TEACHER'S REFERENCE BOOK FOR Marshall's Business English This little hand-book has been pveimred by the author of Marshall's Business- English, as an aid to busy teachers who can not always spare the time to look up the details in such of the exercises as involve points of grammar, construction, and word selection. The correct answers or sentences are given for all those exercises in the text, where a presentation of acceptable answers might be or aid to the teacher. (.IXiDYEAKMAIISHALL PUBLISIIINC CO., CEDAK RAPIDS, IOWA TEACHER'S REFERENCE BOOK EXERCISE 15— Page 12. 1. I feel bad. 2. The vessel arrived safe. 3. They walked slowly. 4. You are looking bad (or ill). 5. He stood silent. 6. They sat quiet. 7. He plays badly. 8. His voice sounds loud. 9. Please remain quiet here until I return. 10. The sentence sounds bad. 11. He crept silently into the room. 12. The garments lo6k nice (or well). 13. He looks suspicious, and probably distrusts us. 14. He looked suspiciously about him and entered the room slowly. 15. The rose I recommended smells fragrant and blooms luxuriantly. 16. He stood thoughtful for a moment, and then went quietly from the room. 17. He stood defiant and sounded his bugle loudly enough to be heard by his distant troopers. 18. He lay quiet for a time, then arose and passed swiftly from the room. 19. She remained hel pless at home. 20. He tried hard to win the prize. 21. The genuine coin rings true. 22. The child slept quiet till morning. 23. He looked angril. • at us. EXERCISE 16— Page 13. Phrase. Class. Office. from the High School prep. adj. mod. of boys with the eleven prep. adv. mod. of played from our College prep. adj. mod. of eleven to be \erbal subject of men prep. adj. mod. of leader in a good cause prep. adj. mod. of leader has been considered verbal predicate had come \erbal predicate to town prep. adv. mod. of had come on Tuesday prep. adv. mod. of had come until Satnrday prep. adv. mod. of remained having mailed the letter verbal independent with all haste lirep. adv. mod. of returned to the hotel Iirep. adv. mod. of returned j by and by Irreg. adv. mod. of may learn 1 of courtesy prep. adj. mod. of value ^ In any one prep. adv. mod. of inexcusal)le can afford verbal predicate of a dictionary prep. adj. mod. of cost in Scotland prep. adj. mod. of maidens by far irreg. adv. mod. of lovely at once prep. adv. mod. of decided to invest verbal obj. comp. of decided In stocks prep, verbal adv. mod. of invest had expected predicate to meet verbal o)>i. comp. of had expected in the morning prep. adv. mod. of meet 4 to discuss verbal adv. mod. of meet ■ FOR MARSHALL'S BUSINESS ENGLISH 3 with him prep. adv. mod. of discuss at the time prep. adv. mod. of tbinl^lng of your visit • prep. adj. mod. of visit of lending prep. adv. mod. of thliiliing to Mr. Hart prep. adv. mod. of lending EXERCISE 17— Page 14. 1. I did not le saved. The misfortune is a severe one. as the family is needy. EXERCISE 45— Page 40. 1. Ho has chosen teaching as his vocation. 2. He will pay the remainder of the debt in March. 3. Himself, open-souled as the day, he had a strong aversion to all hypocrites. 4. He manifested a decided dislike to the proposal. 5. You must not expect much of me. as I am only a beginner. 6. The foreign vote of Chicago is large (aliens are not allowed to vote). 7. His reputation for truthfulness Is not above question. EXERCISE 46— Page 41. 1. Our liardware business is prosperous, and we liave man.\' customers. 2. A Chlcatto buyer has taken most of this season's pnxluct. 3. We finished a large part of the work today. 4. What be said (or wrote) about his partner made h^m solicitous (or anxious). 5. That Harper was not successful as a salesman «as the general opinion of his fellow employees. 6. He sold all his stock to the combination (or syndicate) at ninety- flve. before asking for an increase in his salary. After the trans- action, he addressed the directors of the old company, and the newspapers gave liberal notices. A few days later, he bought a men's furnishing store. EXERCISE 48— Page 43. 1. He asserts (or says, or maintains) that he has done the work. 2. I suspect that he is deceiving us. 3. We claim that the debt has been paid in full. 4. Mav I be excu.sed this afternoon? FOR MARSHALL'S BUSINESS ENGLISH ' 9 u. I have adjusted our difficulty with Rogers; he is to pay our bill for previous expenses, and we are to repair his pump satisfac- torily, or else supply him with a new one. 6. I must have my report hy Saturday, or lose my position. 7. He planned (or expected) to sell us a bill of goods. 8. We greatly enjoyed the concert; it was certainly better than the one we attended last week. ii. I have a good reason for my distrust, and I am determined that he shall not get the advantage of me again. 10. It was extremely irritating to be imposed on in that way. EXERCISE 49— Page 45. 1. He taught me all I Icnow about bookkeeping. 2. I remember his father very well. .". We do not deal with the Hammond company. 4. I predict that he will be bankrupt within a year. 5. He was reared in Ohio. 6. His injury did not occur until January. 7. He is staying with his brother. S. We have paid for the office furniture. 9. Did you say that he is to come next week? 10. We settled that account, giving them our note for the balance. EXERCISE 50— Page 45. 1. I forget who it was that supplied the money for the enterprise. 2. They have revived an old claim against the company, and wish me to act as referee in the matter. 3. I remember him as a boy. and regarded him as a bright fellow (or youth). 4. He was with lis as a clerk for a while, but we finally got rid of him (or let him go). 5. He talked earnestly, even gesticulating like an orator, bnt our firm does not seem enthusiastic over his proposal. EXERCISE 51— Page 46. 1. His wound is serious, but we do not consider it dangerous. 2. I was luiaware of his iiresonce. but was conscious of a peculiar feeling that I was not alone. ti. Each of the firms competed for our business (or custom, or trade ) . 4. That he could do such a thing, seems incredible. ."). I nv wearv of voi-r excuses; luine of your triiis has vielded any exceptional results. EXERCISE 52— Pa?e 48. 1. We raised fewer chickens this year than last. 2 He bought as much as twenty tiins of hay. ?.. He sold as many as six dozen eggs. 4. 1 shall hardly be able to get out a statement by Saturday. .5. I sold scarcelv enough goods on that trip to pay hotel bills. 6. It seems to me that your plan is not practicable. 7. His teaching was not practical. 8. It would not l)e practicable to use your machine in our factory. 9. The poor fellow is verv sensitive to criticism. 10. He Is quite sensible of his deficiencies. 10 TEACHER'S REFERENCE BOOK As Corrected. 1. He is likely to lose his temper and order us out of his ofliee. 2. It was a charming book, and we enjoyed it greatly. 3. This book has fewer pages than the other ; we will use as many as a dozen per month. 4. Unless you attend to business more closely, you are likely to be discharged. 5. He is severely, but not seriously ill. 6. He is a very successful salesman. 7. I am so hoarse I can hardly speak. 8. We were much pleased to learn that your first three orders were so large. Be sure to visit all the neighboring towns. EXERCISE 55— Page 52. For Correction. 1. He had no defense against the charge. 2. His interference hindered us in getting the building ready. 3. The handles are made by machines. 4. There is no necessity for the firm's going in debt. 5. He does not like to part with his money. 6. He helped me with both money and encouragement. 7. I have no patience with people who show neglect of their work, (or, I have no patience with people who neglect their work). 8. It was purchased at a good price. 9. His profits from the transaction were very large. 10. What security can you give me for my investment? EXERCISE 58— Page 56. 1. The Evening Telegram announces the resignation of the Russian ambassador. 2. The Bishop is a genial gentleman ; he holds the degrees of D. D. and I-L. D. from Princeton, and has long been prominent in the councils of his church, that of the M. E. South. 3. The City Council met at 7 P. M. sharp with His Honor. Mayor Curtiss, in the chair, and at once proceeded to consider amend- ments Nos. 3 and 4 to Ordinance No. 35. 4. We consider logic an important subject: it is taken up in the Junior year, and we use Sims & Walker's text during the first semester, following this with "White's Elements." EXERCISE 61— Page 62. 1. Now this order (singular circumstance, wasn't it?) was, in every particular, identical with the one received Apr. 14, 1913. 2. On the 5th inst.. the will of the late Gen. A. T. Joyce was ad- mitted to probate. In addition to the bequests mentioned in the Times of Monday, are the following: To Sarah Miller, an old servant, a house and lot in Dayton, Mich.; to Henry Harmon, a Cornell student. Class of '06. a copy of the Century Dictionary. 3. Ralph seemed in hlirh spirits. "Don't be cast down, boys." he re- marked playfully : "remember Uncle Zach's old saying. 'Cheer up. the worst is yet to come.' Great old chap, Uncle Zach. How I'd like to see him !" 4. I have read Chapter XVIII. carefully, and found there an al- lusion to II Cor. ix. 12. which, to me, is not entirely clear. FOR MARSHAT.L'S BtTSlNESS ENGLISH 11 -. "Bosh"' exclaimea the old Kentleman, bringing down his cane aU sorte of wrong things, just because they are bojs. EXERCISE 62— Page 64. 1 whpn von make UP your list of needed office employees, you to show us vour goods, and at the lime, ne r?em^l^t?^'wlth a surly lool. he counted and handed me thrmonev He then left the oflice swearing like a pirate. We^ell bettfr gooSs and at lower prices than do any of out We^'ai^' offering a handsome leather suit-case as a prize to our most successful salesman. The very thought of your leaving, causes me distress. WanteTbv a single gentleman: apartnients near the park. Must hnvp steam heat and modern plumbing. .^^ , u „„,. „<■ Children unaccompanied by adults will not be admitted by any of ?t%aSasTll'ht this evening. Dr. ^;al•den will address the asso- pintion on the snblect of bathing before breakfast. Jus at dawn a half dozen autocars crowded with laughing peo_ Je came tearing along the deserted street, the chug-chugging of ^^tpoetwaT w^K^rr^l Pa^^tlme, by a friend of mine 7'u'nder:^ar"thar-the applicant is a one-legged man named AkS do(ftor. bv your unremitting attention. vo„ saved my life kfter I had been brought nearly to the point of death. EXERCISE 5— Page 88. 1 3 cents. '''■ ^ ^<^"*^^- 2. 14 cents. '■ H^-9^- 3. 16 cents. «• ?fOO- 4. 18 cents. »• 23 cents. 5. 9 cents. 10. 40 cents. EXERCISE 14— Page 109. 1. Fire this moniin'r partially destroyed Water Street warehouse. I.of.s ten thousand. 2. Proposition satisfactory. Can begin .Tanuary 1. Wire con- :!. Walter seriously ill. Pneumonia symptoms. If no improvement, win wire. , „^ ,, T 1 1 4. .Johnson will accept ninety per month. Shall I close? .-). Shuttles shipped number eight. Must have number ten. Ship \ m m (^1 1 fl. loI V 6. Clarke failure seriously affects us. Cancel orders and return immediately. 4. 5. 6. 7. 8. f). 10. 11. 12. 1.3, 14 1.0 12 TEACHER'S REFERENCE BOOK 7. Mason's Butler County majority two thousand. Undoubtedly elected. 8. Offered five thousand tons Hocking three ninety. Wire instruc- tions immediately. 9. Coulter buying lard heavily. Shall I buyV Wire instructions. 10. Sell apples at two dollars. Hold potatoes until twentieth. 1. Arrived early today. Interviewed Henderson. Will close deal for bonus of ten thousand and twenty per cent of stock. Probably his best terms. Shall I clo.se deal? Wire. 2. We suffered heavily through yesterday's Are. Both store-rooms destroyed. Little stock saved. Loss may reach thirty-flve thou- sand. Insurance twenty thousand. Weeks before we can resume. Better come in at once. ' EXERCISE 15— Page 110. 1. $6.50. 4. .$15.00. 2. $1.65. 5. $11.40. 3. 60 cents. FOR GENERAL REVIEW— Page 129. Nouns and Pronouns. Followed by i.s — calisthenics, politics, news, fish. Followed by are — ashes, goods, morals, riches, tidings, dice, fish. 1. Men's hats. 2. Discoveries of science. S. A women's rights meeting. ■ 4. The cousin of my aunt's husband, or. My uncle's cousin. 5. The tires of the bicycle belonging to Frank's brother are punctured. 6. Correct. 7. We sell only men's sizes. 1. Whom do von see? Him and Harry. 2. He believed it to be us ; but it was they. ?,. I was the man who, they told me, was to be appointed. 4. Whom do you stippo.se it to be? 5. Both they and their confederates believed it to be us who exposed them. 1. It could not have been they. 2. Each of us returned to his work, or, All of us returned to work. a. Everyone broutrht his lunch. 4. The book is not ours ; it is hers. 5. He is a man \^■hom I know to be honest. 6. He is a man «ho. I feel sure, is honest. 7. He does not cross his t's or dot his i's. 8. We saw several deer and caught a fine string of fish. 9. Neither of us bad his lesson. 10. They came with Kate and me ; but we do not know with whom else they are acquainted. 11. The contract must be signed both by you and your wife. 12. Everybody presented his ticket at the door. 13. You may make your complaint to whomever you like. 14. He was with Harry and me when his friend arrived. ADJECTIVES AND ADVERBS— Page 130. black, blacker, blackest; handsome, handsomer, handsomest: handy, handier, handiest ; true, truer, truest ; good, better, best ; splendid, more splendid, most splendid : frank, franker, frankest : elegant, more elegant, most elegant : hearty, heartier, heartiest : humane, humaner or more humane, humanest or most humane. FOR MARSHAIXS BUSINESS ENGLISH 13 Uncompared: perfect, superior, false, round and human. 1. We should try to look pleasant, even if we feel bad. 2. I have never seen a better specimen. 3. Correct. 4. We had a pleasant time, but were rather tired when we reached home. 5. We all looked serious after he ceased talking. 6. I saw him before his election. 7. I intended only to frighten him. 8. The house is badly in need of paint, or The house badly needs paint. 9. He stood silent for a minute or two, then walked slowly away. 10. I cannot run so swiftly as you. 11. She has seen none of them since Easter. 12. I have no use for that kind of people. 13. That light complexioned young man is very clever ; Isn't he? 14. I should not select that kind, as they are rather expensive. 15. He talks considerably, but not nearly so much as formerly. 16. His statement is more nearly complete than yours. 17. He has someone else's books. 18. Let everyone enjoy himself. 19. All of the five children quarreled with one another constantly. 20. Your work looks very well indeed. VERBS— Page 130. write, wrote, written; He, lay, lain; talk, talked, talked: lay, laid, laid; see, saw, seen; go, went, gone; sit, sat, sat; blow, blew, blown; set, set, set ; throw, threw, thrown. 1. Correct. (Odds is either singular or plural.) 2. Twenty dollars was paid for insurance. 3. He has not gone to the theatre for a month. 4. Thoy laid him to rest in the old church yard last Wednesday. 5. She came to school last term. 6 I should have liked to meet him, or, I should like to have met him. 7. The committee are invited to dine at the Governor's mansion. 8. I fear I shall be unable to go. 9. A pair of twins were playing on the grass near the gate. 10. If I were vou. I should refuse to go. 11. We have only ten dollars; we should have at least twenty. 12. Altogether, nearly two hundred dollars was raised. 13. Correct. 14. Fifty tons was sold In October. (The quantity Is here being con- sidered, not the number of tons.) 15. Several carloads of wheat were received. (If the quantity alone is considered, the sentence is correct.) 