The midland journal. (Rising Sun, Md.) 1885-1947, 1925-04-10
EXCURSIONS, IN
PONDENCE
By THOMAS ARKLE CLARK
Dean Of Men, University of Illinois.
Other Details in Business
Letters

IF THERE are letters which do not
4 require an answer, or which may
be ignored entirely, these are not bust
ness letters. Some letters we may
acknowledge or not, as we please, or
as our time permits; others we may
delay answering for days, or even
months, without subjecting ourselves
to criticism, but the business letter
should have an immediate reply.
One should have place to keep
unanswered letters, even If his BUSH
ness does not involve an extensive cor
respondence-a basket, or drawer, or
a portfolio of some sort, so that the
possibility of forgetting, or mislaying
an unanswered letter is reduced to the
minimum.
Even if one does not have stenog-
rapher, and must type or write his own
letters by hand, he should set aside a
certain time of the day, or the week
for doing this, and stick to his sched-
ule religiously. Such practice con-
serves time, and nervous energy. Most
Of us spend as much energy in worrying
over what we, have to. do as In doing
1t. There is no more excuse for not
answering letters promptly, than there
is for not brushing ones teeth, or pay
ing ones taxes promptly. The busiest
men answer their letters most prompt
ly, because experience has taught them
that If they delay, the unanswered cor
respondence will pile up, and swamp
them. Whenever man alleges that
he was too busy to answer his letters,
you may set # down as pretty conclu-
sive, that he is either careless, or pro-
crastinating
Most business men who have large
correspondence do not fold or seal
their own letters, but leave that task
for clerk to do, afte-4 the letters are
signed 1t is seldom safe to sign let
ter of any Importance that has not
been carefully read, for even the most
careful stenographer, not to speak Of
the man himself. If he has written his
letter by hand, is likely to make mis-
takes in the haste of transcribing,
which would be detected if the letter
were carefully read before it was
signed.
The caption which one now often
sees at the bottom of business letters
dictated by Mr.. Brown, but not read"
shows a haste, and a carelessness
which is not conducive to confidence,
mr. supoeStiya of care
If an enclosure is to accompany the
written sheet, definite attention should
be called to the fact in the body Of
the letter, and again mentioned, by the
word enclosure" typed in the lower
left hand corner of the letter, in order
that the clerk, who is responsible for
folding and sealing the letter, may not
overlook the reference, and omit the
enclosure. 1t is always source of IT.
ritation to read, Enclosed please find,"
and then not be able to find the en-
closure, especially If it is paper, or
an article of value.
& 1t is very often desirable that the
writer Of business letter should indi-
cate his position. or his title. The fact
that he is the secretary Of the church,
or president Of the bank, or treasurer
Of the corporation, or an officer Of rank
and authority, will often affect the i'm
portance of what he says in his letter.
and he should indicate this position be-
low his signature to the letter.
Whatever the situation, business
letter should always be courteous in
tone. Your correspondent may be in
solent, or abusive, or unreasonable in
his demands, or impatient in his sug-
gestions, but the force and effect Of
your reply will be increased If you
maintain an even, quiet tone in your
reply. If you keep to the point under
discussion with brevity, dignity, and
courtesy, refusing to notice any in
nuendoes, or insults, you will show
your self-control, and win your point
more easily.
One of the most difficult situations to
meet in a business letter is the cor
rection of an error. An order is mis-
laid, there is confusion in names, an
envelope is misdirected, or there is a
misunderstanding of what was desired.
and mistake is made. Inexperienced
men, often, at once assume that this
error was intentional, that some one is
trying to cheat them, and they sit
down in the heat Of the moment and
write an angry protest.
Only recently, I wrote boys father
with reference to his sons work, but
it proved to be the wrong father.
There were two G. FlJohnson's in the
same class, and. as ill luck would have
it, had the right boy but the wrong
father, who Immediately got into a
state of mind, and wrote me quite
sharply. 1t was easy to explain the
mistake, and quite as easy, also, to
keep my temper in doing so, and to
suggest to the father that, since one
boys name was George and the others
Gerald, there would be less likelihood
of error, If each would sign one full
name.
Most business men are willing. and