find the Frazier Brothers correspondence. Jb ILING by subject is used when the subject treated is of more importance than the name of the writer. The prin- cipal guide cards are marked according to the subjects about BUT ONE SECTION OF THE FILE IT CAN BE EXPANDED TO ANY SIZE which the information is to be kept. Letters and circulars bearing upon a given subject are filed together, regardless of the names of the senders. With this must be used an alpha- betical card index of the correspondents, to indicate the lo- cation of each letter. APPENDIX GLOSSARY OF BUSINESS TERMS AND EXPRESSIONS Note. — This list does not include the very common terms generally understood, nor terms so uncommon as to be accounted strictly " technical." Abstract. An abridgment or synopsis. Abstract of title. A summary of the evidences of ownership. Acceptance. A draft, the payment of which has been promised by the one on whom it is drawn. This is indi- cated by the word "Accepted" or "Good" and the signature of the drawee, written on the face of the draft. Accommodation paper. A loan of credit by the exchange of notes; a note given to accommodate or to facilitate credit. Account current. An open or running account; a detailed statement of the items composing it. Account sales. An itemized statement of sales and expenses, rendered by a commission merchant. Accrued. Accumulated, as interest. Acknowledgment. A declaration made before a notary public or other quali- fied officer; also, the officer's certificate attesting such declaration. Administrator. A man who cares for and settles the estate of one who died without having made a will. Administratrix. Feminine of adminis- trator. Adverse possession. The holding of property by some one other than the lawful owner. Affidavit. A written statement made under oath. Against documents. See Draw AGAINST DOCUMENTS. Agent. One who acts for another by authority from him. A I. Of first grade or quality. Assignee. One to whom property is transferred for the benefit of the creditors. Assignment. The transfer of property to the assignee for the benefit of the creditors. At sight. Payable when presented or seen (usually referring to the time of payment of drafts). Attachment. A seizure of property by legal process. Attorney. One (not necessarily a law- yer) authorized to act for, or in place of, another. Audit. The examination of the ac- counts of a business by an accountant or auditor. Auditor. One appointed to examine accounts. Bankrupt. Unable to pay, or legally discharged from paying. Bear. One who anticipates, or works for, lower prices ; applied to mem- bers of the stock exchange. Bed-rock price. Lowest possible price. Bill of lading. The receipt of a trans- portation company, containing a list of the goods, and conditions of shipment. 154 APPENDIX Bill of sale. A writing given by the seller of personal property to the buyer. Blanket insurance. A form of life or accident insurance insuring a group of men. Bona fide. In good faith. Bonanza. Exceptionally profitable (from the name of an unusually pro- fitable gold mine). Bond. A written obligation under seal; a written promise of a govern- ment or corporation, given as se- curity for money borrowed. Bonus. Something given in addition to what is strictly due. Book accounts. Accounts that are re- corded in the books of a concern, and secured by an oral promise, merely. Booked. Entered in the books; usu- ally applied to orders. Bottom prices. Lowest prices. Bradstreet. A pubUsher (in New York City) of mercantile agency re- ports. See Commercial agencies. Broker. An agent between buyer and seller; a dealer on the stock ex- change. Bucket shop. An oflBce run by an irre- sponsible broker. Bull. One who anticipates, or works for, higher prices; applied to members of the stock exchange. Buyer's option. A privilege relieving a buyer from receiving an article until a specified time, but granting him the privilege of demanding it within the time specified in the contract or on one day's notice. Call. A privilege, which one party buys of another, to receive certain stock, grain, etc., at a specified date. Capital. The money and other prop- erty invested in a business. Cash. See Terms cash. Cashier. One having charge of money. Cashier's check. A check or bank draft drawn by a cashier of a bank on another bank. Certified check. A check that has been vouched for by the bank upon which it is drawn, thus making the bank security for its payment. Chattel. Property (usually applied to movable property). Chattel mortgage. A mortgage on movable property. Cheap money. Money obtainable at a low rate of interest. Claim. The right to claim or demand something; a claim enforcible at law. Clearing House. An institution where daily settlements are made between banks, by offset or exchange of checks, drafts, etc., the difference be- tween such exchanges being paid in cash. Client. One who submits his claim to the management of a legal adviser. Collateral. A security, not a part of, but related to, the main matter or contract. Commercial agencies. Agencies that collect and summarize data concern- ing the character, ability, and finan- cial standing of a business man or organization, and furnish the results to the subscribers of their publica- tions. Commercial paper. Notes, drafts, etc. ; paper that contains an order or promise to pay. Common carrier. A person or com- pany whose business it is to trans- port passengers or merchandise. Common stock. Stock that entitles the owner to a dividend after the dividends on the preferred stock have been paid. Consigned. Shipped to consignee. I APPENDIX 155 Consignee. The one to whom goods are shipped. Consignor. The shipper. Conveyance. An instrument in writ- ing by which the title of property is conveyed from one person to an- other. Corner. The control of all, or a ma- jority, of a given commodity. Coupon. A certificate of interest at- tached to a bond, and entitling the holder to the interest due. Covering the account. Payment of the account in full. Credit man. The man who has charge of the granting of credit to new cus- tomers and the supervision of credits generally. Credit memorandum. A notice of an allowance, or rebate, sent to the purchaser. Cumulative. Increasing by successive additions. Deadhead. Without charge for trans- portation. Deed. An instrument conveying the ownership of real estate. Defence. The defendant's answer or plea; the method of proceeding adopted by the defendant to protect him against the plaintiff's action. Defendant. The one against whom suit is brought. Dishonor. The refusal to accept or pay a draft or other commercial paper, by the person on whom it is drawn. Dispatch. A telegraphic message. Dispatch. To send by common carrier. Dissolution. The disbanding or dis- solving of a partnership or corpora- tion. Dividend. Profits divided among stock- holders in proportion to the shares held. Draw. To draw a draft. Draw against documents. In shipping goods to a stranger before receiving payment, a draft is drawn on him and sent with bill of lading to a bank (usually) in the drawee's city; upon payment of draft the bill of lading (without which he cannot get posses- sion of the goods) is delivered to the purchaser. Draw against one's account. To draw a draft for part of, or all, money due from the debtor. Draw at sight. To draw a sight draft. Draw on you. Used in notifying a d^tor that you will draw, or have drawn, a draft on him. Drawee. The one on whom the draft is drawn. Drawer. The one who draws the draft. Drayage. Charges for hauling goods. Dun's or Dun*s report. The rating reports published by Dun's mer- cantile agency. See Commercial AGENCIES. Elevator (in agricultural districts). A building for the storage of grain. Enclosure (also Inclosure). Anything enclosed in the envelope with the letter; e.g., bill, check, price list, etc. Encimiber. To load with debts or other legal claims; as, to encumber an estate with mortgages. Endorse (also Indorse). To write one's name on the back of a negotiable paper, for the purpose of transfer- ring it. Error letter. A letter calling attention to an error. Even date. Present date. Used in speaking of a letter received on the same date on which it was written; as, " Your letter of even date." Execution. The carrying out of a judg- ment or order of the court. 