16. More than a thousand bushels of wheat was burned. 17. Were I to have pneumonia again. I think I should not recover. 18. The Jury are dissatisfied with their quarters. 19 The committee includes a number of wealthy men. 20. The family have removed to California for their health, or. The family has removed to California on account of Ill-health. 21. The leaders, not the union, are to blame. 22. Neither the coundlmen nor the mayor Is to blame. ''S The bridal pair were congratulated by their friends. 24! One basket of eggs were nearly all bad, (better. The eggs in one basket were nearly all bad). 14 TEACHER" S REFERENCE BOOK MISCELLANEOUS ERRORS FOR WRITTEN REVIEW— Page 131. 1. It makes less noise than other machines and seldom requires repairing. 2. He does not use that kind of envelopes for his personal letters. 3. He seemed to feel bad about it at the time, but he has said nothing about it lately. 4. Try to see him today. 5. Neither he or I will agree to the arrangement, and just between you and me, I do not believe Mr. Harlan himself likes the plan very well. 6. I shall try to make the sale, but I am not at all sure that I shall succeed. 7. You are not the one I was looking for. 8. I shall try to see him immediately. 9. He praised his bravery highly, even comparing him to a lion. 10. This is very different from working at so much a week. 11. The gentleman proved to be no other than the president, or, The gentleman himself proved to be the president. 12. I honor him beyond all my friends. 13. I am younger than any one of my four brothers. 14. Have "you a good ijen today. Mark? If not, you must get one be- fore beginning your writing. 15. Speak more distinctly, I can hardly understand you. 16. Did you ever know of my doing a thing like that? 17. Shall I return the goods that remain unsold? 18. The letter has lain on his desk for a week. 19. He was one of those boys who never do anything right. 20. I have no friend but him. 21. It is only laziness that causes her to do her work so poorly. 22. No one but Fred and me is to blame. 23. It was not until Thursday that I heard of his going to Boston. 24. It would have given me much pleasure to go. 25. He is a better penman than bookkeeper. 26. This is an old story about ray friend Major Wilson, or, This is one of my friend Major Wilson's old stories. 27. This is a sketch by my brother when he was but sixteen, or. This sketch was made by my brother when he was but sixteen. 28. You must either deliver the goods yourself or get someone else to deliver them. 29. He is greatly pleased with the result. 30. Mr. B., who was an old bookkeeper and another member of the office force sometimes helped me also. 31. I have little use for this kind of people. 32. The rule relates only to words ending in final- e. 33. We have both Byron's and Moore's poems. 34. He issues orders" as though he were the proprietor. 35. It is much the more costly of the two. 36. Neither of us is required to be at the office till eight. 37 Mr. A, and I were invited. 38. I did not go. Had I gone, I should probably have been chosen. FOR ORAL REVIEW— Grammar— Page 132. 1. One does not know how many errors in grammar he makes, until his attention is called to them. 2. I shall be obliged to cancel our contract. 3. We have a complete stock of the latest styles. 4. He and Harry had thought it was we. 5. Every man has some good in him. FOR MARSHALL'S BUSINESS ENGLISH 15 6. Nell Is always afraid of cyclones. 7. 1 am so hoarse I can hardly speak. 8. I have nearly finished my new book. 9. For whom is this letter? 10. It is fifteen minutes of nine. (There is good authority for the expressions as jiiven in the text) 11. He is not so tall as I. 12. You study harder than he. 13. He was only slightly ill Monday, but is very much worse today. 14. But three or four j^eople were present. 15. Fire of us girls room together, and we quarrel with one another nearly every day. 16. A case of eggs was bought. 17. I cannot go unless you do. 18. He was seriou.sly ill, but not really in danger. 19. As soon as I finished speaking, I started for home. 20. I fear I cannot well spare the money today. 21. If I had a new machine as Joe has, I could do much better. 22. We rode over, using a horse and buggy. 23. We shall have comi)any to supper. 24. He asked me to l)ring him a morning paper. 25. We e.\pect to go today. 26. He should not submit to it. If I were he, I would stand up for my rights. MISUSED WORDS— Page 132. 1. I remember the date; it was .June 1, 1913. I am sure of this, al- though 1 am often likely to forget dates. 2. Do you know when you will, come to St. Louis again? 3. I was staying at the Palmer House at the time of the accident, or. Before the accident occurred. I was staying at the Palmer House. 4. At that school, every girl must take two hours' dictation a day. 5. Every dog has his day. 6. He is now a fair musician, and thinks of selecting music as a vocation. 7. After talking with him an hour or more, he did not seem as angry with us as with the Brown Company. S. You would better bring your unil)rella. as it is likely to rain. 9. His account was paid in part last month. 10. We have scarcely enough paper to last us until Saturday. 11. The book is full of errors, and we have been al)le to .sell but a small part of the invoice. 12. He was not a good salesman, and in this respect I had tlie advan- tage of him. 13. You do not need to solicit us further, as our answer is final. 14. We have enough of this brand for present orders, but our supply is not sufficient to meet the demand that will come when the season opens. 15. Your conduct has alienated our patrons, and we feel that your actions are very unbecoming. 16. One person left our employ Imcause he thought the occupation not healthful ; this, of course, is a mistake. 17. He said that he had been exonerated from all blame in the matter. IS. When I bought the new machine, I thought that it would prove successful ; but in this I was wrong. 19. He was killed in an accident about a year ago. 20. He was ill of pneumonia for a considerable time. 21. They have a neostyle in the office, but I am still rather awkward in nislng it 16 TEACHERS REFERENCE BOOK 22. You will have exceptional opportunities for making a success of your work. 2.3. I shall be very glad to meet you. 24. You should be more careful in addressing the envelopes. 25. He sent a post card (or postal), requesting an increase In salary. 26. I greatly enjoyed the ride to the beach ; your new carriage is in- deed a luxury. 27. Our statement was substantiated by the testimony of two of the witnesses. 28. He died of heart disease nearly a year ago. 29. He is unfriendly to our house, and I am determined to outdo him in that territory if possible. 30. The class of letters you write are likely to alienate our best customers. 31. As we were not in any hurry, we stayed at the park a while and listened to the music. .32. I left him about two o'clock, and boarded an electric car for Boston. 33. You may transcribe this letter now, and I will dictate the other later. 34. He seemed to feel some resentment towards me, but did not accuse me of neglecting my duties. 35. I suspect he has been tampering with the records, and I Intend to watch him hereafter. 3G. We were greatly plea.sed with the new machine; Its work is cer- tainly hard to excel. 37. He contends that we are prejudiced against him, but this Is not so ; we have treated him the same as we have treated others. 38. The profits on this work are rather small. 39. We think you should be satisfied with what you have already received. 40. We wish to inform you that your shipment of June 1 Is received. 41. We are glad to say that your conduct has been entirely satis- factory. 42. May I speak with you a few minutes regarding a business matter? 43. He' has paid the bill, and I have received the money. You will find enclosed a check for the amount. 44. You must stop allowing such heavy discounts. The house will not approve of it. 45. He was reared in Maine and is well informed as to the lumber business. 46. Thero has been a general rise in prices, and I think they will go even higher. 47. He has had an attack of nervous prostration, but is now entirely recovered. 4S. We reached an agreement as to the matter today, and I think the arrangement is a good one for us. 49. We are expecting a heavy trade for this winter. 50. Bad weather has prevented my cr. ling at more than two or three towns this week, but I hope for a Itetter record for next week. 51. Ovu- house usually contributes liberally to all benevolent enterprises. To Aid You to Examine "Marshall's Business English" 1. Short crisp lessons with something interesting to do in connection with each. See pages 18-19. 2. The most needed matters of grammar covered in the first twenty-five lessons. Note novel treatment of verbs, pages 19 to 23. 3. Please notice the interesting lessons on the use and misuse of words, pages 39 to 54. 4. Teachers praise the careful study of details, as to form and appear- ance of letters, postage, enclosures, etc., pages 57 to 89. 5. May we ask your especial attention to the natural and business-like phraseology of the model business letters beginning on page 90 ? 6. Please do not overlook the special lessons on telegraphing, the use of the telephone, advertising, social correspondence, payments and remittances, etc., pages 106 to 130; also the fine line of special review work given on pages 130 and 135. The rather unusual form of this text was chosen, in order to provide for "life size" letters, envelopes, business forms, etc. We have prepared a special package of stationery, blanks, imitation postage stamps, etc., for the students' convenience in preparing the lessons. This package is not indispensable, of course, but it contains just what is needed and is sold for much less than the student would ordinarily pay at the local stationers. There is also a teacher's reference book or "Key" for all work requiring correction. GOODYEAR-MARSHALL PUBLISHING CO. :: Cedar Rapids, Iowa il BUSINESS ENGLISH * A Course in Practical Grammar and Business Corre- spondence for Commercial Schools -BY- CARL C. MARSHALL Author of "EsaeniiaU o£ English," Bookkeeping and Buainess Training," Etc. .• > . '»• , NINTH EDITION CEDAR RAPIDS, IOWA Goodyear-Marshall Publishing Company 1920 ^ Copyrighted 1905 THE GOODYEAR-MARSHALL PUBLISHING COMPANY , c t Business English — Part I A FOREWORD 1. Language affords the means as well as the evidence of intelligence. Whoever ac- quires the knowledge and use of a new word, acquires, also, the idea for which that word stands, and adds that much to his mental capital. The mind, like the body, grows by what it feeds upon, and it gains in strength by the clear thinking that finds expression in correct and exact language. Long ago Lord Bacon gave expression to these basal truths in his famous observation: "Reading maketh a full man, conversation a ready man, and writing an exact man." No other educational requirement has so much to do with one's personal success, as the ability to speak and write one's mother tongue effectively. Throughout our country, and in all departments of business and professional life, there is a pressing call for men and women who have been trained to the ready use of good English. No commercial house wants a travel- ing representative who cannot present his business intelligently and correctly. A man who cannot write or dictate a letter expressed in clear language and in correct form, will rarely be entrusted with the management of a business enterprise. One's intelligence is estimated by the way he uses language, just as his social position will be inferred by the kind of clothes he wears. The man who dresses like a tramp will be taken for a tramp, and the person who speaks inaccurately and ungrammatically, or writes a letter containing errors in spelling, grammar, punctuation, etc., will be taken for an ignoramus and, usually, with entire justice. These thoughts are offered in the hope that they may impress the student with the great practical importance of the work outlined in the following course in language-training. The standards of commercial English are each year growing higher, and familiarity with its re- quirements is of paramount importance to those who are looking forward to a business career. LESSON 1. Some Important Essentials. 2. An acceptably written English sentence To use a common phrase, the sentence must must be correct in the following particulars : "sound right." 1. The words must be spelled according 5. The sentence must be grammatical, and to standard usage, and capital letters must be free from slang or other impurities of speech. properly used. Most people knozu enough to observe, fairly 2. The necessary punctuation-marks must well, the foregoing requirements, but compara- be employed tively few have acquired the habit of doing so. 3. Such words must be chosen as will ^^\' '^^'^ ^°"?^ °"'y through constant attention , , , and pamstakmg practice, express the thought accurately and clearly. 3 ^^^^ ^^^ ^^^^ ^^^^^^ ^^^^^^^^^ 4. The words must be so arranged as to they are not new to you, but are you in the produce a pleasing and harmonious effect, habit of observing them? 462227 4, BUSINESS ENGLISH GENERAL RULES. 1. Begin every sentence with a capital let- ter, and end it (nsually) zuith a period (.), an interrogation (f), or an exclamation (!). 2. Begin with a capital letter all words used as proper (individual) names of persons, places, and things. 3. Use proper abbreviations in accordance with usage, and place a period after ALL ab- breviations. 4. Keep the margin (space at the left of the page) uniform, and paragraph each nezv topic. 5. Use commas, or such other punctuation- marks as may be necessary, to indicate pauses or to make more clear the meaning of the sen- tence, and divide syllables at the end of lines, only as indicated by the dictionary. AfHx the possessive sign ('s) to indicate pos- session in the case of nouns in the singtdar form; as boy's, John's, Mr. Jones's, Charles's; also, to irregular plurals (those that do not end in s), as, men's, children's, oxen's, etc. Affix the apostrophe (') only to regular plurals, as, boys' hats; birds' zvings; ladies' gloves. In addition to the foregoing rules, the stu- dent is advised to study carefully, and apply in all his future work the following: Directions Regarding the Preparation of Written Exercises. 4. Heading. Your written exercises should be given a suitable heading, which should in- clude your name, the date, subject of the paper, or any other data that your teacher may re- quire. The following is an acceptable form : 5. Margin. A blank space, or "margin," should be reserved at the left of all printed, typewritten, or pen-written manuscript. This marginal space should be uniform throughout the letter or other manuscript, but may vary in width with the size of the paper used. In the case of common letter or foolscap paper, it may be about three-foujths of an inch, and for note- paper, one-half an inch. The width of the margin is somewhat a matter of taste, but it should be kept uniform, since an irregular or varying margin gives an appearance of sloven- liness to an otherwise neat manuscript. A paragraph should begin at a distance from the left edge of the paper equal to tivice the width of the margiti. 6. Spelling. No fault in composition is more discreditable than incorrect spelling. A dictionary should always be at hand and should be consulted in the case of any word about the spelling of which the writer has the least doubt. Whenever it is necessary to verify the spelling of a word, one should at once write the word correctly a number of times on a piece of waste paper, in order that it may not again give trouble. No one who forms this habit will long be a poor speller. 