How to Write Letters (Formerly The Book of Letters) Part 45

Therefore if each letter has to be individually dictated, only a man mentally equipped to write letters can do the dictating. The time of such a man is expensive and often might better be devoted to other matters. Hence the invention of what is known as a form paragraph, which is a standardized paragraph that can be used with slight variations as a section of a great many letters.

The result is that most routine mail does not have to be dictated. A letter is merely read, the essential facts dictated or noted on the letter itself, and certain symbols added which tell the stenographer the form paragraphs that are to be used. The letter is then almost mechanically produced. Some companies have gone so extensively into the writing of form paragraphs that they have sections covering practically every subject that can arise. This possibly carrying the idea too far.

Convenience may become inconvenience, and there is of course always the danger of getting in a slightly unsuitable paragraph which will reveal to the reader that the letter has not been personally dictated. However, a certain number of form paragraphs considerably reduces the cost of letter writing and also conduces to the raising of the standards, for the mere reading of well-phrased form letters will often induce in an otherwise poor correspondent a certain regard for clear expression.

The proper form paragraphs that any concern may profitably use are a matter of specific investigation. The way to get at the list of useful forms is to take all of the letters received and all of the letters written during, say, one or two months and then cla.s.sify them. A number of letters will have to do with purely individual cases. These letters should be discarded. They are letters which would have to be personally dictated in any event and there is no use wasting time composing forms for them. The remaining letters will fall into divisions, and through these divisions it will become apparent what points in the correspondence arise so frequently and in so nearly the same form as to be capable of being expressed in form paragraphs.

There will probably be a number of subjects which can be covered fully by two or three form letters, but a nicer adjustment will usually be had by thinking of form paragraphs rather than of form letters, for skillfully drawn and skillfully used form paragraphs will so closely simulate the personal letter as to leave no doubt in the mind of the reader that considerable trouble has been taken to put the matter before him courteously and exactly.

CHAPTER IX

CHILDREN'S LETTERS

Children's letters may be written on ordinary stationery, but it adds a good deal of interest to their letter writing if they may use some of the several pretty, special styles to be had at any good stationer's.

The following examples of children's letters include:

Letter of invitation from a child to a child.

Letter of invitation from a parent to a child.

Letter from a parent to a parent inviting a child.

Letter of thanks to an aunt for a gift.

Letter to a sick playmate.

Letter to a teacher.

Letter to a grandmother on her birthday.

_Invitation to a birthday party_

April 14, 1921.

Dear Frank:

I am going to have a birthday party next Friday afternoon, from three-thirty until six o'clock. I hope you will come and help us to have a good time.

Sincerely yours, Harriet Evans.

500 Park Avenue

_Accepting_

439 Manhattan Avenue, April 16, 1921.

Dear Harriet:

It is so kind of you to ask me to your birthday party next Friday afternoon. I shall be very glad to come.

Sincerely yours, Frank Dawson.

_Regretting_

439 Manhattan Avenue, April 16, 1921.

Dear Harriet:

I am very sorry that I cannot go to your birthday party on next Friday. My mother is taking me to visit my cousin, so I shall be away.

Thank you for asking me. I hope you will all have a great deal of fun.

Sincerely yours, Frank Dawson.

_Invitation from a parent to a child_

Dear Ethel:

The twins are going to have a little party on Friday afternoon and they would like you to come. Can you come at three-thirty?

Tell your mother we will arrange that you get home at six.

Cordially yours, Katherine G. Evans.

_From a parent to another parent_

Dear Mrs. Heywood:

Dorothy will have a birthday on Tuesday, the thirteenth of June.

We are planning, if the weather is fine, to have a lawn party.

Otherwise we shall have it in the house. She hopes that you will let Madeline come and I am sure they will all have a good time.

If you send Madeline at four I will see that she returns home at six.

Cordially yours, Bernice Lawson Grant.

_To a friend_

Bellville, Lancaster County, Pa., June 14, 1922.

Dear Bob:

Will you visit us on the farm during your summer vacation? Father has bought me a boat and we can go fis.h.i.+ng and swimming. Mabel has a pony and I know she will let us ride him.

Please let me know if you may come and if you may stay two weeks.