156 APPENDIX Extension. An allowance of further time on a bill or a contract. Falling market. Prices on the decline. Favor. Letter (not in good usage). Flat rate. A fixed rate; i.e., without discounts or rebates. Flurry. A small panic. Folio. Page. Follow-up. In correspondence, refer- ring to a series of related letters sent to prospective customers, together with a record of letters sent and their results. Foreclosure. The proceeding neces- sary to sell mortgaged property to satisfy a mortgagee's claim. Forgery. The writing of another's name as a signature, or the alter- ing of a document with fraudulent intent. Fours (or 4's), Designation of a bond at 4% interest; see U.S. 4's. Franchise. A right or privilege granted by a city or state to an individual or a corporation. Gilt-edge (or -edged). Exception- ally good; frequently used in refer- ence to investments. Going business. A business in normal condition; not insolvent. Good will. The value, in business, of established reputation. Gross total. Gross weight; i.e., includ- ing the box, or crate, and contents. Guaranty. An agreement by which one person promises to answer for the debt or default of another. Honor. To accept a draft, or to pay it when due. Indorse. See Endorse. In-freight. Incoming goods, or money paid for the transportation of same. Innocent purchaser. The endorser of negotiable paper who receives it for value and without knowledge of po'ssible previous defects of title. In stock. On hand. Invoice. A bill of goods bought. Jobber. One who buys from importers or manufacturers and sells to whole- salers or retailers. Judgment. A decree of court directing the payment of a given debt. Knockdown. The parts of a machine, piece of furniture, etc., which have been assembled, but not yet put together or set up; or, which have been taken apart for transportation. Or, the article constructed to be so taken apart. Lake and rail. Partly by lake steamer and partly by railroad. Lapsed policies. Policies canceled be- cause of failure of the insured to pay premium. Lease. A contract of rental. Legal tender. Lawful money; a proper offer of payment. Letter of credit. A letter issued by a bank and addressed to a banker, directing the payment of money to the holder of the letter; used by travelers. Lien. A legal claim. Limited partnership. A partnership in which one, or more, of the mem- bers has only a limited liabilty; i.e., is liable for the debts of the firm only to a certain amount, usually the amount of his investment. This limitation cannot, however, apply to all the partners. Liquidate. To determine by agreement or by litigation the exact amount due. To pay off an indebtedness. APPENDIX 157 List price. The price at which goods are listed or marked for sale. Varia- tions in price are indicated by dis- counts. Long. One who holds stock or grain for a rise in price. Manifest. A list of a ship's cargo, with all the necessary specifications, to be exhibited at the customhouse. Margin. Money deposited with a broker or a money lender to insure him against loss. Mature. To become due. Mercantile agencies. See Commercial AGENCIES. Mortgage. A conditional transfer of the title of real estate or personal property as security for debt. Motion (in law). An application to a court or judge, to obtain an order or ruling directing some act to be done in favor of the applicant. Negotiate. To transfer by endorse- ment; to treat with another; or to try to effect an agreement. Net. Without further deductions; clear of all deductions. Net cash. The amount actually paid or to be paid. Notary or Notary public. A public officer who takes acknowledgments. See Acknowledgment. On account. To be paid for later; (of debts) secured by oral promise only. On order. Ordered but not yet re- ceived. Oji 30 days. To be paid for in 30 days; e.g., "To sell on 30 days time." Open account. A running account; unsettled and active account. Operating expense. Charges or costs, incurred in the regular transaction of business. Outlawed. Beyond the privilege of legal enforcement or judgment; especially by having run beyond the time limit. Output. The total product of the plant. Outstanding accounts. Unpaid book accounts. Overdrawn. Drawn in excess of the amount on deposit. Overhead expenses, or Overhead charges. Expenses of a business which are general in their nature and not chargeable to any particular department; e.g., administrative ex- penses, lighting, heating, etc. Overs and shorts. More articles and fewer articles than are called for on the list. Paper. Notes, drafts, checks, etc. Par. Face value. Party. One entering, or having, con- tract relations. Improperly used for 'person. Pawnbroker. One whose business is to lend money on personal property which is left in his possession as security. Petty cash book. A book in which minor cash items are recorded. Plant. The machinery, apparatus, fix- tures, etc., used in carrying on a me- chanical or other industrial business, or a trade. A workshop or similar complete equipment. Point. When used in connection with stocks, it usually means one dollar per share, or 1%. Pool. A combination of buyers who invest their capital as one person; an agreement among business con- cerns to fix uniform prices. Power of attorney. The authority to act for another. Premium. Money paid for insurance. Prepaid. Paid before the due date. 158 APPENDIX Protest. A legal notice of refusal to pay money or accept a draft. Put. A privilege which one party buys of another to deliver ("put") to him a certain amount of stock, grain, etc., at a certain price and date. {Broker s Slang.) Put and call. The privilege of buying or selling as the holder (of a "put and call" contract) chooses, at fixed price and date. Quotations. The published prices of stocks or other commodities. Rate slip. A small list of rates or charges. Rebate. A reduction or return of a part of the price paid. Receiver. A person appointed by the court to take charge of, and close up, the affairs of a business. Release. The giving up of some right or claim. Repeated message. A telegraphic mes- sage sent back from ofl5ce of delivery for verification. Replevin. An action (legal process) to recover possession of goods wrong- fully taken or detained. Reserve. Funds kept on hand to meet liabilities. Route. The railroads or steamship lines, or both, by which goods are shipped. Securities. Stocks or similar property given to secure a debt. Seller's option. A privilege allowing the seller of stock (sold at a certain price to be delivered on a certain fu- ture date) to deliver it, on one day's notice, at any previous time at the market price. Set-off. A cancellation of opposing debts. In case of the debtor and the creditor having claims against each other, the smaller debt cancels its equivalent in the larger one. Short. One who sells for future de- livery what he does not own, but hopes to buy at a lower price. Short-extend. To enter individual amounts in the explanation column to be totaled and entered in the money column. Sinking fund. A fund set aside for some specific purpose, as for the pay- ment of some obligation to mature in the future. Sixes (written 6's). See U.S. 4's. Sliding scale. A variable scale of wages or prices, up or down accord- ing to time, quantity, etc. Slow-pay. Usually behind in payments. Solvent. Able to pay in full. Spender. One who spends money freely without sufficient regard for his creditors. ^m Spot cash. Cash with order or at time ^^ of delivery. Sundries. Many small or different items. Syndicate. A combination of capital- ists who unite their resources to further some financial project. Tare. The weight of the box, barrel, or packing. Tariff. A tax or duty levied on im- ports; a schedule of rates. Tender of payment. A valid offer of