7. Neatness. Persons of taste and refine- ment should require no caution as to the value of neatness in the matter of letters or other written manuscript, yet many persons who are tidy and careful as to their dress or personal habits, will write letters or hand in school papers that show woeful evidence of careless- ness and slovenliness. But aside from this gen- eral consideration, bookkeepers, clerks, stenog- raphers, and others who engage in commercial employment soon find that neatness has a cash value as well. No business office fails to ap- preciate this quality in an office employee. It is, therefore, of special importance that the student of business English form this habit at the outset. Keep all written exercises where they will not become soiled, wrinkled, blotted, or turned up at the corners. Papers that re- quire folding should be folded evenly and neatly, the writing should be plain and uni- form and as free as possible from blots, crossed-out words, erasures, etc. One may be neat in his written work without being an ex- pert penman, but neatness, like other habits, comes only through constant attention. 8. Forethought. There is a good rule that admonishes us : "Think before you speak." It is doubly important to "think before you write." Nothing is of more advantage to a writer than to form the habit of mentally con- structing every sentence in its entirety, before attempting to write it. By far the greater num- ber of errors in written composition occur, not because the writers do not knozu enough, but because they do not take time to think. THE PARTS OF SPEECH Exercise 1. Copy the following paragraphs, carefully observing the "General Rules" as to punctua- tion, capitals, margin, paragraphing, etc., also the foregoing "Directions." We have yours of Oct. 12 relating to the matter of your undertaking the sale of the Beamer furnace in Freeport, 111. Had your proposition reached us a week earlier, we might have effected an arrange- ment with you, but we signed an agreement on Sept. 29 with Mr. A. N. Miller, whereby he became our exclusive agent at Freeport. If, however, you would like to engage in the selling of our furnaces at some other good point, we believe we can give you entirely satisfactory territory. We have, at present, no agent at Fond du Lac, Wis., and we think that this is quite as promising a point as Freeport. We could also give you Logansport, Ind., or Clinton, Iowa, both of which are live towns. The references sent are fully satisfactory, and we are quite willing to sign a contract with you, provided' you are suited with the territory that is now available. Mr. Stevens' partner, Mr. Walker, called on us today, and he tells us that you have been handling the Bolton Co.'s line of steam- fittings. In the event of our coming to an agreement with you, would you care to con- tinue this work as a "side line"? For our part, we see no objection to such an arrange- ment. Marking Papers. A systematic method of marking written exercises is illustrated on pages 6, 7, and 8. The use of this system will save much time to both student and teacher. On page 6, is a key to the correction-marks ; on page 7, is a letter, with the errors marked, as it would come from the hands of the teacher, and on page 8, is the letter as it would appear after the designated correc- tions have been made. If the teacher adopts this method of marking correc- tions, the student should study the key and illustration': until he is familiar with the system. Exercise 2. Write from memory, in your own zvotlu the suggestions and rules given in Lesson 1. LESSON 2. The Parts of Speech. 9. The words of the English language have been divided, according to meaning and use, into eight general groups, called Parts of Speech. These are: 1. Nouns, or names of persons, places, objects, or ideas. Examples: Edwin, Chicago, book, love, intelligence. 2. Pronouns, or words used instead of nouns, and to avoid their petition. Examples: Henry said to his mother: "/ am much interested in Spanish; may / study it?" "Yes," she answered, "/ am willing, pro- vided you have time to give it proper atten- tion." 3. Verbs, or words expressing action or being, and used to affirm something of some 'person or thing. Examples: Corn grows. It will rain. She remains at hoine. The river has been rising. Walter is studious. 4. Adjectives, or words used to qualify or limit the ineaning of a noun or pronoun. Examples: These apples are unsalable. The sentences were clear and forceful. She is very happy and has many charming friends. 5. Adverbs, or words used to modify the meaning of verbs, adjectives, or other adverbs. Examples: They walked rapidly. It was very beautiful. The train was moving rather slozvly. 6. Prepositions, or words used to show re- lations between nouns and pronouns and other words. Examples: He lived near the river. The goods were made in New York. This affair is between you and me. She divided them among her friends. 7. Conjunctions, or words used to join words, sentences, or parts of sentences. Examples: Energy and diligence may bring wealth, but it takes dignity and charac- ter to make manhood or womanhood. 8. Interjections, or words thrown in to ex- press pain, surprise, or other sudden emotion. Examples: O dear! Ha! LTa! Fiddle- sticks ! Pshaw ! BUSINESS ENGLISH 1. Capitalize. 2. Do not capitalize. 3. Omission of, or error in, punc- tuation. 4. Misspelled. 5. Omission of words. 6. Superfluous words. 7. Use abbreviation. 8. Do not abbreviate. 9. Wrong abbreviation. 10. Wrong division. a—?^^ .^g-^-^-^g^ji rrr ( <((' /O. 11. Paragraph. 12. No paragraph. 13. Ungrammatical. 14. Improper form. 15. Wrong word or find a better word. 16. Inexact or ambiguous. 17. Re-cast or improve arrange- ment. '-^^^^.-9-- _^2t^,,<^/' _.,*C-»'0->«-^ 18. Wrong indentation, margin, or position. KEY FOR MARKING PAPERS ...^■C^l^-fc^ ^-?>t-^les : INCORRICCT. 1. Who did he mean? 2. Who do you intend to invite? 3. Who did he sell it to? 4. Whom can it be but Frank? 5. Whom did you say ..illed? 6. Who do you believe it to be? Exercise 40 Rewrite the following sentences, choosing the right word from those italicized : 1. I have no idea zvho whom it was. 2. Do you know zuho zchom he meant? 3. Whom zuho do you think is guilty? 4. Whom zvho will it be? 5. Whom zvho was it given to? 6. You may write to zvhomever whoever you are acquainted with. CORRECT. 1. Whom did he mean? 2. Whom do you intend to invite? 3. To whom did he sell it? 4. Who can it be but Frank? 5. Who did you say called? 6. Whom do you believe it to be? 7. I am just to zvhomever whoever is just to me. 8. My friend from Chicago zvhom zvho I invited to visit me, will arrive on Monday. 9. They are persons zvhom zvho we believe to have done wrong. NOTE. — The subject of an infinitive phrase should have the objective form. 10. They are persons zvhom who we think have done wrong. . LESSON 26. Agreement of the Verb in Clauses. 136. When a relative pioiioun is the sub- ject of a clause, the verb in tlie clause must agree with it in number. As a pronoun agrees in number with its antecedents, it follows that the number- form of a clause verb must often be determined by a reference to the antecedent of the relative. Thus, in the sentence, "She is one of the persons who have been chosen," the plural form of the verb is used because zvho is the subject, and its antecedent, persons, is plural. Why are the following sentences incorrect? 1. Only one of the robbers who was cap- tured has made a confession. 2. The professor and his brother from Washington, both of whom was here last week, have gone to Cleveland. 3. Every one who were allowed to go home during the holidays have returned. 4. I am not among those who disapproves of him. 137. Than and as. It is a common error to use these conjunctions before objective pro- nouns in sentences like "He is older than me," "She is as tall as him," instead of, "He is older than I," "She is as tall as he." In such sen- tences, the second clause is contracted by the omission of the verb. By supplying the verb, the reason for using the nominative form be- comes evident. "He is older than I atn," "She is taller than he is." 138. So and as. Tlie word as may be used either as an adverb or as a conjunction. Examples : He is as guilty as I am. Here, the first as is an adverb modifying the adjective guilty, while the second as is a con- junction connecting the two clauses. In assert- ing equality of comparison, as should be used both as the adverb and the conjunction. But in denying the equality of comparison the ad- verb so should be used. Examples: He is as rich as his brother. He is not so rich as his brother. It is a common error to use the adverb, as instead of so, in sentences like the last. Correct the following: 1. The woolens are not as expensive as the silks. 2. She is not as proficient as Miss Brown. 3. I am not as well as I was yesterday. 4. Business is not as good this year as last. 5. I am not as much interested as she. 6. Had you studied harder, you might not be as deficient as you are. 36 BUSINESS ENGLISH 139. Neither — nor. Neither, when used as a conjunction, should be accompanied by nor. Examples: Neither John nor his parents are to blame. I will neither affirm nor deny the statement. It is a common fault to use or with neither; as, "I will neither go or allow you to go," in- stead of, "I will neither go nor allow you to go." Harry will attend the House or Correct the following: 1. Neither Frank or school this year. 2. It is likely that neither the Senate will be in session. 3. Our position is such that we can neither accept or reject your proposition. 4. We do not believe he is capable, neither do we consider him reliable, or even strictly honest. LESSON 27. Diction or Word-Selection. 140. Failure to use words in accordance with their accepted meanings, is the cause of much weak and inaccurate English. Whoever would speak or write effectively or pleasingly, must learn to choose his words with nice dis- crimination. He should acquire the "diction- ary habit" and always be on the lookout for those apt forms of expression that lift speech above the common-place. As an aid to language-study, nothing is more important than the careful reading of good books. It is by this means only that one can become famil- iar with words as they are used by the masters of literature. But it should be clearly recog- nized that mere knowledge is not enough. We can learn to use words only by using them. In letter- and theme-writing, and in other forms of original composition, the learner should constantly put into practice the word-knowl- edge that he acquires, otherwise, if he hopes to become a ready and accurate writer, his labor will be in vain. As an introduction to the word-study that follows, we offer here two or three general suggestions which point out some things to be avoided in choosing words : 1. Use words only in accordance with their precise meanings, selecting those that most clearly and appropriately express the idea you wish to convey. 2. Do not use unusual, technical, bookish. and many-syllabled words, rather than the commoner words of every-day speech. Ordi- narily, do not say reside when you mean live, or expire for die, or sufficient for enough, or anticipate for expect, or insinuate for hint. 3. In both writing and speaking, but especially in writing, avoid the use of all slang, cant terms, localisms, or other impurities of speech. Some of these are not allowable even in light conversation among intimates; all of them are out of place in written language. Some people seem to take a kind of pride in being, as they would put it, "up to date" in slang. It is usually noticeable that these per- sons are not "up to date" in more important matters. 4. Avoid the use of needless words, or those that exaggerated the idea. People with commonplace ideas often try to give them im- portance by means of high-sounding words, just as a poor cook will try to make an insipid dish palatable by a lavish use of spices or con- diments. Those who thus overseason their language are fond of words like awful, tre- mendous, grand, fierce, horrid, splendid, ter- rible, etc. These have been aptly termed "awful words." There are persons who will use the word "splendid" to describe any pleas- ing thing, from grand opera to mince pie. They will also use the word "horrible" to describe either a railway wreck or a mosquito- bite. Some examples are here offered which show the importance of word-selection in determin- ing the difference between good and bad English. Let the student study these examples care- fully. WORD STUDY 37 FAULTY. 1. The music was just simply splendid and 1. the supper was certainly immense. 2. I have perused your communication of 2. May 9. 3. I do not apprehend that he will accomplish 3. his purpose prior to his arrival in San Francisco. i. He did not depart this life until he had 4. reached the advanced age of four score years and ten. 5. He has a good character in that section. 5. 6. The grocer has plenty of patrons. 6. 7. He recommended us to go to a party by 7. the name of Hawkins. 8. The men were connected together by ties 8. of consanguinity. 9. Your failure to answer our letter is im- 9. mensely aggravating. CORRECTED. The music was delightful and the supper excellent. I have read your letter of May 9. I do not think he will succeed in his under- taking until he reaches San Francisco. He died at the advanced age of ninety. His reputation in that neighborhood is good. The grocer has many customers. He advised us to go to a person named Hawkins. The men were blood relations. Your failure to answer our letters is very irritating. Exercise 41. Rewrite the following sentences, trying to express the intended thought in simple, clear, and correct English. Do not try to preserve the form of the given sentence, if the need of a better form is evident : 1. We have secured splendid table board at a widow woman's who resides near by to the college. 2. I am suffering with a frightful tooth- ache and I guess I must have it out. 3. I desire to acknowledge my obligations to you for your most generous commendation of my services. • 4. I've got to get a dictionary; I simply can't tell which of them words to use with- out it. 5. I went clear to town before I could get a sight of him. 6. It's terrible strange that he never said nothing to me concerning it. 7. His garments were purchased prior to his reception of the remittance sent him by his father. 8. He has turned out to be an awful fail- ure just as I anticipated that he would. 9. I am not sure but what it will rain; it kind of looks as though it might. 10. At a comparatively late hour last night a conflagration started in some unexplained manner in the residence property occupied by Mr. P. C. Sullivan. Despite the heroic efforts of the firemen, the entire structure was con- sumed by the devouring element. The calamity is a disastrous one to the family, as they are in indigent circumstances. (The essential fact set forth in this grand- iloquent paragraph should be expressed in two or three lines at the most.) LESSON 28. Word 141. Colloquialisms. There are in Eng- lish many words and expressions which are permissible in familiar or light conversa- tion, or even in informal letters, but which are to be avoided in more formal speaking and writing. These expressions are known as colloqtdalisms (from colloquial— conversa- tional). The dictionaries indicate the col- loquial use of words by the abbreviation "coll." Study. There are many hundreds of these words, and their use is somewhat a matter of taste or judgment, but many of them are barely above the grade of vulgarism. In business English, and in letter-writing generally, colloquialisms should not be avoided to the extent of making one's speech seem stiff, or over-formal, but anything approaching vul- garism should always be shunned. Whether 38 BUSINESS ENGLISH a business letter or a business conversation should be colloquial, or whether it sliould be entirely formal, is a matter to be determined chiefly by the relations of the persons, and by the unwritten rules of taste and common sense. In many cases no doubt, it is better to keep on the safe side by using the formal rather than the colloquial term. NOTE. — For a discussion of this matter in relation to business letters, see 217. In the following discussion of misused words, the author's comments relate to the requirements of formal English only; this with the understanding that some disapproved ex- pressions may be allowable as colloquialisms. How to Study Words. 