Ottumwa tri-weekly courier. [volume] (Ottumwa, Iowa) 1903-1916, 1906-06-16
a Bust
ness Letter
(By Sherwin Cody.)
,+hor Of HrSbn Ar+ If writipp Z

The writing of business letters Is ap-
parently simple matter. for millions
of people are writing them every day.
In certain lines of business, however,
highly skilled correspondents are
sought, and secured by high salaries.
More skilled correspondents would be
employed if they were to be found, OF
if business men realized how much
business poor correspondent can
turn away. Business letter writing
can be learned as certainly as steno-
graphy or any recognized business
calling, and without doubt the strictly
professional letter writer would b,
paid according to his ability.
First of all, business letter should
be strictly grammatical Many bust
ness letters are not so; but even the
illiterate would soon perceive the diff
ference, and without knowing why,
would prefer the business man who
seemed by his letters to be master Of
what he protested.
The simple graces of rhetoric and a
trained style would also prove useful,
in spite of the limited range which
business letter writing seems to have.
Every letter writer often feels that he
would like freer use of words This
is nothing more or less than the abil-
ity which results from cultivating
style according to the principles laid
down by Franklin.
Principles Governing the Construction
of Business Letters.
But full knowledge of words, gram
mar. and the principles of composition
will not alone make good business
letter writer. This branch of compo-
sition has features peculiar to itself.
The principles which govern it may be
stated briefly as follows:
1. Know the man to whom you
write. No man can write good bust
ness letter unless he understands the
person to whom he is writing from
top to toe. In most cases he has new
er seen this person. If he is replying
to a letter before him, he can form
some idea of the writer from the char
acter of the letter, including the hand
writing, if the letter is written by the
person who composed it. For the rest,
he must Judge the person from his
general knowledge of the class to
which he most probably belongs. In
any case. the character of the person
to whom the letter is sent, wholly de.
terrnines the form of the letter, and
even what is to be said knowledge
Of the reader is the first requirement
of all composition, and it would be
well for the writer's of fiction, and all
other writer's. if they realized it as the
business letter writer must.
2. Never write longer letter than
will be read. It goes without saying
that unless letter is going to be read,
1t is not worth writing Country PEG.
pie usually have plenty to time, and
like to read long letters; but city men
and women have not the time to read
long letters. and simply will not do It,
It is folly to write a longer letter than
the recipient will read, however i'm
portant the topic or extensive the sub.
ject. If much is to be said and it is
Important that each point should re-
ceive due consideration, separate
letter should be written to cover each
important item
8. How to condense. All letters are
necessarily severely limited in length
and the most important principle OF
composition for letter writer's to mas.
ter is condensation. This may be Sc.
cured, positively and negatively, in
various ways, as follows:
a. By emitting all details that the
recipient Of the letter may reasonably
be supposed to know already
b. BY suggesting and implying in
the choice of words and forms of the
sentences as much as possible.
C. By stating important matters sc
forcibly that the reader will be forced
Cor rather induced) to think out the
unspoken details for himself. This IL
the hardest of all to do.
Two Glasses Of Letters.
There are two general classes Of
business letters, those which give in
formation asked for, and those intend
ed to induce people to buy goods
Usually in replying to specific inqui
ries there will be an excellent oppor
tunity to throw in a word Of persua
sion.
1. Replies to Questions. In reply
ing to letters asking for information
a full statement of all the facts Is high
ly desirable. If person has asked 9
question, he will be interested to read
the reply all through. The general
tendency of business men is to short
en- such letters unduly. AS rule, such
letters should be rather long. 1t is 9
mark Of courtesy which is appreciated
and the business man never knows
when his reputation for courtesy will
bring him a big order, or when his
reputation for crabbiness or the indif
ference which brevity indicates will
send a highly profitable order to some
other firm. Moreover, the man oil
sound business principles will give as
much attention to small inquiries and
small orders as to large ones, for there
is no telling when the small buyer will
become the large buyer; to say moth
II ing Of the fact that most fortunes have
been made through large numbers Of
small sales.
2. Circular Letters. On the other
hand, letters which are designed tc
stimulate business or secure orders
that is, which are more or less adver
Using circulars, are very likely to be
| too long and so they are not road onS