payment. Terms cash. Quoted at the cash price, though the cash is not paid until the goods are delivered. Tickler. A book or form arranged for record of commercial paper accord- ing to the due date; a reminder. Title. Right in, or ownership of, pro- perty. Trace. To send a tracer. APPENDIX 159 Tracer. A notice sent to the proper agents of a carrying company, di- recting that a search be made for goods lost in shipment. Trade. A group of customers con- sidered collectively. Trade discount. A series of discounts, as, 10, 10, and 5%, off the list price. Turnover. That part of the capital of a concern available for the pur- chase of goods or materials which are in turn convertible into cash. Underwriter. An insurance company. Upkeep. The act or expense of keeping up or maintaining. U.S. 4*8 1920. U.S. bonds bearing 4% interest and maturing in the year 1920. Valid. Binding, or good, at law. Void. Not binding at law. Voucher. A book or paper that verifies the accuracy of accounts, receipts, checks, or other papers showing pay- ment. Warranty. Security; warrant; guar- anty. "Watered stock. Stock increased in value without corresponding in- crease in the assets represented by it; i.e., stock raised to a fictitious value. Way bill. A description of goods shipped, containing also shipping directions. Way off. Much lower than usual; in little demand (applied to prices). Wired. Sent by telegraph. Working capital. The funds available for carrying on a business. BUSINESS ABBREVIATIONS AND SYMBOLS Note. — This list includes the abbreviations in common use. Those generally familiar have been omitted; e.g., bu., qt., etc. a (2). At. ^/c- Account, or on account. Acct. Account. Acct. Cur. Account current. Acct. Sales. Account sales. Ad., Adv t. Advertisement. Admr. Administrator. Admx. Administratrix. Agt. Agent. Am't. Amount. Atty. Attorney. Av. Average. Bal. Balance. B.B. Bill Book. bbl. Barrel. B d., B ds. Board, boards. bdl. Bundle. B'k. Bank. B/L. Bill of lading. Bldg. Building. B.O. Buyer's option. Bet. Bought. B. Pay. Bills payable. B. Rec. Bills receivable. Bret. Brought. bx. Box. C. One hundred. c. or c. Cent, cents. Cash. Cashier. C.B. Cash book. Chgd. Charged. C.I.F. Cost, insurance, and freight. C'k. Check. Cld. Cleared. Clk. Clerk. % . Care of. C.O.D. Cash (or collect) on delivery. Coll. Collection. Com. Commission, commerce. Cong. Congress. Cor. Coroner. C.P.A. Certified public accountant. Cr. Credit, creditor. cwt. Hundredweight. D. (usually d.) Pence. Deft. Defendant. Dft. Draft. Dis., Disct. Discount. Dist. District. do. The same, ditto. Dr. Debit, debtor. Ds. Days. Ea. Each. E.E. Errors excepted. e.g. For example. E. & O.E. Errors and omissions ex- cepted. E.O.D. Every other day. et al. (Latin, et alii.) And others. Ex. Example. Ex. Com. Executive Committee. Exch. Exchange. Exp. Expense. Far. (usually far.) Farthing. F.C.B. Folio Cash Book. Fig. figure, or figures. F.O.B. or f.o.b. Free on board. APPENDIX 161 Fol. Folio. For'd. Forward. Fr. (usually fr.) Franc. Fr't. Freight. F'w*d. Forward, or forwarded. G.F.A. General Freight Agent. G.P.A. General Passenger Agent, gro. gross. Hd. Head. Hlf. Half. H.P. or h.p. Horse power. LB. Invoice Book. Incog, (incognito). Unknown. Ins. Insurance. inst. This month. Int. Interest. Inv. Invoice. Inv't. Inventory. J.F. Journal folio. Jour, or J. Journal. J.P. Justice of the Peace. kg. Keg. L.B. Letter Book. L.C.L. Less than carload lot. Ledg. Ledger. L.F. Ledger folio. Ltd. Limited. M. One thousand. Meas. Measure. M.C. Member of Congress. Mdse. Merchandise. Mem. Memorandum. Mfg. Manufacturing. Mfr. Manufacturer. Mgr. Manager. Mme. Madam. M.P. Member of Parliament. MS. or Ms. Manuscript. MSS. or Mss. Manuscripts. N.B. Take notice. O.K. All right. P. or p. Page. Payt. Payment. pc. Piece. P.C.B. Petty Cash Book. pes. Pieces. Pd. Paid. Per an. (Latin per annum.) For a year, yearly, pkg. Package. Pltf. Plaintiff. Pp. or pp. Pages, pr. Pair. Prem. Premium, pro tern. (Latin pro tempore.) For the time, prox. (Latin proximo). Next month. P.S. Postscript. qr. Quire. Rec'd. Received. Rec't. Receipt. Ret'd. Returned. R.R. Railroad. Ry. Railway. S.B. Sales Book. Schr. Schooner. Sec. Secretary. Shipt. Shipment. Sid. Sailed. S.O. Seller's option. Stor. Storage. Str. Steamer. Sunds. Sundries. Sup't. Superintendent. T. Ton. T.F. Till forbidden. Ton. Tonnage. Tp. Township. Tr. Transpose. Treas. Treasurer. 162 APPENDIX ult. (Latin, ultimo.) Last month. %. Percent. jf Used for " number" when written V. Five hundred. V. or vs. (Latin versus viz. Namely. Vol. Volume. .) Against. before a numeral and for " pounds " when written after a numeral, ii = li 22 = 2f or 2i 23 - o8 W/B. Way Bill. Wt. Weight. 2 - 124. ;. = Feet. = Inches. V = Check mark. POSTAL INFORMATION POSTAGE STAMPS Denominations. Postage stamps are issued by the Department in the follow- ing denominations: 1, 2, 3, 4, 5, 6, 8, 10, 15, and 50 cent, il dollar, 10 cent special delivery and 10 cent registry. Books of Postage Stamps. One and 2 cent postage stamps bound in book form are on sale at post-offices at an advance of 1 cent per book over the post- age value, as follows: — Books of 24 1-cent stamps 25 cents 96 1-cent stamps 97 cents 12 2-cent stamps 25 " 24 2-cent stamps 49 " 48 2-cent stamps 97 " Good for Postage. All postage stamps issued by the United States since 1860 are good for postage. United States postage stamps are good for postage in Guam, Hawaii, Porto Rico, and Tutuila, but not in the Philippine Islands, or in the Panama Canal Zone. Postage stamps of the Philippine Islands or Canal Zone are not good for postage on matter mailed in the United States. Postage-due stamps are used by postmasters to witness the collection of postage on short-paid matter, and are not sold to the public. Not Redeemable or Exchangeable. Postage stamps are neither redeemable from the public nor exchangeable for those of other denominations or for any other stamped paper. Perforating of Stamps. For the purpose of identification only, and not for advertising, postage stamps may be punctured or perforated by letters, num- erals, or other marks or devices, but the punctures or perforations shall not exceed one thirty-second of an inch in diameter and the whole space occupied by the identification device shall not exceed one-half inch square. Overlapping Stamps. When postage or special delivery stamps are so affixed to mailable matter that one overlies another, concealing part of its surface, the stamp thus covered will not be taken into account in prepayment. Stamps Cut. Stamps which have been cut or otherwise severed from postal cards, embossed United States stamped envelopes, or newspaper wrappers, are not redeemable nor good for postage. Mutilated or Defaced Postage Stamps. Mutilated or defaced postage stamps are not good for postage. Not Good for Postage. Postage-due stamps, 10-cent special delivery and 10-cent registry stamps, mutilated or defaced stamps cut from embossed United States stamped envelopes or newspaper wrappers, or from postal cards, are not good for postage. Currency. Postmasters are not required to receive more than 25 cents in copper or nickel coins in any one payment. Postmasters are expected to make change as far as possible, but must not give credit for postage. 