142. The complete study of a word in- volves four things, viz : 1. How to spell it. 2. How to pronounce it. 3. What it means. 4. How to use it in any or all of its mean- ings. Means for such study are supplied by our dictionaries. Of these, there are four that are in general use ; viz : "Worcester's," "Web- ster's," "The Standard," and "The Century." These works differ in unimportant matters only, and none of them can be considered "au- thoritative" to the exclusion of the others. 143. How to use the dictionary. Most people know how to use a dictionary to find the correct spelling of a word, but many have not learned to use it for the other purposes of word-study. To learn to use the dictionary in determining the correct spelling, pronuncia- tion, meaning, and use of words should be one of the student's first steps in the study of English. It is because of the fact that so many students, even in the advanced grades, have not yet learned to do this, that the matter is referred to Iiere. 144. Diacritical marks. These are sym- bols employed in all dictionaries (but not in precisely the same way in all) to indicate the pronunciation of words. At the bottom of each page in the dictionary, is a list of common words, with the diacritical marks of certain letters given, to enable the person who consults the dictionary to pronounce other and un- familiar words in which these marks are v.'^ed. Exercise 42. Find, by means of the dictionary, the cor- rect pronunciation of the following words: NOTE. — Do not overlook the accent marks, as given in the dictionary, which are quite as important as the diacritical marks. abdomen acclimate accessory acoustic adept advertisement aeronaut agile a la carte alias alibi allopathy almond altercation asphalt athenaeum attache auspices automaton audacious azure 145. Definitions. In defining words, the dictionaries (unabridged) give (1) the part of speech using the abbreviations, as n. (noun), V. (verb), adj. (adjective), etc.; (2) the origin, that is, the language and form, or "root" from which the word is derived, and, if an important word, its equivalent in other lan- guages (3) the definition (or definitions, if the word has more than one meaning) ; (4) the synonyms, which include the other words that are similar in meaning. In ascertaining the meaning and use of a word, the entire treatment, as given in the dic- tionarv, should be considered. NOTE. — A key to the various symbols and abbrevia- tions used in defining words will be found in the intro- ductory part of the dictionary. Exercise 43. By consulting the dictionary, ascertain the origin, pronunciation, and meanings of the fol- lowing words, illustrating their uses with orig- inal sentences. In case a word has two or more meanings, illustrate each with a sentence : lenient comparable routine precedence suffice isolate MISUSED WORDS 30 LESSON 29. Misused Words. 146. Much bad English comes from con- fusing certain rather common words with others having a somewhat similar form and meaning. In the following lessons, are pre- sented for special study, a collection of com- monly misused words, accompanied by such suggestions and cautions as may help the learner to avoid the errors that are most likely to occur in their use. Misused Nouns. Action for act. "His act (not his action) was illegal." Action usually relates to an act in progress; as, "the action of an engine." Act relates to a completed action. Alien — Foreigner. An alien is a person of foreign birth who is a resident but not a citi- zen. A foreigner is a person of foreign birth who is not a resident, usually applied to those who are outside of a country or who are within its boundaries temporarily. For ex- ample, were an Englishman to reside in America for a term of years, but remain un- naturalized, he would not properly be a for- eigner, but he would be an aliai for the rea- son that he is not a citizen. Amateur for novice or beginner. "I did not do well, as I am but a novice (not amateur). An amateur is one who practices an art or sport for the love of it, instead of for gain. An amateur may or may not be unskillful. Antipathy for dislike or aversion. "He shows a decided dislike (not antipathy) for tiresome people." Antipathy is a constitutional state or feeling, and is stronger than dislike ; as, "an antipathy to snakes," or, "an antipathy to falsehool." ' Avocation for calling or vocation. "He will engage in the law or in some other professional vocation (or calling, not avocation)." An avocation is something in which one engages aside from his regular calling or vocation. Thus, one might say. "My vocation is teaching but I sometimes add to my income by story- writing, canvassing, and other avocations." Balance for rest or remainder. "I have sold the rest (or remainder, not balance) of my goods." The balance of an account is the ex- cess of one side over the other. So, one might write, "I enclose a check for the balance of our account in favor of your firm." To use balance for rest or remainder, is a gross error. Character for reputation. "He has a good reputation (not character) among his neigh- bors." One's character is what he is; his repu- tation is what people think he is. Consequence for importance. "That is a matter of little importance (not consequence)." Consequence relates to the end, effect, or result of a thing; as, "The loss of Port Arthur was a disaster of great consequence to the Russians." bnportance has reference to the prominence or significance of a thing; as, "Politeness is con- sidered by the Japanese a matter of great im- portance." Couple for tzvo. "We saw tzvo (not a couple) of men on the sidewalk." Couple or pair relates to two persons or things closely associated; as, "a betrothed (or married) couple," "the dance requires four couples." "Lions are said to hunt in couples (or pairs)." Do not say, "a couple of books," "a couple of weeks," "a couple of apples," "a couple of boys," etc. Depot for station. "We waited in the little station (not depot) for the Chicago train." A depot is a place of storage for goods, etc. The word is also applied to the terminal passenger railway stations in the larger cities, but even these are now more frequently (and, we may add, more properly) designated as stations. Device for article, instrument, or invention. "The rocking chair is an article (not device) never used by the Chinese." "The barometer is an important instrument (not device) in- vented by Torricelli, an Italian philosopher." A device is a contrivance devised for a specific puqwse; as, a safety valve, a thumb-screw, a railroad-frog, etc. While it is often proper to speak of a device as an invention, it is never proper to speak of an invention as a device un- less reference is had to its special purpose. Evidence for testimony. "The testimony (not evidence) given by the witness was con- tradicted." By evidence, we mean anything that tends to prove or disprove a proposition. Testimony consists of the statements of wit- 40 BUSINESS ENGLISH iiesses. These statements may or may not be regarded as evidence. Heap for much or a great many. "We raised much (not a heap of) corn and wheat." "He buys a great many (not a heap of) books." This use of heap is very objection- able. The word means a pile, or a mass; as, "a heap of earth and stone," "On the barn floor was a great heap of grain." Lady — Gentleman. "There were two ladies in the street car." "Many ladies were present." Use the word women in such cases. Say, also, "Mr. and Mrs. Brown," not, "Mr. Brown and lady." We may say, "Mrs. H. is a lady," meaning that she is a gentle and refined woman, just as we may say, "Mr. H. is a gen- tleman," meaning that he is a man of culture and honor. The indiscriminate use of lady and gentleman to designate persons of either sex. is in very bad taste, as is also the practice of addressing a strange woman as "lady" instead of "madam." We sometimes hear porters, car- conductors, floor-walkers, and other public functionaries saying, "This way, lady," "I do not know, lady," etc. ; but well-bred persons say, "Madam." The use of "gents" for gentle- men is another current vulgarism. An ex- perienced traveler says that he always avoids a "Ladies' and Gents' Dining-Room." An- other observer of persons and language has re- marked : "gentlemen wear trousers; 'gents' wear 'pants.' Exercise 44. Illustrate with original sentences the correct use of the words discussed in this lesson. Exercise 45. Select the right word from those italicized in the following sentences : 1. He has chosen teaching as his vocation avocation. 2. He will pay the balance remainder of the debt in March. 3. Himself, open-souled as the day, he had a strong aversion dislike antipathy for all hypocrites. 4. He manifested a decided dislike antip- athy as to the proposal. 5. You must not expect much of me, as I am only a novice amateur beginner. 6. The foreign alien vote of Chicago is large. 7. His character reputation for truthful- ness is not above question. LESSON 30. Misused Nouns. Majority for most of or the greater number. "Most (not a majority) of the houses are small." "Of the machines made in 1905, the greater number (not the majority) were de- fective." Majority relates to persons only, and usually when a question of preference or voting is involved; as, "A majority favored the election of Brown," "Mr. A. had a clear majority of the delegates." Party for person or Urm. "We met a person (not party) named Stephens." "A firm (not party) in St. Louis has offered us goods at a lower price." The use of party to designate a person, belongs to legal phraseology; as, "the party to a contract," or, "the party accused." The use of party for person^ is according to Webster, "now accounted a vulgarism." Patron — Patronage. "The grocer has many customers (not patrons)." "The firm has a large custom (not patronage)." Patrons and patronage relate to the special support or favor given to an artist, musician, or author. They should never be used with reference to com- mercial or industrial undertakings. Plenty for many or enough of. "We had hired horses enough (not plenty of horses) to transport the excursionists." "There were many people (not plenty of people) every- where in the park." Plenty means an abun- dance of, enough and to spare, and applies to quantity rather than number; as, "plenty of food," "plenty of grass," "plenty of books and newspapers." Portion for part. "A part (not portion) of the town was burned." "But a small part (not portion of his money remained." Portion means a part set aside or allotted; as, "A por- MISUSED NOUNS 41 Hon of his time was given to reading," or, "A portion of his estate was bequeathed to his brother." Ride for drive. "We went for a drive (not ride) in the carriage." Ride is properly used in the case of horseback riding, or riding in an automobile, car, steamboat, or of any means of transportation other than that of a vehicle moved by horses or other animals that are driz'cn. Solicitation for solicitude. These words are often confounded. Solicitation means the act of soliciting or requesting. Solicitude means anxiety. "He felt much solicitude (not solicitation) as to the success of the under- taking." "It was owing to his solicitation (not solicitude) that I consented to the inter- view." Statement for assertion. "He made asser- tions (not statements) about his partner which were untrue." A statement is a formal or lengthy declaration of facts, or of one's opin- ion as to a public question. A mere declara- tion, or assertion of fact, should not be spoken of as a statement. Success for one who or that luhich succeeds. "He has not succeeded (or achieved success) as an author." Do not say, "He is not a suc- cess as an author." Success relates to the thing achieved, not to the person or thing that achieves it. Verdict for opinion or testimony. "It is the general opinion (not verdict) that the enter- prise is a failure." "It is the testimony (not verdict) of everyone who has used it that the article is entirely satisfactory. Verdict relates to the conclusitns rendered by a jury in a law- suit, but, in a figurative sense, the word is sometimes used to indicate the conclusion of a community as expressed at the polls, or in some public way ; as, "The citizens have ren- dered their verdict against the party." Whole for all or entire. "All (not the whole of) the company joined in the ap- plause." "All (not the whole of) the prop- erty has now been sold." "I have read the entire (not the whole) book." Using Verbs and Adjectives as Nouns. The so-called "ready writers" and other careless or flippant persons are prone to use as nouns, certain words that are correctly used as verbs or adjectives only. Some of these uses arc current in newspapers of a certain class. and may be allowable as colloquialisms, al- though entirely unauthorized by the diction- aries or by really good usage. We append a list of these, and advise the student to avoid using them in all formal writ- ing, or in conversation with strangers: "combine," for compact, or combination; as, "They formed a combine." "trolley," or "electric," for trolley car or electric car. "repeat," for repetition; as, "each repeat of the order." "invite," for invitation; as, "They sent me an invite." "optional," for optional study; as, "Book- keeping is an optional." (Say, "Bookkeeping is optional.") "human," for human being; as, "We humans are all liable to temptation." "postal," for postal card; as, "I sent you a postal (or postcard)." "deal," for trade or agreement; as, "They made a deal." "raise," for increase; as, "He asked for a raise in salary." "write-up," for newspaper notice; as, "All the papers gave him a write-up." "talk," for address; as, "He gave a talk to the stirdents." Say, "He talked to (or gave a short, or in- formal address to) the students." Talk is allowable in speaking of a conversa- tion ; as, "We had a talk about it." "recommend," for recommendation ; as, "He gave me a good recommend." Exercise 46. Correct the following : 1. Our hardware business is flourishing; we now have plenty of patrons. 2. A Chicago party has bought a majority of this season's product. 3. He finished a good portion of the work to-day. 4. My statement about his partner aroused his solicitation. 5. It was the general verdict of Harper's fellow employees that he was not a success as a salesman. 6. He sold the whole of his stock to the combine at ninety-five before asking for a raise in his salary. After the deal, he gave a talk to the directors of the old company, and the newspapers gave him a big write-up. A few days later, he bought a gents' furnishing store. 42 BUSINESS ENGLISH LESSON 31. Misused Verbs. 147. Appreciate for enjoy. "I enjoyed (not appreciated) the flowers you sent." "We have greatly enjoyed (not appreciated) your visit." Appreciate means to estimate at its full worth, or to be sensible of the value of any- thing; as, to appreciate a favor, or privilege. "We fully appreciate your allowing us a credit at this time." Affect and effect. These verbs are quite dis- tinct as to meaning, but, on account of their similarity of form, are often confounded, especially by stenographers. Affect, in its ordinary use, means to influence or act on; as, "The misfortune will not affect our business." Effect, as a verb, means to bring about or ac- complish; as, "He could not effect the sale of the property." As a noun, effect means a result ; as, "The effect of the new arrangement was to increase our sales." Aggravate for irritate. "His insolent lan- guage was very irritating (not aggravating)." Aggravate means to add to or render more of- fensive : as, "Your denial only aggravates your offense." "His insolent language aggravated my anger." * Antagonize for alienate. "His conduct has alienated (not antagonized) his friends." An- tagonize means to oppose, while alienate means to drive away, or displease. Thus, one might say, "By antagonising the trusts, the President has alienated some wealthy members of his party." Beat for excel or win. "Robinson's piano excels (not beats) all tlie others." "Fred ivon (not beat) in the foot-race." Beat means to strike, or to overcome in battle; as, "He was punished for heating his horse." "The Jap- anese beat the Russians at Mukden." Bound for determined. "I am determined (not bound) to thwart his plan." Bonnd means obligated ; as, "I am bound by my con- tract to use hard coal." Calculate for intend "We intend (not cal- culate) to enlarge our building soon." Cal- adate means to compute or forecast through mathematical process; as, "They calculated that the floor would be strong enough to sup- port the weight." Calculate is also wrongly used for likely, as in the following : "The over-working of railway employes is calcu- lated to increase the number of wrecks," "His conduct is calcidatcd to get him into trouble." Can for may. Can means, is able to, or has the power; as, "He can succeed if he tries." May indicates permission or possibility; as, "You may now take your seat," or, "It may rain to-morrow." Can is often misused for may, where the speaker asks for permission; as, "Can I take my seat?" instead of, "May I take my seat?" "Can I sell some of the machines at cost?" wrote an agent. "We do not know whether you can or not," answered the firm, "but we shall not alloy you to try." Claim for say, assert, or maintain. "He maintains (not claims) that he is innocent." "He asserts (not claims) that his business is prospering." "She says or asserts (not claims) that she is but twenty years old." Claim means to demand, or assert a title to; as, "He claims his reward," "He claims the right to hold the land." We may say, "He claims the land," but, "He asserts (not claims) that he owns the land." Consider for think, believe, or regard. "We think (not consider) that the matter is now settled." "We believe (not consider) that your services are not worth more than twenty dol- lars per week." "You may regard (not con- sider yourself as discharged." Consider means to examine carefully, or take note of: as, "We will consider your claims," "We will not fail to consider your application when we require another stenographer." Expect for believe, suppose, or suspect. "I believe (not expect) that he has returned to Chicago." "I suppose (not expect) that we have bought more goods than we shall sell." "I suspect (not expect) that he has been dis- honest." Expect means a belief as to the oc- currence of some future event, whether or not such event is wished for ; as, "I expect he will be ill." "I am expecting him to-morrow." Suspect means to surmise or mistrust, usually with reference to something unfavorable; as, "I suspect that the food has been adulterated," or, "We suspect him of working against our interests." Suspect is often wrongly used for expect, or think in sentences like the following: "I suspect that he will return to-morrow," "I suspect that the Republicans will win." MISUSED VERBS 43 Fix for tnend or repair or adjust. "He will go as soon as he can repair (not fix) his bicycle." "My coat is torn; please mend (not fix) it." "Mr. C. is dissatisfied with our last shipment; please call and adjust (not fix, or fix up) the matter." Fix means to make firm or fast; to settle definitely; as, "fix the price," "fix the railway rates," "fix the posts firmly in the ground," settled). 'Our plans are fixed" (that is Foot for pay. "You furnish the plans and I will pay (not foot) the bills." Foot means to sum up, as the figures in a column. "We have posted the columns, and our footings Got for have or own. The word got is commonly misused to indicate possession, affiiction, obligation, or necessity. The following sentences indicate the various ways in which this verb is incorrectly used : INCORRECT. 1. I have still got the money (possession). 2. He has got to go to town (necessity). 3. I have got it in my hand (possession). 4. You have got to obey me (obligation). 5. He has got the measles (affiiction). G. I have got to quit smoking (necessity). CORRECT. I still have the money. He must go to town. I have it in my hand. You have to (or must) obey me. He has the measles. I must quit smoking. It is quite correct to use got in the sense of go and get or obtain, as in the following ex- amples : Teacher — Have you got the paper and pens, as I suggested yesterday ? Student — I have got the paper, but I did not get the pens; I have a box of pens in my desk. Get and^o^ have a great many authorized uses. Webster gives nine general definitions besides some thirty special uses, many of which, however, are permissible only in colloquial conversational) speech. One will avoid misuse of got, if he will remember that it is not to be used with have or had to express possession, obligation, or affliction. NOTE. — The form gotten is condemned by some, but is supported by good use. Exercise 47. Illustrate the correct use of the following words : can and may calculate beat antagonize aggravate bound appreeiate affect effect consider m Exercise 48. Correct the following: 1. He claims that he has done the work. 2. . I expect that he is deceiving us. 3. We consider that the debt has been paid full. 4. Can I be excused for this afternoon ? 5. I have fixed up our diflficulty with Rogers ; he is to foot our bill for previous ex- penses, and we are to fix his pump so it will work, or ship him a new one. 6. I have got to have my report by Satur- day or get fired. 7. He calculated to sell us a bill of goods. 8. We greatly appreciated the concert; it certainly beat the one we attended last week. 9. I have got a good reason for my dis- trust and I am bound that he shan't get tlie better of me again. 10. It was terrible aggravating to be im- posed on that way. 44 BUSINESS ENGLISH LESSON 32. Misused Verbs. Grow for lessen, diminish, or become. "Our sales are decreasing (not growing smaller) each year." "Our salaries have steadily dimin- ished (not grown smaller)." "Our customers are becoming (not growing) dissatisfied." Grow means to enlarge, to increase naturally ; as, "The business is growing in volume," "He is steadily growing in capability." Its use in the sense of diminishment is evidently absurd. Learn for teach. "He is to teach (not learn) me bookkeeping." "It will teach (not learn) him a lesson." Learn means to acquire skill or knowledge; it is the act of the student or learner, not of the teacher or of anything ex- terior to the student. Love for like. "He likes (or enjoys, not loves) football." "She likes (or is fond of, not loves) chocolate fudge." Love relates to the affections, feelings, or sentiments. It is prop- erly used to express strong admiration for, or enjoyment of, anything that appeals to the emotions or sentiments; thus, it is proper to say that we love nature, poetry, music, or the like. It is hardly less than silly to use the word to express our mere likings for ordinary things. Patronize for buy of or employ. "We buy at (not patronize) Miller's grocery." "I em- ploy Dr. Henry," or, "Dr. Henry is my physi- cian;" not, "I patronize Dr. Henry." (See patron and patronage in "Misused Nouns.") Post for informed. "He is well informed (not posted) regarding financial matters." Post is a bookkeeping term, and means to transfer amounts from one book to another; as, to post a journal. To speak of a person's being "posted" is the merest jargon. Prophesy for predict. "I predict (not prophesy) that he will succeed." "Wiggins predicts (not prophesies) a storm for the 20th." Prophesy means foretelling by a prophet; as, "Daniel prophesied the coming of Christ." Raise for rear or breed. "He was reared or bred (not raised) in Virginia." "They reared (not raised) a large family." Raised in the sense of rear is applied to crops or to domestic animals; as, "They raise corn and wheat," "They raised large numbers of cattle and horses," "He is engaged in raising chickens." Do not apply the word to persons. Recollect for remember. "I remember (not recollect) the date; it was Jan. 10, 1914." "I remember (not recollect) the time we saw the bear." Recollect means to recall or re-arrange in the mind several circumstances partly for- gotten; as, "I now recollect (or recall) the terms of our agreement." The use of the word is suggested by its form, re-collect; that is, to collect again. Settle for pay. "We have paid (not set- tled) this bill." "Select the goods and I will pay (not settle) for them." Settle means to ad- just; as, "to agree to the settlement of an ac- count," "to settle business affairs." One may say, "I settled that account in march," which may or may not mean that the balance of the account was paid. State for say. "He said (not stated) that he would go to New York in June." State means to set forth formally ; as. "to state one's opinion," "to state the facts of a case." To use state for say is as inaccurate as it is stilted and over- formal. (See "Statement" in Misused Nouns.) Stop for stay, or remain. "He is staying (not stopping) at the Palmer House." "You may stay (or remain, not stop) here till I re- turn." "They are staying (not stopping) with friends in Buffalo." Stop means to cease from moving. "We shall stop when we reach Cleve- land." "We shall not stop till we reach San Francisco." "We shall stop at Chicago on Monday and remain until Wednesday." Transpire for happen or occur. "His death had occurred (not transpired) before my visit." "Nothing Hke it has happened (not transpired) since the destruction of the Maine." Transpire means to become public, to escape from secrecy; as, "It now transpired that certain members of the council were in the pay of the street-car company." Concerning the wrong use of transpire for happen, Web- ster says : "This use of the word is common in the United States, and to some extent in England, but it is condemned by the critics of both countries." MISUSED AKJECTIVKS AND ADVEKBS 45 Improper Verbs. 148. There is a tendency among careless writers or speakers to use as verbs, certain words, the use of which in such a sense is quite unauthorized. The following list includes a number of these that are often used, but seldom by educated persons : "gesture" for gesticulate. He "gestured" while speaking. "neighbor" for to live as neighbors. We "neighbored" with them. "resurrect" for revive. He would "resur- rect" the Greenback party. (Webster classes this word as slang.) "clerk" for zuork as a clerk. I am "clerk- ing" in a store. "enthused" for become enthusiastic. I did not "euthuse" over his plan. "finance" for supply money for. He will "finance" the undertaking. "railroad" for pass hurriedly. The bill was "railroaded" through the legislature. "disremember" for forget. I "disremember" his name. "referee" for act as referee. He "refereed" the game. "mind" for remember. I "mind" the time when you first came to us. "size up" for measure or estimate. I have "sized up" the business and I don't care to in- vest in it. "shut" for rid. I got "shut" of him finally. Exercise 49. Select the correct words from those italicized in the following : 1. He learned taught me all I know about bookkeeping. 2. I remetnber recollect his father very well. 3. We do not patronise deal with the Hammond company. 4. I predict prophesy that he will be bank- rupt within a year. 5. He was raised reared in Ohio. 6. His injury did not transpire occur until January. 7. He is stopping staying with his brother. 8. We have settled paid for the office fur- niture. 9. Did you say state that he is to come next week ? 10. We settled fixed up that account and gave them our note for the balance. Exercise 50. Correct the following : 1. I disremember who it was that financed the proposition. 2. They have resurrected an old claim against the company, and want me to referee the matter. 3. I mind when he was a boy and I sized him up then as a smart chap. 4. He clerked for us a while but we finally got shut of him. 5. He talked hard, even gestured like an orator, but our firm does not seem to enthuse over his proposition. LESSON 33. Misused Adjectives and Adverbs. 149. About for almost or nearly. "The war was almost (not about) over." "He has nearly (not about) finished his work." About is properly used with as to express degree of quality; "about as cold," "about as high," etc. It is also used to express an approximate num- ber; as, about five hundred dollars," "about twenty men." Both for each. "Each of (not both) the players struggled for the ball." "Each firm (not both firms) tried to get the business." Both is used when two act together for one purpose; as, "Both boys helped me with the decorations," "Both firms signed the protest." Each is required where two act in opposition : as, "Each boy tried to win the prize." Of is used with both before pronouns; as, both of us," "both of them," etc., but not before nouns ; say, "both the boys," not, "both of the boys." Conscious for aivare. "I am azvare (not conscious ) of your good intentions." Con- scious and unconscious relate to what takes place within us; as, "I was conscious of a par- tial lapse of memory," "Being excited, he was unconscious of the pain." Aware and unaware relate to what takes place without us; as, "I 40 BUSINESS ENGLISH was axvarc of the approaching storm," "I was uiiazvare of his enmity." Creditable and credible. Creditable means entitled to praise or credit; as, "His conduct was highly creditable." Credible means worthy of behef ; as, "His statement is entirely credi- ble." On account of their similarity of form, these words are often confounded by stenog- raphers and others who "do not stop to think." Dangerous for in danger, or very ill. "He has had pneumonia for a week, and is now very dangerous." Such expressions as this, which are often heard, aptly illustrate the ab- surdities that result from speaking without thinking. It would seem evident that the more serious one's illness, the less "dangerous" one would be. Definite for final. "It is useless to urge him further, as his answer seems to be final (not definite)." Definite means clear or precise; as, "a definite understanding," "a definite state- ment." Final means conclusive, not subject to change ; as, "a final decision." Directly for as soon as. "I came home as soon as (not directly) the parade was over." "I knew her as soon as (not directly) I saw her. This use of directly appears to be a "Briticism," having been, according to Prof. Hill, "imported from England along with other damaged goods." Each for every. "Every (not each) firm in Peoria has received the circular." "Every (not each) man is responsible for his own con- science." Each refers to the individuals, taken separately; as, "Each man brought his ax," "Each boy has his own lessons to prepare." Every means all, without exception; as, "Every man was ordered to go," "Every dog has his day," "Every day brings its duties." Exceptionable for exceptional. "His record in college was exceptional (not exceptionable). as he finished in three years." Exceptionable means objectionable, or that to which excep- tion may be taken ; as, "His conduct in the af- fair was exceptionable and greatly ofif ended his employers." Exceptional means rare or un- usual, in a favorable sense, hence worth of praise. Although opposite in meaning, these words are often confounded. Healthy for zuholesome or healthful. "Rich food is unzuholesonie (not unhealthy)." "Colo- rado has a healthful (not healthy) climate." Healthy means possessing health, and evi- dently should be applied to living things only; as, "healthy people," "healthy plants or ani- mals." "Doctor," asked a lady, "are onions healthy?" "I have never known them to com- plain of ill health, madam." the doctor answered. Exercise 51. Illustrate the correct use of the following words : credible aware conscoius creditable exceptionable exceptional healthy final definite wholesome Correct the following: 1. His wound is bad, but we do not con- sider him dangerous. 