164 APPENDIX POSTAL CARDS Postal cards are furnished at the postage value represented by the stamp impressed thereon; single postal cards for domestic and foreign correspondence at 1 cent and 2 cents each respectively, and reply (double) postal cards at 2 cents and 4 cents each respectively. Additions. Postal cards issued by the Post-office Department may bear written, printed, or other additions as follows: — Addresses upon postal cards may be either written or printed or affixed thereto, at the option of the sender. Advertisements, illustrations or writing may appear on the back of the card or upon the left third of the face. The face of the card may be divided by a vertical line placed approximately ^ of the distance from the left end of the card; the space to the left of the line to be used for the message, but the space to the right for the address only. International Postage Cards. The United States international 2-cent single and reply postal cards should be used for correspondence with foreign coun- tries, except Canada, Cuba, Mexico, Republic of Panama, and the City of Shanghai, to which the domestic single and reply cards are mailable; but when these international cards can not be obtained it is allowable to use the United States domestic 1-cent single and reply postal cards with 1-cent United States adhesive postage stamps attached thereto. Not Returnable. Postal cards are treated in all respects as sealed letters, except that when undeliverable to the addressee they are not returned to the sender. Remailing. Used postal cards which conform to the conditions prescribed for postal cards, when remailed, are subject to a new prepayment of 1 cent postage. Reply Postal Cards. Either half of a reply domestic postal card may be used separately. Such postal cards should be folded before mailing, and the initial half should be detached when the reply half is mailed for return. POST CARDS (private MAILING CARDs) Transmissible, When and Where. Post cards manufactured by private parties, conforming to the requirements of the Postal Laws and Regulations and bearing either written or printed messages, are transmissible without cover in the domestic mails (including the possessions of the United States), and to Canada, Cuba, Mexico, Republic of Panama and Shanghai, China, at the postage rate of 1 cent each, and in the foreign mails at the rate of 2 cents each, prepaid by stamps affixed. Advertisements and illustrations may appear on the back of the card and on the left half of the face. Under Cover, Rate. Cards mailed under cover of sealed envelopes (transpa- rent or otherwise) are chargeable with postage at the first-rate class; if enclosed in unsealed envelopes, they are subject to postage according to the character of the message — at the first-class rate if wholly or partly in writing, or the third-class rate if entirely in print; and the postage stamps should be affixed to the envelopes covering the same. Postage stamps affixed to matter enclosed in envelopes can not be recognized in payment of postage thereon. APPENDIX 165 STAMPED ENVELOPES Denominations and Sizes. The Department issues twelve different sizes of stamped envelopes, the smallest 2|^ by 5^, the largest 4f by 10|^ inches. The denominations are 1, 2, 4, and 5 cent. Stamped newspaper wrappers are issued in 1-cent and 2-cent denominations and in two sizes. Return Card. When stamped envelopes are purchased in lots of 500 or its multiple, of a single size, quality, and denomination, the Department will, upon request through the purchaser's post-oflBce, print his return card. Such cards are not printed on newspaper wrappers or postal cards. Redemption. Uncanceled and spoiled stamped envelopes presented in a sub- stantially whole condition will be redeemed by postmasters at their face value only in postage stamps, stamped envelopes, or postal cards; but stamped enve- lopes bearing a printed return card will be redeemed only from the original pur- chaser. Stamped envelopes and newspaper wrappers which bear no printing indicating the original purchaser may be redeemed when presented by any responsible person. Avoid delay by depositing mail as soon as it is ready, thus insuring prompt dispatch. Much mail is deposited just at the close of the business day, and fre- quently such congestion follows that all of it can not be distributed in time to be given the first dispatch. WRAPPING OF MAIL MATTER Examination. Second, third and fourth class matter must be so wrapped or enveloped that the contents may be examined easily by postal officials. When not so wrapped, or when bearing or containing writing not authorized by law, the matter will be treated as of the first class. Harmful Articles. Articles of the fourth class not absolutely excluded from the mails, but which, from their form or nature, might, unless properly secured, destroy, deface, or otherwise damage the contents of the mail bag, or harm the person of any one engaged in the postal service, may be transmitted in the mails when packed in accordance with the postal regulations. UNMAILABLE MATTER Definition. Unmailable domestic matter — that is, matter which is not ad- missible to the United States mails for dispatch or delivery in the United States or in any of its possessions — includes: — Address Defective. All matter illegibly, incorrectly, or insufficiently ad- dressed. Postage not Prepaid. All transient second-class matter and all matter of the third or fourth class not wholly prepaid, and letters and other first-class mat- ter not prepaid one full rate — 2 cents. Overweight. All matter weighing over four pounds, except second-class matter and single books. This does not apply to parcel-post matter. Poisons, Liquors, etc. All matter harmful in its nature, as poisons, explosive or inflammable articles, matches, live or dead (but not stuffed) animals, and reptiles, fruits or vegetables liable to decomposition, guano, or any article 166 APPENDIX exhaling a bad odor, vinous, spirituous, or malt liquors, and liquids liable to explosion, spontaneous combustion, or ignition by shock or jar. Obscene and Indecent. All obscene, lewd, or lascivious matter, and every article or thing intended, designed, or adapted for any indecent or immoral pur- pose, or matter of a character tending to incite arson, murder, or assassination. Defamatory, Dunning, etc. Postal, post, or other cards mailed without wrappers, and all matter bearing upon the outside cover or wrapper any de- lineation, epithets, terms, or language of an indecent, libelous, defamatory, threatening, or dunning character, or calculated by the terms or manner or style of display, and obviously tended to reflect injuriously upon the character or conduct of another. Tinsel, Glass. Post cards and postal cards, bearing particles of glass, metal, mica, sand, tinsel, or other similar substances, are unmailable, except when en- closed in envelopes tightly sealed to prevent the escape of such particles, or when treated in such manner as will prevent the objectionable substance from being rubbed ofiF. Lottery and Fraud. All matter concerning any lottery, so-called gift concert, or other enterprise of chance, or concerning schemes devised for the purpose of obtaining money or property under false pretenses. COLLECTION OF MAIL City Collections. At oj05ces where city delivery is in operation mail is col- lected from street letter boxes. Carriers while on their routes will receive letters with postage stamps affixed handed them for mailing, and also small packages on which the postage is fully prepaid, if this does not interfere with the prompt delivery of mail and collections from street letter boxes. Rural Collections. Mail for dispatch will be collected from patrons' boxes on which a signal is displayed indicating that there is outgoing mail therein. Collections will also be made from such U.S. collection boxes as may be located along the route. Rural carriers will accept any mailable matter properly ad- dressed and bearing the necessary postage, or accompanied by sufficient money to purchase the same, which may be personally tendered to be delivered or dis- patched; except that mail matter tendered shall not be accepted in a town or village having a post-office if it is reliably ascertained that parties offering it intend by so doing to " boycott " the office to deprive it of legitimate revenue. DELIVERY OF MAIL Methods. Four methods are used for the delivery of mail: (1) The general delivery; (2) Through post-office boxes; (3) By carriers in cities where delivery service is in operation; (4) By rural and star route carriers. If patrons so direct, all mail intended for them, however addressed, will be delivered in one of these ways, but if such directions are not given, mail will be delivered as addressed. (See Special Delivery Service, page 167.) General Delivery. The general delivery is intended for the use of only those patrons who are not permanently located or who can not, for good and sufficient reasons, receive mail in one of the other three methods of delivery. Post-office Boxes. Boxes are provided for the convenience of the public in the delivery of the mail. The rental prescribed by the Department must be paid quarterly in advance. APPENDIX 167 An individual renting a box may have placed therein mail for his family, visitors, boarders, and employes who are members of his household, and mail addressed in his care. A box rented by a firm may be used by all its members, by the members of their households, and by their employes. A box rented by a corporation, association, or society, may be used for mail addressed to its officials. Boxes rented by colleges, schools, or public institutions, if consistent with the rules and usage thereof, may be used for mail addressed to the officers, students, employes or inmates. City Delivery. Mail will not be delivered by carriers above the second floor in office buildings not equipped with elevators, nor to the different rooms or suites on any floor of apartment houses whether or not they are equipped with elevators, nor to the side or back doors of houses. Mail will not be withdrawn in order to deliver it to persons calling at the post-office, after it has been dis- tributed to carriers. Rural Delivery. Mail is delivered by rural and star route carriers to indi- viduals or firms who properly place on an established rural delivery or star route boxes for the receipt of the mail, as required by the postal regulations. Rural carriers may deliver mail to patrons on the road, provided their identity is known and the carriers will not be unduly delayed. Addressed " In Care of — ." Mail addressed to one person in care of another will be delivered to the first of the two persons named who may call for it, or to the address of the person in whose care it is directed, in the absence of other instructions. Husband or Wife. Neither husband nor wife can control the delivery of mail addressed to the other against the wishes of the one to whom it is ad- dressed. Minors. The delivery of mail addressed to a minor is subject to the orders of the parent or guardian upon whom the minor is dependent. Officials. Mail addressed to a public official, or to an officer of a corporation, by his title, will be delivered to the person actually holding the office designated in the address, the assumption being that the mail is intended for the officer as such. SPECIAL DELIVERY SERVICE Special delivery service is the prompt delivery of mail by messenger during prescribed hours to persons who reside within the carrier limits of city delivery offices, to patrons of rural service who reside more than one mile from post- offices but within one-half mile of rural routes, and to residents within one mile of any post-office. How Obtained, This service is obtained by placing on any letter or article of mail a special delivery stamp (10 cents) or ten cents' worth of ordinary stamps in addition to the lawful postage. When ordinary stamps are used, the words " Special Delivery " must be placed on the envelope or wrapper, directly under but never on the stamps; otherwise the letter or article will not be accorded special delivery service. Hours of Delivery. From 7 a.m. to 11 p.m. at city delivery offices, and from 7 a.m. to 7 p.m. at all other offices, or until after the arrival of the last mail, provided that be not later than 9 p.m. Special delivery mail is delivered 168 APPENDIX on Sundays and holidays as well as other days, if the post-oflBce receives mail on Sundays, RETURN OF MAIL First Class. Letters and other mail of the first class, prepaid one full rate (2 cents) ; official matter and reply (double) postal cards, when undeliverable, will be returned to the sender without additional postage, provided such mail bears the name and address of the sender. Single postal cards and post cards (private mailing cards) will not be returned to the sender. If the sender does not specify the number of days within which such mail shall be delivered, then it will be returned as follows: (a) After five days, if addressed to street and number in a city; (b) after ten days, if addressed " transient " or " general delivery " to a city; (c) after five days, if addressed for delivery by rural carrier; and (d) after fifteen days, if addressed to a fourth- class office and not intended for delivery by rural carrier. Other Classes. If matter of the second class mailed by the public, and of the third and fourth classes of obvious value, is undeliverable, the postmaster will notify the sender of that fact; and such matter will be returned to the sender only upon new prepayment of postage. After notification of non-delivery such matter will be held not longer than two weeks, unless the office of mailing be so remote from the office of address that a response could not be received from the sender within that time. UNDELIVERED MAIL Advertised. All undelivered and unreturnable mail of the first class (except postal cards and private mailing cards) and valuable matter of the third and fourth classes are advertised by posting a weekly list in the post-office. A charge of 1 cent in addition to the regular postage is collected on advertised mail if delivered. Dead Letters and Parcels. Letters and parcels which can not be delivered to addressees or returned to senders, are sent to the Division of Dead Letters for disposal. Disposition. Letters are opened and returned to the writer, if practicable, except such as contain advertising matter only the return of which is not re- quested. If on opening letters valuable enclosures are found, a record is made, and if not returned at once to the owner, they may be reclaimed within one year from the date of their receipt in the Division of Dead Letters. Postal cards and post cards are destroyed. Copyright. Matter for copyright deposited with a postmaster for trans- mission to the Register of Copyrights, Washington, D.C., will be accepted for mailing free of postage; and when requested a receipt therefor will be given on a form furnished by the sender. Such matter, however, may not be sent by registered mail without prepayment of the registry fee. Lists of Names. Postmasters and all others in the postal service are forbid- den to furnish lists of names of persons receiving mail at their offices or give information as to the character, reliability or standing of the patrons. REGISTRY SYSTEM Object. The registry system provides greater security for valuable mail matter, which is accomplished by records, receipts and other safeguards in the I APPENDIX 169 course of handling and the exercise of special care in delivery. Registered mails reach every post-oflSce in the world. What Matter should be Registered. All valuable letters and parcels, and others of no intrinsic value, for which a return receipt is desired or special care in delivery is essential, should be registered. What Matter may be Registered — Where, and by Whom. Any matter admissible to the domestic mails or to the Postal Union mails (except " Parcel Post " packages for Barbados, Dutch Guiana, France, Great Britain, the Neth- erlands and Uruguay) may be registered. Domestic parcel-post packages may be insured but not registered. " Parcel Post " mail must be taken to the post- office and handed to the post-master or other official in charge to be registered, but any other class of mail, domestic or foreign, may be registered at any post- office or post-office station, by any rural carrier, and when sealed and not cumbersome on account of size, shape, or weight, by city carriers in residential districts. Fee. The registry fee is 10 cents for each separate letter or parcel, in addition to the postage, either foreign or domestic, both postage and fee to be fully pre- paid. Registry Stamp. A registry stamp, specially designed for the purpose, which is not valid in payment of postage, should be