2. I was not conscious of his presence, but was aware of a peculiar feeling that I was not alone. 3. Both of the firms competed for our patronage. 4. That he could do such a thing, seems hardly creditable. 5. I am about tired of your excuses; neither of your trips has yielded any excep- tionable results. LESSON 34. Misused Adjectives and Adverbs. There are feiver (not Liable for likely or apt. These words are commonly misused. Liable means subject to penalty; as, "He is liable to arrest," "Your negligence makes you liable to discharge," "His exposure rendered him liable to an at- tack of illness." Likely means the mere prob- Less for feiver. less) stundents in school this year than last." Less relates to quantity; as, "There is less de- mand than usual for furs," "There is less wheat than rye in the elevator." Fezver, not less, should be used in comparing numbers. MISUSED ADJKCTIVKS AND ADVKU15S 47 ability of an occurrence; as, "It is likely to rain," "He is likely to be displeased." Af>t means tendency to; as, "The horse is apt to shy," "A gambler is apt to be superstitious." Do not say, "He is liable to injunj y2^Z^^i!'Z,tS^^-2?t-<2'Z--£-,£^i::2-<^^ ..'Co'-ey. ^^t^i..£^ y'z^'e,-?'-'i^...Je-<--^^ ^'C'O'ty^ ^'4=?^^>^*-i-<£«s^.<^t-ci^^^^^-^?-^-^^'-^'Z-^ Model Pen- Written Letter. LETTER AND ITS PARTS 71 him as "James Hill," or "J. A. Hill," etc. It is but a common courtesy to allow a person to de- cide as to the form in which his own name is written. Great care should be taken, also, to spell the names of persons properly. People are sometimes very particular as to the spelling of their names, and are offended if they are misspelled. The author once knew a person named "Johnston" who was always greatly irritated when his name was written "Johnson." He would even refuse to answer a letter thus addressed. We may think this sensitiveness absurd, but it exists, and it is good manners, as well as good business policy, not to ignore it. When the letter is addressed to an individual, the title Mr., Mrs., or Miss is used. In the case of a professional person, the title. Prof., Dr., Rev., etc., may be used, or the equivalent degree-letters, M. D., A. M., D. D., etc., may folow the name. CAUTION. — As a rule, both title and degree-letters are not used in the same address, but an exception to this rule is sometimes made in the case of clergymen and college professors; as, "Rev. S. T. Jones, D. D.," "Prof. Charles Wilson, A. M." The title Esq. was formerly used after the name of a gentleman, but this title is now seldom used, except in letters to lawyers. Messrs. (from the French plural Messieurs — "Gentlemen") was formerly used in address- ing a firm or company, but is now rarely seen. NOTE. — A further discussion of this matter will be found under "Titles and Salutations." The name in the address should begin on the margin-line at the left, and the postal or busi- ness address should be written on the next line, and should begin an appropriate distance to the right of the margin-line. For position and punctuation of heading and address, see the model forms, page 69 and 70. 199. The salutation. This is the term of respect, friendship, or affection with which a letter is introduced. It is usually written on the next line below the address and should begin at the margin. (See model letters, pages 69 and 70.) The salutation varies with the nature of the letter and the relations of the writer and receiver of the letter. Where the parties are strangers or mere business acquaintances, the most common salutations are "Dear Sir," or "Madam," for individuals, and "Gentlemen," "Dear Sirs," or "Dear Madams," for a firm or company. "My dear Sir," or "My dear Madam," is more cordial, and "Dear Mr. Jones," or "Dear Mrs. Brown," is more familiar still. "Sir" and "Madam" alone are distant and for- mal salutations, used only in official letters, or where the relations between the persons are unfriendly. The kind of salutation to be used is largely a matter of taste. It is presumptuous, if not impertinent, to use a familiar salutation, as, "My dear Smith," or "My dear Mrs. Brown," in writing to a person with whom one has but a sliglit acquaintance. On the other hand, it is over- formal, if not discourteous, to use "Sir," or "Madam," in writing an ordinary business letter, or "Dear Sir," or "Dear Madam," when writing even a business letter to a friend or familiar acquaintance. NOTE.— In the case of a formal letter to an unmarried woman, the salutation may be "Dear Madam," or it may be omitted. Strictly speaking, the title, "Madam," is appropriate only to married or elderly women. If one uses a very familiar salutation, like "My dear Brown," "Dear Mr. Jones," "Friend Palmer," etc., the address should not precede the salutation, but should appear on the left side of the sheet at the close of the letter. See model letter to David Weston, page 104. Punctuation. Custom allows some variation as to the punctuation-mark following the sal- utation. It is usually a colon, but the colon and dash, and sometimes the comma and dash, are used. Van Sant's Typewriting Instructor, a well-known authority, recommends the colon alone, and usage, at the present time, seems to favor this punctuation of the salutation. Capitalizing. Nouns used as the principal words in a salutation are capitalized, but other words are not, unless they begin the salutation. Examples: My dear Sir; Dear Friend Frank; My dear Mother; My very dear Friend; Dear old Chum ; My darling Sister ; My dear Friend and Teacher. Model Openings. 200. The following models illustrate various forms of headings, addresses, and saluta- tions. Study them carefully before preparing the work required in Exercise 1. BUSINESS ENGLISH No. 1. Ordinary Form. Vincent, Iowa, April 6, 19 Mr. H. M. Stone, Fulton, 111. Dear Sir: In answer to your letter, etc. No. 2. Two-Line Heading. Room 519, Equity Bldg., Chicago, May 7, '05. C. F. Roberts & Co . , 817 Locust St., St. Louis. Gentlemen: Answering your inquiry, etc. No. 3. To an Unmarried Woman. Racine, Wis., Aug. 17, 19 Miss Clarice Marshall, 110 Fern Ave. Redlands, Calif. If the salutation is omitted, the first paragraph of the letter should be indented uniformly as in a three line address, and extra space allowed between the address and the first line of the letter. No. 5. To Two Women. 147 Van Buren St . , Chicago, Sept. 9, 19 Mcsdair.es La Voux & Marc, 69 Cortland Place, New York, Dear Madams : Answering your letter, etc. No. 6. Familiar Address. 2142 Park Row Bldg., New York, June 10, '05. My dear Longley: Your very welcome letter of May 20 is at hand. FORM OF THE LETTER 73 No. 7. To Member of Religious Community. 320 Second Ave. , Clinton, la. Jan. 9, 19 Sister M. Geraldine, Convent of St. Francis, Rock Island, 111. Dear Sister: In answer to your valued letter, etc. No. 8. OflBcial Letter. Room 69, Govt. Bldg., Omaha, Nebr- . May 29, '05, Hon. Geo. B. Cortelyou, Post Office Department, Washington, D. C. Sir: I have the honor to report, etc. Exercise 1. (a) Write the following openings, observing proper form, position, and punctuation. Use standard-size letter paper, and either pen and ink or typewriter, as your teacher may direct: 1. Glenellyn Dupage Co 111 Mar 19 1913 Mr R M Seymour 215 Ry Ex Bldg Chi- cago Dear Sir Answering your letter of March 18 etc. 2. 529 Oakwood Blvd Chicago Jan. 17 '13 Mrs. Esther Ames 257 Concord Place Boston Dear Madam We have your letter of June 14 etc. 3. Mayor's Office Cincinnati Ohio USA Nov 25 1913 Hon Samuel Chatterton M P 41 Cheapside London Eng Dear Sir Answering your letter etc. NOTE. — In the headings of letters, addressed to persons in foreign countries, the name of the state (un- abbreviated) should be given, and the letters, U. S. A. (United States of America), should be used. 4. Gray Gables Maywood Rockingham Co Va Aug 29 '13 Dear Mr Marble We are all delighted to know etc. 5. 124 Main St Room 26 Quincy 111 Feb 21 1913 Miss Helen Seymour 459 Washing- ton St St Louis Your letter of Feb 20 relating to etc. (b) Write five original openings, showing variations in headings, address and styles of salutation, and including first few words of the letter as in the model openings. LESSON 2. Form of the Letter. — (Continued.) 201. Body of the letter. This usually begins on the line below and a little to the right of the salutation, but many prefer to begin on the same line with the salutation. The rules relat- ing to margin and paragraphing should be carefully observed. (See "Margin," Lesson 1, Part I.) NOTE. — The subject matter of the letter will be discussed in a subsequent lesson. 74 BUSINESS ENGLISH 202. The closing. The body of the letter usually ends in a paragraph consisting of some such expression as, "Hoping to be favored with your further orders, we remain," or "Request- ing the favor of an early answer, I am, with great respect," but these are optional, and their use is a matter of taste. The closing, proper, consists of the words of COUrtesy and the signature. 203. Words of courtesy. Like the salu tation, the words of courtesy may be either for- mal, respectful, familiar, or friendly, depending on the relations between the writer and the person written to. The following are permissible forms : FORMAL AND RESPECTFUL MERELY COURTEOUS Yours truly. Very truly. Yours very truly, Very truly yours, Respectfully, Respectfully yours. Yours very respectfully. Very respectfully yours, With great respect. With highest regard. FAMILIAR OR FRIENDLY Yours, Your friend. With regard. With warm regard, etc. Fraternally, Cordially, Sincerely, Gratefully, Faithfully, (Yours may precede or follow any of the above except the first two. The word very may also be used with any of the last four.) Those in the "Formal and Respectful" group are most often used in letters addressed to persons in official stations, to members of the clergy, or lo persons in religious orders, etc. Of- ficial letters are often concluded with the phrase, "Your obedient servant. Letters to an editor may close with, "I am. Sir." This form is used by Harper's Weekly. Words of courtesy should never be abbreviated; as, "Resp'y," "Yrs," and the like. NOTE. — A late authority on business correspondence, advocates the disuse of both salutation and words of courtesy in business letters. This practice is being followed in some offices. Capitalizing. In the closing words of courtesy, only the first word is capitalized. Examples: Your affectionate daughter ; Your loving friend ; Very truly yours ; Cordially and fraternally yours; As ever, your friend. Titles, as. Sir, Sirs, Madam, etc., are always capitalized. 204. The signature. This is the name f the person, firm, or company who is respon- sible for the letter. If the letter is written by an employee of a company or firm, the writer's name or initials (pen-written) should accompany the signature. (See Model Closing 5 and 6, page 75.) As a rule, a business letter should have a pen-written signature, but if the signature is typewritten or stamped, it may be verified by the pen-written name or initials of the person by whom the letter was written or dictated. In most offices, it is the rule that letters must be marked with the initials of the stenographer who transcribes them. The signer of a letter should take particular care to have his signature easily legible. In business offices that have much miscellaneous correspondence, annoying errors are constantly arising because there are so many people who do not write their names so they can be read. It is also desirable that the signature of a business man be characteristic; that is, always written as nearly as possible in the same way. Banks require persons doing business with them to file their signatures for reference in a "Signature Book" or on a "Signature Card," and the cashier may not honor the checks or indorsements of a person whose signature does not correspond with the one on file. The signature of a woinan should indicate her sex, and whether she is married or single, as "(Miss) Mabel T. Dwight," or "Mrs. Charles L. Day." This is particularly important if the letter is written to a stranger. A married woman, unless she is conducting a business on her own account, should use her husband's name in her sigature when writing to strangers. A widow should use her own given name or initials. FORM OF THE LETTER 78 Model Closings. 205. The following models illustrate the form, position, etc., required in different styles of closings. After studying these, prepare the closings required in Exercise 2. Note that the signature ends at the extreme right of the sheet. NO. I. ' Hoping to hear from you soon, we are Very truly yours . Blake & Macdonald No. 2. Awaiting your further pleasure, I remain "Very respectfully, Henry A. Malcolm. No. 3. Kindly remember me to all "the force". Cordially yours, Tom L. Anderson. No. 4. I have the honor. Sir, to remain Your obedient servant, Walter S. Davis, Inspector. No. 5. Wishing you complete success in your most worthy under- takings, we are. Madam, With great respect. The Harkness-Wells Company. No. 6. Soliciting your further orders, we remain Yours very truly. The Ames Pump Company. per J^t^^^^^^-c.^-^-,,^ Secretary. No. r. Hoping that we may have the pleasure of another visit from you soon, I remain, as ever, Your sincere friend, Helen M. Jackson. '^r. C. B. Spencer, Melrose, Mass. NOTE. — In social letters, the address of the person written to is placed at the close of the letter in the posi tion here indicated. No. 8. Kindly address further communications relating to -his Jiatter to our lawyers, Davis & Martin, 216 Eauity Bldg. Respectfully, Stark & McGuire. 76 BUSINESS ENGLISH Exercise 2. Write the following closings, giving careful attention to position, punctuation, etc. : 1. Wishing you a profitable trip we are Cordially yours Edwin A Moore & Co per CSM 2. Be sure to write us when you reach Boston. Yours very truly The Herman A Price Company per Arthur Way President. 3. Wishing you every success I remain Cordially and sincerely yours Chester L Brooks. 4. Looking forward with much pleasure to your promised visit we are as ever Your grateful friends Charles and Edith Armstrong Col A T Daniels 2427 Prospect Ave Chicago (See Model No. 7). 5. I remain Sir with great respect Your obedient servant E L Rose Governor To Hon Eugene N Dow Secretary of State Columbus Ohio. NOTE. — In official letters, the address is often wri'.ten at the close of the letter. 