used to prepay the registry fee, but ordinary postage stamps may also be used for this purpose. Return Receipts. When an acknowledgment of delivery is desired, the en- velope or wrapper of the registered article should be indorsed on the address side, by the sender, " Receipt desired," or with words of similar import. Delivery by Carriers. City letter carriers deliver registered matter at the residence or place of business of addressee, and rural carriers do likewise, unless the residence or place of business is more than one-half mile from a rural route. Undelivered Registered Mail. Undelivered domestic registered mail of the first class, and such mail of all classes of foreign origin, is returned to the sender without extra charge for registry fee or postage. Forwarding. Registered mail may be forwarded before it has been once properly delivered without additional charge for registry fee upon the written request of the sender. Indemnity for Lost Registered Mail. Indemnity will be paid on account of the loss of registered mail in the postal service. Domestic Indemnity. (1) For the value of domestic registered mail of the first class (sealed) up to $50, and (2) for the value of domestic registered mail of the third and fourth classes (unsealed) up to $25. Foreign Indemnity. (3) In any amount claimed, within the limit of 50 francs (approximately $9.65). Application for Indemnity. Reports of losses and application for indemnity should be made to the postmaster at the office of mailing, or at the office of ad- dress, with particulars of registration and a description of the contents of the article, and in cases of partial loss or rifling with the envelope or wrapper of the article. MONEY ORDER SYSTEM Application for Money Orders. A money order is obtained by filling in an application form at the post-office and presenting it at the money order window of the post-office or one of its stations. Money orders are issued for any desired 170 APPENDIX amount fi^m 1 cent to one hundred dollars, and when a larger sum than one hundred dollars is to be sent additional orders may be obtained. There is no limit to the number of money orders which may be sent by one remitter in one day to the same person. If the applicant for a money order resides on a rural route application may be made through the rural carrier, who will furnish the necessary forms, and must give a receipt for the amount. International Money Orders. At all of the larger post-offices and at many of the smaller ones international money orders may be obtained payable in almost any part of the world. The fees for domestic money orders are: — For orders from $ 0.01 to $ 2.50 3 cents. from $ 2.51 to $ 5.00 5 cents. from $ 5.01 to $ 10.00 8 cents. from $10.01 to $ 20.00 10 cents. from $20.01 to $ 30.00 12 cents. from $30.01 to $ 40.00 15 cents. from $40.01 to $ 50.00 18 cents. from $50.01 to $ 60.00 20 cents. from $60.01 to $ 75.00 25 cents. from $75.01 to $100.00 30 cents. The fees for foreign money orders, except those countries mentioned in the next paragraph, are : — For orders from $ 0.01 to $ 2.50 10 cents. from $ 2.51 to $ 5.00 15 cents. from $ 5.01 to $ 7.50 20 cents. from $ 7.51 to $ 10.00 25 cents. from $10.01 to $ 15.00 30 cents. from $15.01 to $ 20.00 35 cents. from $20.01 to $ 30.00 40 cents. from $30.01 to $ 40.00 45 cents. from $40.01 to $ 50.00 50 cents. from $50.01 to $ 60.00 60 cents. from $60.01 to $ 70.00 70 cents. from $70.01 to $ 80.00 80 cents. from $80.01 to $ 90.00 90 cents. from $90.01 to $100.00 $1.00 Fees for foreign money orders when payable in Chile, France (including Algeria and Tunis), Greece, Netherlands, Norway and Sweden: — For orders from $ 0.01 to $ 10.00 10 cents. from $10.01 to $ 20.00 20 cents. from $20.01 to $ 30.00 30 cents. from $30.01 to $ 40.00 40 cents. from $40.01 to $ 50.00 50 cents. from $50.01 to $ 60.00 60 cents. from $60.01 to $ 70.00 70 cents. from $70.01 to $ 80.00 80 cents. from $80.01 to $ 90.00 90 cents. from $90.01 to $ 100.00 $1.00 APPENDIX 171 Repayment. A domestic order may be repaid at the oflBce of issue within one year from the last day of the month of its issue. Repayment of the amount of an international order may also be effected after the consent of the country drawn on has been obtained. Identification. The person presenting a money order for payment, or making inquiry relative to a money order will, if unknown, be required to prove his identity before payment will be made, or information concerning the money order will be given. Indorsements. More than one indorsement on a money order is prohibited by law, but additional signatures may be aflHxed for the purpose of identifying the payee or indorsee, or of guaranteeing his signature. Invalid Orders. A domestic order which has not been paid within one year from the last day of the month of its issue is invalid, but the owner may secure payment of the amount by making application to the Post-office Department through the postmaster at any money order office. Lost Orders. When a domestic money order has been lost, the owner may, upon application through either the office at which the original was issued or the office on which it was drawn, obtain, without charge, a duplicate to be is- sued in its stead within one year from the last day of the month of issue. POSTAL SAVINGS SYSTEM Object. The Postal Savings System provides facilities for depositing savings at interest with the security of the United States Government for repayment. Deposits. Any person of the age of ten years or over may become a deposi- tor. The account of a married woman is free from any control or interference of her husband. No person can have more than one account at the same time. An account can not be opened for less than $1, nor can fractions of $1 be deposited or withdrawn except as interest; but amounts less than $1 may be saved for deposit by the purchase of 10-cent postal-savings cards and adhesive 10-cent postal-savings stamps. No person is permitted to deposit more than $100 in any one calendar month nor to have a total balance to his credit at one time of more than $500, exclusive of interest. Privacy of Accounts. No person connected with the Post-office Department or the postal service is permitted to disclose the name of any depositor or give any information concerning an account except to the depositor himself, unless directed to do so by the Postmaster General. Certificates. Depositors receive postal-savings certificates covering the amount of each deposit made. These certificates are valid until paid, without limitation as to time. Postmasters are not permitted to receive savings certi- ficates for safe-keeping. Interest. Interest will be allowed on all certificates at the rate of two per cent for each full year that the money remains on deposit, beginning with the first day of the month following the one in which it is deposited. Interest con- tinues to accrue on deposits as long as the certificates remain outstanding. Withdrawals. A depositor may at any time withdraw the whole or any part of his deposits, with any interest payable, by surrendering at his depository office savings certificates covering the desired amount. Death of Depositor. Upon the death of a depositor, the balance to his credit may be withdrawn by his duly authorized executor, administrator, or other legal representative. 172 APPENDIX Bonds. Any depositor may, under certain conditions, convert the whole or a part of his deposits, in any multiple of $20 up to and including $500, into United States coupon or registered bonds, bearing interest at the rate of 2^ per cent per annum, such bonds to be exempt from all taxes or duties of the United States, as well as from taxation in any form by or under State, municipal, or local authorities. Postal-savings bonds are not counted as part of the total balance of $500 allowed to one depositor. Service Free. No charge or fee is collected or required in connection with the opening of an account or the withdrawal of money deposited. FOREIGN MAIL MATTER RATES OF POSTAGE The rates of postage applicable to articles for foreign countries are as follows: Letters for England, Ireland, Newfoundland, Scotland and Wales, per cents. ounce 2 Letters for Germany by direct steamers, per ounce 2 Letters for all other foreign countries, and for Germany when not dis- patched by direct steamers: For the first ounce or fraction of an ounce 5 For each additional ounce or fraction of an ounce 3 Single post cards (including souvenir cards), each 2 Reply post cards, each 4 Printed matter of all kinds, for each two ounces or fraction of two ounces . . 