6. Kindly answer at your earliest convenience Cordially and fraternally yours Geo S Meredith Chancellor Commander North Star Lodge No. 34. 7. Trusting that you will adjust this matter without further delay we are Very respect- fully The Ames-Rathbone Company per W T Winans Secy. 8. Hoping our explanation may be entirely satisfactory we are Madam with greatest re- spect Benj P Andrews & Co per J N Wilson Treasurer. LESSON 3. Envelopes and the Superscription. 206. The envelope. (Pronounced en- velope or a/rw-velope.) This name is applied to the protecting cover in which a letter is enclosed for transmission through the mails. Envelopes vary greatly in size, shape, material and color, depending on the nature of the enclosure. They range from the dainty, tinted envelopes required by etiquette for social correspondence, invita- tions, etc., to those of heavy IManilla paper, used for official documents, etc. For business cor- respondence, two general styles are used, business and oMcial. Business envelopes. Of these, two sizes are used, the designations and dimensions of which are as follows: "No. 6>4," dimensions, 3.>^x6><, and used for ordinary letters, and "No. 6," dimensions, 3^x6 inches. The "No. 6" is used as a self-ad:lressed envelope to enclose for return, and is, therefore, smaller than the standard size. NOTE. — A self-addressed envelope is one which bears a superscription, consisting of the name and address of the person or firm using it. Self-addressed envelopes are for the convenience of those from whom answers are expected. Official envelopes. These are for bulky letters, large business papers, or official docu- ments, etc. There are two sizes, viz. : "No. 10," 4>4x9>^ inches, and "No. 9," 3%x8^ inches, used as a self-addressed envelope to enclose in "No. 10." Government envelopes. Some fourteen different styles and sizes of stamped envelopes, newspaper-wrappers, etc., are kept on sale at United States post offices. They are sold at the ordinary price asked by dealers for envelopes of a similar size and quality, with the postage added. Many firms use these instead of unstamped commercial envelopes. Government en- velopes differ in size and designation from commercial envelopes. The government envelope used in business is the "No. 5." It is three and one-half by six and five-sixteenths inches, or slightly smaller than the commercial envelope, "No. 6>^." The government official envelope, "No. 8," is of the same dimensions as the commercial, "No. 10." Special-request envelopes. These are envelopes that have printed upon them (preferably in the upper left-hand corner) a request for return in case of non-delivery. This request [continued on page 80.] SUPERSCRIPTION FORMS 77 Fig. 1, Diagram Showing Correct Position of Parts. ^>-.\=f^' STAMP ^^/^^^ ^asi^^- Fig. 2. Faulty; Inharmonious Arrangement and Parts in Wrong Position. 78 BUSINESS ENGLISH Fig. 3. Three-line Superseription with Local Address. STAMP STAMP ^^^:^2^^/....^..,^Z.^;' Fig. 4. In care of Another Person. NOTE.— The abbreviation "%" is often used for "in care of.* SUPEUSCRIPTION FORMS 7« Fig. 5. Letter of Introduction. NOTE. — A letter of introduction, being delivered in person, does not require a stamp. After— Days Return to JOHN C. SMITH 146 State St. WILKESVILLE, N. Y. STAMP Mr. Frank B. Smith, 2416 Front Street, Oswego , Ohio, Fig. 6. Four-line Superscription, (lovemment Model. 80 BUSINESS ENGLISH usually reads : "If not called for in 10 days, return to," or, "After 5 days return to," followed by the name and address of the sender. To facilitate the prompt return of undelivered mail, the postal authorities request that the name and address of the sender be placed on all letters and packages sent by mail. Many firms combine a brief business card with the special request. If ordered in lots of 500 or more, the Government furnishes without extra charge, printed special- request envelopes, giving the name and address of the sender. No matter of an advertising nature is printed on these. Color, quality, etc. The color of envelopes, whether they are used for business or social purposes, varies greatly, but tints are usually preferred to pronounced or strong colors. There are also great differences in quality. Envelopes made of light or cheap paper are sometimes used for advertising circulars, etc., but firms of good standing rarely use anything but the best grade of envelopes for business letters. It is not good form to use cheap stationery or business letter-heads or envelopes for any kind of social letter-writing. 207. The superscription, or direction, consists of whatever is written or printed on the envelope to insure its delivery to the person entitled to receive it. Superscriptions may be pen- written, typewritten, or printed. They usually consist of (1) the Name of the person or firm to whom the letter is sent, (2) the General Address, consisting, usually, of the city and state, (3) the Local Address, as street and number, building and room-number, post office box-num- ber, etc. There is a growing tendency in many business offices, and in some business schools, to de- part from the usage that has hitherto prevailed in the matter of the form and arrangement of the several parts of the superscription. In some offices, the name and address are written in the same alignment, and without indentation or extra spacing. Others write the name of the town and the state on the same line. As these variations make more or less trouble for the Govern- ment mailing clerks, and sometimes are the cause of letters being missent, the Post Office De- partment has printed on the cover of its stamp booklets, a model address, as a guide to the pub- lic, and in the interest of uniformity in superscriptions. We reproduce this form in Fig. 6, page 79. For pen-written superscriptions, the following rules are generally observed by persons of good taste : 1. Write the name first, and, as nearly as possible, on a line midway between the top and the bottom of the envelope. 2. The name of the town is written next, below and to the right, and then the state, the initial letters beginning at such points that they will touch a straight line connecting the first letters in the superscription. (See Fig. 1, page 77.) 3. The local address is sometimes written at the lower left-hand corner of the envelope, but the best usage requires it to be written just after the name, as in Fig. 6, page 79. It may be written at the left, however, if the other parts of the superscription require four lines. 4. If it is desired to mention the official or business position of the person written to, as, "Supt. of City Schools," "Editor American Penman," "Governor of Ohio," etc., this should be written below the name, thus making a four-line superscription. 5. Superscriptions on letters or packages for registry (see page 116) should give the name of the county, unless in the case of a large city. On other classes of mail, the name of the county is unnecessary. 6. In the case of mail matter for rural free delivery, it is very important to write the number of the route; as, "R. F. D. No. 3" (Rural Free Delivery No. 3). This is quite as im- portant as is the local address in a letter sent to a large city. 7. The parts of the superscription below the name should be written in such a position as to divide the envelope space below the name into equal parts. Instructions relating to typewritten superscriptions will be given in a subsequent lesson. Great care should be taken to write all parts of the superscription legibly. Ornamental writing should be avoided, unless in the case of correspondence between professional penmen. The punctuation of a superscription is the same as that required in the address at the opening of the letter. The diagrams given on pages 77, 78, and 79 will aid the student in applying the rules given under 207. Consult these forms in preparing the addresses required under the following exercise. FOLDING AND KNCLOSURES 81 Exercise 3. Prepare twenty slips of unruled white paper, having the dimensions of a No. G^^ envelope (S^xSyi inches). Write on these (with pen and ink) the following superscriptions: 1. Mr. Geo. H. Nettleton, Mound City, Kansas, R. F. D. No. 1. 2. Master Irving Stone, Battle Creek, Mich., Care I. L. Stone, 216 Maple St. 3. Prof. Seymour Eaton, President Drexel Institute, Philadelphia. 4. Miss Ena Harmer, 1529 C Ave., Cedar Rapids, Iowa. 5. Mr. E. H. Anderson, Prop'r Northwestern Bus. Coll., Fargo, N. D. 6. Hon. A. P. Rogers, M. P., 421 Ry. Exch. Bldg., Toronto, Ont. 7. Sister M. Beatrice, Convent of the Sacred Heart, Moline, 111. 8. Hon. W. N. Ferris, Big Rapids, Mich. 9. The South Side Development Co., 4976 Stuart Ave., Chicago. 10. The Chicago Chess and Checker Club, 1196 Schiller Bldg., Chicago. 11. Mr. Horace G. Healey, Editor "Business Journal," 203 Broadway, New York. 12. Hon. Geo. W. Clarke, Governor, Capitol Bldg., Des Moines, Iowa. 13. Col. Edw. L. Stanton, Soldiers' Home, Dayton, Ohio. 14. Sergt. C. A. Watson, Fifth U. S. Cavalry, Manila, P. I. 15. Hon. David Brewer, U. S. Supreme Court, Washington, D. C. 16. Harper, Jones & Hall, 346 Trude Bldg., Chicago. 17. Miss Inez Day, Hopedale, Conn. 18. Hon. Randolph C. Carpenter, House of Representatives, Topeka, Kansas. 19. Mrs. Archie A. Robinson, Flat B, 4047 Ellis Ave., Chicago. 20. Mr. Harlin Endicott, Room 29, University Bldg., Boston. LESSON 4. Folding and Enclosures. 208. Folding. The method of folding a letter-sheet depends upon the kind of stationery used. If the length of the envelope exceeds the width of the paper, the letter-sheets are folded in one direction only, as in Fig. 1, page 82. If the standard letter-paper is used with ordinary business envelopes, the sheets must be folded in two directions, and it is a matter of consider- able importance to learn to do this correctly and rapidly. The student should provide himself with a few sheets of letter-paper and practice folding them in accordance with the following directions and the illustrations on pages 82, 83, and 84. 1. Place the sheet before you, face upward; take hold of the bottom margin and turn it upward to within one-half inch of the top margin, being careful to have the side margins even ; then fold by passing the nail of the second finger firmly from left to right across the bottom of the folded sheet. (See Fig. 2.) 2. Turn upward about two and one-half inches of the right-hand margin of the folded sheet to the left and fold as in Fig. 3. 3. Turn the same width (23/2 inches), of the right-hand margin toward the left, and fold firmly with the nail of the second finger, as before. (See Fig. 4.) Be careful to have the margms in their right positions when folding, and keep the sheet free from creases, finger-marks, etc. 209. Inserting letter in envelope. Taking the envelope in the left hand, with its face next to the palm, and the folded letter in the right, insert the letter, as shown in Fig. 5. The letter should be so folded as to occupy a little less than the full length and width of the envelope. 210. Enclosures. These are documents or other papers, as checks, drafts, 1 eceipts, or the like, which are to be enclosed with a letter. If the enclosure is of considerable size, as, a lengthy bill or statement, a contract, insurance-policy or other legal document, an official envelope is used, the paper or document is folded apart from the letter, and inserted in the envelope as a separate enclosure. In the case of a check, short bill, receipt or other small paper, the enclosure should be placed, face upward, across the face of the letter and folded with it. (See Fig. 6.) [continued on page 85.] 82 BUSINESS ENGLISH Fig. 1. Width of paper Less tlian Lengtii of Envelope. (One-direction Folding.) Fig. 2. First Fold, Where Standard Size Sheet is to be Inserted in Business Envelope. (Two-direction Folduig.) FOLDING AND ENCLOSURES 83 Fig. 3. Second Fold in Two-direction Folding. Fig. 4. Tiiird Fold in Two-direction Folding. 84 BUSINESS ENGLISH Fig. 5. Inserting in Envelope. Fig. 6. Position of Enclosure. POSTAGE AND MAILING 86 Papers enclosed in this way are not likely to be overlooked or accidentally dropped when the letter is removed from the envelbpe, as they are when not folded with the letter. It is the cus- tom in some offices to fasten enclosures to the letter-sheet. If circulars, etc., are enclosed, they should not be folded with the letter, but put in as a separate enclosure. If one or two stamps are enclosed, they should be fastened (not stuck) to the top of the letter-sheet. If a considerable number, say, a dozen or more, stamps are enclosed, they should be folded, and inserted loose within the folds of the letter. Exercise 4. 1. Write the following letter to Henry A. French & Co., 246 Ocean St., Seattle, Wash. Use your present address and the current date as a heading, an appropriate salutation and clos- ing words of courtesy, and your own signature. Direct and enclose the letter in a No. 6^ busi- ness envelope, and prepare a slip of blank paper of the size of an ordinary receipt, to represent the enclosure. (body of letter.) "I have yours of May 19 enclosing Chicago draft for $25.60 to balance your account to date. Enclosed find receipt for same. "Thanking you for the remittance, I am" 2. Holmes Bros. & Co., of 275 Market St., Cleveland, Ohio, on June 6, 1913, received a letter from P. C. Blake & Sons, Vendone, Ind., dated June 4, 1913, and containing a check for $150 to apply on account. Write the letter of acknowledgment, enclosing a slip of paper to rep- resent the receipt. Direct the envelope and fold and enclose letter as in previous examples. Unless you are using imitation stamps in your letter-writing work, mark the envelope with an outline showing the position of the stamp. Present the foregoing letters to your teacher for approval. LESSON 5. Postage and Mailing. 211. Domestic mail-matter includes all mail-matter deposited in the mails for local de- livery, or for transmission from one place to another within the United States, or to or from or between the possessions of the United States. Porto Rico and Hawaii are included in the term "United States." The Philippine Arch- ipelago, Guam, Tutuila (including all the adjacent islands of the Samoan group which are possessions of the United States), and the Canal Zone are included in the term "Possessions of the United States." The term, "Canal Zone," includes all territory purchased from Pan- ama, embracing the Canal Zone proper and certain islands in the Bay of Panama. 212. Classes of matter and postage. Domestic mail-matter is divided into four classes, as follows : First-class consists of: 1. All written matter, whether written with pen or typewriter, or other device. This in- cludes letters, U. S. postal cards, private post-cards, and any other written matter (or partly written and partly printed), whether sealed or unsealed. NOTE. — Even printed matter will be rated as first-class if it is in the nature of a special or personal communication. 2. All matter sealed or otherwise closed against inspection. Rates. Two cents for each otuice or fraction. Limit of weight, four pounds. U. S. postal cards cost one cent each, and private post-cards (subject to Government regulations as to size, material, etc.), require a one-cent stamp, whether the matter on them is written or printed. Full pre-payment of postage is not required for first-class matter. In case of insuf- ficient postage, the amount unpaid will be collected from the receiver of the letter when it is delivered. An unstamped letter will not be sent to its destination, but will be returned to the writer, if his identity can be determined from the envelope; if not, the letter will be held for postage. 