1 Commercial papers, for the first ten ounces or less 5 For each additional two ounces or fraction of two ounces 1 Samples of merchandise, for the first four ounces or less 2 For each additional two ounces or fraction of two ounces 1 Registration fee in addition to postage 10 CLASSIFICATION Articles for or from foreign countries (except Canada, Cuba, Mexico, and the Republic of Panama, and the United States Postal Agency at Shanghai) are classified as " Letters," " Post Cards," " Printed Matter," "Commercial Papers " and " Samples of Merchandise." There is no provision in the Postal Union mails for merchandise other than samples. Letters. When a package is prepaid in full at the letter rate it is treated as letter mail, provided it does not contain prohibited articles. Such packages may contain merchandise not sent as trade samples. Sealed or unsealed pack- ages which appear to contain dutiable matter will be inspected by customs ofll- cers of the country of destination and the proper customs duties will be levied. Post Cards. The United States international 2-cent single and reply post cards should be used for correspondence with foreign countries, except Canada, Cuba, Mexico, the Republic of Panama, and Shanghai, to which the domestic 1-cent single and reply post cards are mailable. Printed Matter. Printed matter in the foreign mails is governed by substan- tially the same rules and conditions as in the domestic mails. (See page 101.) Commercial Papers. This class includes all instruments or documents written or drawn wholly or partly by hand, which have not the character of an actual and personal correspondence. APPENDIX 173 Samples of Merchandise. Packages of miscellaneous merchandise in the regular mails for foreign countries (except Canada, Cuba, Mexico, Republic of Panama and Shanghai) are restricted to bona fide samples or specimens hav- ing no salable or commercial value in excess of that actually necessary for their use as samples or specimens. Samples of merchandise must conform to the following conditions: — (1) They must be placed in bags, boxes or removable envelopes in such a manner as to admit of easy inspection. (2) They must not have any salable value nor bear any manuscript other than the name or profession of the sender, the address of the addressee, a manu- facturer's or trade mark, numbers, prices and indications relating to the weight or size of the quantity to be disposed of, and words which are necessary to in- dicate precisely the origin and nature of the merchandise. Packages of sam- ples of merchandise must not exceed twelve ounces in weight, twelve inches in length, eight inches in breadth and four inches in thickness. Reply-coupon. There may be purchased at a post-office for 6 cents a reply- coupon, by means of which a person in the United States can furnish his cor- respondent in certain foreign countries with a postage stamp with which to prepay postage on a reply. The countries in which the reply-coupon is valid may be ascertained upon inquiry at a post-office. Reply coupons issued by other countries are redeemable at United States post-offices in postage stamps to the value of five cents for each reply-coupon. Prohibited Articles. All articles not admissible to the domestic mails are excluded also from the foreign mails. The transmission of the following articles is absolutely prohibited in the mails for foreign countries under any circumstances; viz., publications which violate the copyright laws of the country of destination; packets (except single volumes of printed books for Canada, Cuba, Mexico, the Republic of Panama, Shanghai, and Salvador, and second-class matter for Canada, Cuba, Mexico, the Republic of Panama and Shanghai) which exceed four pounds six ounces in weight; and letters or packages containing coin, gold or silver sub- stances, jewelry or precious articles. This prohibition against coin, etc., does not apply to Canada, Cuba, Mexico, the Republic of Panama, Shanghai, or those countries whose legislation does not prohibit their circulation in their domestic mails. So far as this Department has been advised, the conditions prescribed prevent the forwarding of the articles referred to in the mail for any country of the Postal Union except Canada, Cape Colony, Colombia, Den- mark, Germany and the German Protectorates, Great Britain and certain British Colonies, Luxemburg, Peru, and Siam. Prohibited articles, if mailed sealed against inspection, will not be delivered, although they reach their destination. Miscellaneous Conditions. Wrapping. All matter to be sent in the mails at less than the letter rates of postage must be wrapped securely and in such manner that it can easily be examined. Postage Due. Letters with postage wholly unpaid and articles of all kinds with insufficient postage paid are chargeable with double the amount of the deficient postage. Forwarding. Mail matter of all kinds received from any foreign country, including Canada, Cuba, Mexico, and the Republic of Panama, is required to be forwarded, at the request of the addressee, from one post-office to another 174 APPENDIX and — in the case of articles other than parcel-post packages — to any foreign country, without additional charge for postage. Return. Letters and other articles of apparent value, if undeliverable, are required to be returned without extra charge. PARCEL POST TO FOREIGN COUNTRIES Admissible Matter. Packages of mailable merchandise may be sent, in un- sealed packages, by " Parcel Post " to the following named countries: — Australia, Austria, Bahamas, Barbados, Belgium, Bermuda, Bolivia, Brazil, British Guiana, Chile, Colombia, Costa Rica, Curacao, Danish West Indies, Denmark, Dutch Guiana, Ecuador, France, Germany, Great Britain, Guatemala, Haiti, Honduras (British), Honduras (Republic of), Hongkong, Hungary, Italy, Jamaica, Japan, Leeward Islands, Mexico, Netherlands, Newfoundland, New Zealand, Nicaragua, Norway, Peru, Salvador, Sweden, Trinidad, including To- bago, Uruguay, Venezuela, Windward Islands. Postage Rates. Postage must be prepaid in full by stamps affixed at the rate of 12 cents a pound or fraction of a pound. Registry fee 10 cents in addi- tion to postage. Registration. The sender of a parcel addressed to any of the countries named in the table at the head of this section, except Barbados, Curacao, Dutch Guiana, France, Great Britain, The Netherlands and Uruguay, may have the same registered by paying a registry fee of 10 cents, and will receive the " Return Receipt " without special charge therefor, when envelope or wrapper is marked " Return receip.t demanded." Place of Mailing. Matter intended for parcel post must be taken to the post-office for inspection and there deposited in the mails. It must not be de- posited in a letter box. Letters prohibited. A letter or communication of the nature of personal cor- respondence must not accompany, be written on, or enclosed with any parcel. If such be found, the letter will be placed in the mails if separable, and if the communication be inseparably attached, the whole parcel will be rejected. Dimensions. To all countries named packages are limited to three and one- half feet in length, and to six feet in length and girth combined, except that packages for Colombia and Mexico are limited to two feet in length and four feet in girth. Weight. Packages to certain post-offices in Mexico must not exceed four pounds six ounces in weight, but those for all other countries named may weigh up to but not exceeding eleven pounds. Value. The limit of value is $50 on packages for Ecuador, and $80 on those for Australia, Austria, Belgium, Denmark, France, Hongkong, Hungary, Italy, Japan, Netherlands, Norway, and Sweden; but on those for the other countries named there is no limit of value. INDEX Acknowledgment, of orders, 33-34, 111; of payment, 38-40; of complaint, 127, 129. Additional exercises in letter writing, 142-145. Address, 6, 7. Advertisements to be answered, 92, 141, 145. Age, in letter of application, 88, 89. Announcements, 60, 78-80. Answering complaints. See Complaints. Application, letters of, 87-92. Argument and proof, 61, 62, 68-71. Attention, gaining the, 61, 62, 63, 64. Balance and harmony, in arrangement, 1, 5; in style, 77. Bill (illus.), 114. Bill of lading, 112, 153, 160. Body of the letter, 2, 6. Bondsman, 90. Business, promoted by letter, 1, 29, 30, 60; factors in attracting, 33, 34; mean- ing "service," 51; spirit, 60. Business Men's Library, quoted, 30. Cablegrams. See Telegrams. Capitals, use of, in salutation, 16; in complimentary close, 18. Carbon copy for filing, 146, 149. Catch- words, 63. Cautions to oflBce assistants, 5, 36, 95, 102. Check, 36; (illus.), 37, 124. Cipher. See Codes. Circular letters. See Form letters. Circulars, filing of, 152. Climax, 61, 62, 74-76. Codes, 98, 110. Coin card, 36. Collection, methods of, 44; letters, 44- 48; through a lawyer, 48, 118, 132, 138; through an agency, 48; by draft, 48, 49; of mail, 166. Competitor, criticism of a, 77. Complaints, 117, 139; answering, 50-54, 127, 129. Complimentary close, 2, 6. Contract relations in a letter, 35. Conventional forms, advantages of, 4. "Copy," 86. Copying corrected draft, 140. Comer card. See Return address. Correspondence necessary in a sale by letter {diagram), 147. Coupon de RSpons, 93, 173. Court, as last resort in collections, 48. Courtesy, in use of titles, 9; power of, 50. Crisis of 1907, 40. Criticism. See Competitor. Currency, sent by mail, 36. Date, numerical writing of the, 7. Dead Letter Office, 24, 28. Definiteness in ordering, 30-31. Degrees, 11, 12. Delay in ordering, preventing, 73-76. Delivery of mail, 166. Description and explanation, 61, 62, 65- 68. Direction, 6, 23-27. Draft, 36. Enclosures, 35-38, 124; (illus.), 37, 124. Enthusiasm in letter-writing, 57. Envelopes, official, 5, 22; square, 25; with transparent section, 23; direc- tion of, 23-28, 84, 95; opening of, 27; return, 93; stamped, 165; (illus.), 21, 22, 23, 25, 26, 27. Exactness, 66-67. See also Definiteness. Experience, in letter of application, 88. 176 INDEX Explaining the proposition, 66. Extension of time, 40-43. File, section of a (illus.),14i9; complete (illus.), 152. Filing by location (illus.), 151. Filing of letters and papers, 146-152. Financial standing. See Requests for information. First impression, importance of the, 1, 4-6. Flat file (illus.), 148. Folders (illus.), 149. Folding stationery, 21-22; (illvs.), 21, 22. Follow-up letters, 80-84. Foreign mail matter, 172-171. Form letters, 55-59, 61, 78, 79. Freight notice (illus.), 112. Glossary of business terms, 153-159; of abbreviations and symbols, 160-162. Guide cards, subdivided (illus.), 150. Hamilton, Alexander, quoted, 29. Hawthorne, quoted, 29. Heading, 2, 6-9. How to Write Letters that Win, quoted, 61, 62, 73. Human interest. See Interest. Inducement, 61, 62, 73-74. Information. See Requests for informa- tion. Inscriptions on third class mail, 101. Insurance, correspondence concerning, 68, 72, 81-83; 119, 133; of parcels, 104. Interest, a factor in business relations, 33; fostering, by letter, 56-58, 65-66. Introduction, 6, 9-14. Introduction, letters of, 84-85; request form, 123. Language, choice of, in letters, 29, 30, 55, 57, 67, 70; in telegrams, 97, 98. "Large Drawer" for filing (illus.), 149. Lawyers, in collection business, 48. Letter, outline of, 2; divisions of, 6; as a record, 35, 44; equivalent to a con- tract, 35; responsibility of the, 70, 87. See also Applications, Follow-up let- ters, Form letters, Introduction, Re- commendation, Sales letters. Quality of letter. Letter-book, 146. Letter head, use of the, 5; arrangement of heading with regard to, 7. Letter press, 146. Mail matter, sorting of, 24; return of, 28; classification of, 100-104; Post OflBce Bulletin concerning, 163-172. Margins, 5, 13, 14, 16, 31. Money, enclosed, 36; "refunded," 69, 70; telegraphed, 98. Money order system, 169-171. "Morning Mail," the, 105-141. Night letters, 97; (illus.), 137. Offense, caution against taking, 83. Orders, 29-33, 120, 125, 134; acknowl- edgment of, 33-34. Paragraph, margin for, 5, 14; subject matter for, 5; for separate items, 31. Parcel post, 101, 102-104. Payment deferred, 40; requests for, 44- 48; enclosed, 37, 124. Personal vs. business matters, 95-96, 130. Personality in letter writing, 59, 60, 79. Persuasion, 61, 62, 71-74. Point of view, in answering complaints, 51; in sales letters, 59. Post cards, 164. Post Office, preferences of the, 24, 25, 26. Postage, return, 93; foreign, 93, 102; rates of, 100-103; Post Office Bulletin concerning, 163-174. Postal cards, 164. Postal information, 163-172. See also Mail, Postage, etc. Postal order, 36. See also Money Order. Postal savings system, 171-172. Postscript, advantage of the, 78. Premium notice (illus.), 119. Preparation, in letter of application, 88. INDEX 177 Private mailing cards. See Post cards. *' Professor," use of, 12. Promptness, 38, 40. Proof. See Argument. Public letters, 94-95. Punctuality. See Promptness. Punctuation, importance of, 1; varia- tions in style of, 8; of heading, 8; of salutation, 16; and telegrams, 97. Purpose, determining style and subject matter, 56. Quality of letter, 1, 55, 61, 70, 87, 89. Recommendation, letters of, 85-87. References, 69, 87, 88, 91. Registry system, 168-169. Requests, for extension of time, 40-43, 113, 135; for payment, 44-48, 108, 128, 138; for catalogue, 56-58, 60, 107; for information, 93-94, 115, 122; for an introduction, 123. Resignation, letter of, 126. Return address, 25, 26, 27. Return of mail, 168. Salary, in letter of application, 89. Sales letters, 59-78; importance of, 1, 60; analysis of, 61, 62; 106. Sales talk, opportunities for, 44, 45, 46, 60; illustrations of, 62, 63, 64, 65, 67, 68, 69, 70, 72, 74, 75, 76, 131, 136. Salutation, 2, 6, 15-18. Satisfying the customer, 50. "Second" (sheet), 5. Second person pronoun, power of. See "You." Shakespeare, quoted, 30. Shannon file (illus.), 148. Shipping directions, 31. Signature, to letter, 2, 6, 18, 19, 28; to order, 74. Sincerity in letter writing, 40, 51, 59, 60, 66, 84, 86. Social matters. See Personal. Special delivery, 102, 167. Stamping the letter, 25, 102. State, name of, in the heading and direc- tion, 7, 26. Statement (illus.), 121 ; request for, 109. Stationery, 1, 4, 5, 88, 89; (illus.), 21, 22, 23, 25, 26, 27, 28. Stenographer, cautions to the, 5, 36, 95,* 102, 105. Style, in arrangement, 5; in composition, 30, 31, 55-57, 89. Suggestion, power of, 71, 72. Superscription, 6. See also Direction. Tact, 45, 53. Telecard, 99. Telegrams and cablegrams, 97-100; (illus.), 110, 130, 137. Telepost, 99. Telepost Company, 99. Teletape, 99. Term of credit, 40. Testimonials, 69, 85. Tests of form letters, 56. Title, before signature, 19. Titles: business, 9-11; professional, 11- 12; official, 13. Typewriting, economy in, 17, 24, 27, 55; imitated in form letter, 55; increase in business because of, 61. Undelivered mail, 168. Unmailable matter, 101, 165. Webster, Daniel, quoted, 29. Words, choice of. See Language. Wrapping of mail, 165. "You," power of pronoun, 67. FOURTEEN DAY USE RETURN TO DESK FROM WHICH BORROWED LOAN DEPT This book is due on the last date stamped below, or on the date to which renewed. Renewed books are subject to immediate recall. REcb LD AUG 2 9 1956 3lMar'58 DS RECD LD MAR171 9SB ffgcn LP m Sl96 g m w ■^ RE<-. L* L.L> DEC 6 1962 LD 21-100m-2,'55 (B139s22)476 General Library University of California Berkeley r^^ re 24797 y< UNIVERSITY OF CAI^IFORNIA LIBRARY