86 BUSINESS ENGLISH Drop-letters. These letters are addressed for delivery at the office where mailed. If mailed at an office where there is no delivery by letter-carriers, the postage is two cents for each ounce or fraction. If mailed at letter-carrier offices, the postage is the same as for other first-class matter. Second-class (Unsealed) consists of newspapers and periodicals which bear the author- ized statement, "Entered at the post office as second-class mail-matter." The term unsealed means enclosed in an open or removable wrapper, as one that is open at the ends, or fastened by cords, rubber bands, etc., thus permitting inspection by the post- office officials. Special communications in writing are not allowed either on the wrapper or on the enclosed matter. The presence of these may cause the package to be held for postage at first-class rates. This rule applies also to third- and fourth-class matter. It is permissible, however, to write on the wrapper the name and address of the sender, after the words "From," Sent by," etc. The worcls, "Marked," "Special Copy," etc., may also be written oi stamped on the wrapper or enclosiire. It is also permissible to make corrections of type- graphical errors, etc., on the periodical enclosed. Rates. One cent for four ounces or fraction. Full pre-payment is required. No limit as to weight. Publishers' second-class rates. When a newspaper or other periodical is established, the publishers apply to the Postoffice Department at Washington to have it "entered as second- class matter." If this is authorized, the publishers may send the periodical through the mails at the rate of one cent for each pound or fraction. Matter thus mailed is called "publishers' sec- ond-class," or "pound-rate" matter. Other second-class matter is known as "transient second- class." Third-class Unsealed. This comprises all printed matter other than newspapers, period- icals, etc., or special communications of a personal nature. It includes books under eight ounces in weight, circulars, proof-sheets, corrected proof-sheets, with manuscript copy accom- panying the same, matter in print, or raised characters for the blind, photographs, maps, etc. Rates. One cent for each two ounces or fraction. Full pre-payment required. Limit of weight, four pounds, except it be one book. Fourth-class — Unsealed. This comprises all mailable matter not included in the first, second, and third classes. It includes generally all merchandise, blank-books, or paper, speci- mens of plants, minerals, etc., and printed matter on other material than paper, and books of eight ounces in weight or over, also, all packages of third class matter weighing over four pounds. EXCEPTIONS. — Seeds, bulbs, roots, plants, cuttings, etc., weighing less than eight ounces, available for plant propagation, are, by special legislation, mailable at third-class rates — one cent for each two ounces or fraction. Parcel post. (Revised to September, 1915.) By an act of Congress under date of August 24, 1912, provision was made for transporting by mail, packages of fourth-class matter at rates which vary with the distance. This act, known as the Parcel Post Law, became effective January 1, 1913. Prior to this date, packages of fourth-class matter, not exceeding four pounds in weight, were transmitted regardless of distance at the uniform rate of 1 cent per ounce. The increase in the weight limit of the mailable package, and the greatly decreased cost of transmission through short distances, have had the effect of turning into the mails a great many shipments that, under former condi- tions, would have been handled by the various private express companies. Packages weighing up to seventy pounds may be mailed for local delivery, or to any point within the first two zones, at rates prescribed by the postal authorities. Beyond the second zone the weight limit is fifty pounds. It should be noted that the Parcel Post Law makes few changes in the classification of mail-matter, provided for in previous laws. A circular of information, with "Parcel Post Guide" and map, giving a schedule of rates for the different parcel post zones, can be obtained, on ap- plication, from the Third Assistant Postmaster General at Washington, D. C. The fee for this service is 75 cents. Greneral Bate Rule. Matter of a higher class^ enclosed zuith matter of a lower class, subjects the whole package to the higher rate. POSTAGE AND MAILING 87 214. Umnailable matter. This is matter that is prohibited admission to the mails. It comprises : 1. All matter illegibly, incorrectly, or insufficiently addressed. 2. All "transient second-class" matter and all matter of the third and fourth classes not fully prepaid, and all first-class matter not prepiid one full rate — three cents. 3. All first-class, third-class (except a single book), and fourth-class matter weighing more than the weight fixed by the postal rules. 4. All matter harmful or objectionable in its nature, as poisons, or animals or vegetable substances liable to decomposition; all intoxicating, explosive or highly combustible or inflam- mable liquids, or any other article that is likely to cause harm to the postal employees, or to the mail-pouches, or other government property. 5. All written or printed matter or pictures of an offensive nature, or any libelous or scurrilous matter intended to reflect injuriously upon the character of another. 6. All matter pertaining to lotteries, gift enterprises, etc., also, anytliing concerning schemes to obtain money under false pretenses. NOTE. — Severe penalties are provided for the violation of the last two regulations. 215. Preparing matter for mailing. Employees in a business office are often called upon to attend to the mailing of letters, circulars, samples of goods, books, and other classes of mail-matter. It is important to be able to do this with accuracy and dispatch. Postage-stamps of various denominations, ranging from one cent to a dollar or more, are to be obtained at all postoffices and are usually kept on hand in the quantities and denominations required. Most letters will require a three-cent stamp, while printed circulars sent unsealed will usually require one cent. The stamp should be placed at the upper right-hand corner of the face of the en- velope, and at a distance of about one-eighth of an inch within the margin. See illustrations on pages 78 and 79. When large numbers of letters are mailed, some appliance for moistening stamps is usually provided. Special postage-scales also are in general use for ascertaining the postage required on let- ters and packages. These scales are provided with a graduated index which shows at a glance the postage required for each of the several classes of mail-matter except fourth-class. A Reference List of Mailable Matter. The following alphabetical list as issued by the Post Office Department, gives the articles most generally dispatched in the mails, with the mailing-class to which each belongs. It will be found useful for reference, and may be consulted in answering certain of the questions asked under Exercise 5. Article Class Article Advertising signs printed on other material thanj paper 4th Albums, autograph, without writing 4th Albums, autograph, with writing 1st Albums, photograph 4th Almanacs 3d Animals, stuffed 4th Architectural designs, printed 3d Architectural designs, containing writing (see Drawings) 1st Artificial flowers 4th Assessment notices, wholly in print 3d Assessment notices, partly in writing 1st Baggage checks, metal ' 4th Bills, wholly or partly in writing , 1st Blank account books [ 4th Blank Books, with written entries ' 1st Blank cards | 4th Blank Printed forms, with written signature \ 1st Blind, indented or perforated sheets of paperl containing characters which can be read by the, unsealed Blueprints 3d 3d Books, printed (see parcel post regulations) ..3d or 4th Botanical specimens, not susceptible of being used in propagation Bulbs (special rate) Calendars, printed on paper Calendars, printed on material other than paper. Candies Carbon copies of typewritten matter Card games Cards, blank Cards, Christmas, Easter, etc., printed on paper.. Cards, Christmas, Easter, etc., printed on ma- terial other than paper. Cards, visiting, bearing written name Catalogues Certificates, blank Certificates, filled out in writing Check books, blank Checks, blank Checks, in writing, canceled or uncanceled Chromos, printed on paper Cigars Circulars, printed (see "Third-Class Matter") . . . Cloth, samples of Coin Class 4th 4th 3d 4th 4th 1st 4th 4th 3d 4th 1st 3d 3d 1st 3d 3d 1st 3d 4th 3d 4th 4th 88 BUSINESS ENGLISH Article Class Coin holders, card, blank Copy books, school, with printed lines and in- structions for use Crayon pictures or drawings, framed or unframed Cuts, wood and metal Cuttings of plants or trees (special rate) Daguerreotypes Designs, wholly in print on paper Diplomas, blank Diplomas, filled out in writing Drawings (pen or pencil), without writing, framed or unframed Drawings or plans containing written words, letters, or figures indicating size, price, dimen- sions, etc Electrotype plates Engravings, when framed Engravings and wood cuts, impressions from, printed on paper Engravings and wood cuts on wood or metal base Envelopes, mailed in bulk Flour, samples of Flowers, cut or artificial Fruit, dried Geological specimens Grain, samples of Herbs, dried Honey, in comb Insects, dried Invitations, printed or engraved, containing no other writing than date and name and address of person addressed and sender Labels, written Letterpress copies of handwritten or typewritten matter Liquids Liquors, ardent, vinous, spiritous, or malt, un- mailable. Lithographs Magazines or newspapers, mailed by the public. Manuscript or typewritten copy, without proof- sheets Manuscript copy, accompanied with proof-sheets. Maps, printed on cloth Maps, printed on paper, with the necessary mountings Article Class 4th 3d 4th 4th 4th 4th 3d 3d 1st 4th 1st 4th 4th 3d 4th 4th 4th 4th 4th 4th 4th 4th 4th 3d 1st 1st 4th 3d 2d 1st 3d 4th 3d Medals or coins Merchandise, samples of Metals Minerals Music books Newspaper clippings, with name and date of paper stamped or written in Newspapers or magazines, mailed by the public. Nuts, in natural state Paintings, framed or unframed Paper, blank Patterns, printed or unprinted Photographs, mounted or unmounted Plans and architectural designs, printed Plants for propagating purposes (special rate).. Postage stamps, canceled or uncanceled Postal cards, wholly or partly in writing, re- mailed Post cards, printed, in bulk Posters, printed on cloth Posters, printed on paper Price lists, printed, containing written figures changing individual items Price lists, wholly in print Printed matter on other material than paper. . . . Printing, samples of Proof-sheets, printed, corrected, with or without manuscripts Receipts, printed, with written signatures Receipts, partially printed, with writing Roots for propagation (special rate) Rulers, wooden or metal Seeds (special rate) Sheet music Shorthand or stenographic notes Soap Tags Telegram blanks Tintypes Typewritten matter, original letterpress and manifold copies thereof Valentines, printed on paper Valentines, printed on other material than paper. Wall paper 4th 4th 4th 4th 3d 3d 2d 4th 4th 4th 4th 3d 3d 4th 3d 1st 3d 4th 3d 1st 3d 4th 3d 3d 1st 1st 4th 4th 4th 3d 1st 4th 4th 3d 4th 1st 3d 4th 4th Exercise 5. Find the amount of postage required to mail each of the following-described articles: 1. A magazine weighing 8^ ounces. 2. A typewritten manuscript sent to a newspaper for publication and weighing 6^ ounces. 3. A package of printed patterns weighing 11 pounds, 5 ounces, to be sent to Second Parcel Post Zone, 4. Package of maps weighing 2 pounds, 3^ ounces. 5. A package of newspapers (not mailed by publisher) weighing 2 pounds, 3^4 ounces. 6. A sealed letter weighing 3ys ounces. 7. 1500 unsealed circular letters each containing a printed circular, and each weighing lj4 ounces. (Mailed separately.) 8. 2000 sealed letters with enclosures, to make each letter weigh lj4 ounces. 9. Package of books to first zone weighing 18^ pounds. 10. Package of newspapers, with which was included a sealed letter, weight of package 1 pound, 33/2 ounces. THE BODY OF THE LETTER LESSON 6. The Body of the Letter. 216. Composition and construction. The style of a letter is determined by its purpose and the relations of the writer to the one written to. We all want our letters to make a good impression, just as we wish to present what is called "a pleasing address" when we meet peo- ple personally. To accomplish this, a letter should be natural, direct, and appropriately phrased. As previously suggested, the best guide to letter-writing style is to write as you would talk were you face to face with your correspondent. This does not mean that a letter may be incorrect as to grammar, or contain slang or other objectionable forms of speech. A letter need not be bookish or formal in order to be written in good English. 217. Colloquialisms permissible. Many conversational terms and expressions are allow- able and even desirable in a letter, whether it be on business or otherwise, which would not be proper in any essay or other form of strictly literary composition. The following three letters are here introduced to show how a natural conversational style may be secured. Read them carefully and note the effect of such colloquial expressions as the following, in the first letter : 'thinking over our plan." 'your idea has some good points." 'it is out of the question." up to his ears in work." see about this account." working up trade." 478 Broadv/ay, New YorK. Jan. 16, 19 Mr. Amos L. Macey, 10 Greendale, Pa. s Dear Sir: 10 5 Since our talk on Monday, we have been thinking over your plan as to working up trade in North Jersey. No doubt your idea has some good points, at least good enough to justify a trial later in the secson when we are not so busy and can spare the extra men to send into the new field. Just now, however, it is out of the question, as everybody is up to his ears in work. Be sure that we appreciate your enterprise in the matter, and if the plan succeeds, the credit shall be yours. 10 By the way, Hawkes & Fuller of Waynesville, Pa., owo us a considerable balance that is nearly two months past due. You would better call there on your way in next week suid see about this account. We enclose statement. 35 Cordially yours. The Evans-Belle Cc. Per C. J. B. 90 BUSINESS ENGLISH The following letter is rather more formal than the last one, but it has the simple, straight- forwardness of a face-to-face talk. See if you can find the expressions that give this effect. Avalon College, Avalon, 0., July 26, '05. Mr. Henry B. Nelson, Ghadwick, Ind. My dear Sir: I have your letxer of July S4, asking about the work at Avalon College. In our catalog, which I am mailing you to-day, you will find answers to your questions as to tuition rates, living expenses, courses of study, etc. Avalon College is not a "cheap school" in the sense in which this term is commonly used," neither are our charges higher than is consistent with good service. The watch-word at Avalon is WORK. It is a school for young men and women who are in earnest, and who want results. It is no place for dawdlers and snobbishly inclined young folks who want the name of "going to college", but do not care to do the work required in getting a genuine education.. Now, Mr. Nelson, if, as I hope, you are looking for this kind of a school, you are pretty sure to be pleased with Avalon, and we shall be glad to give you a hearty welcome . Hoping that you may decide to become one of us, I am Sincerely yours, Ghas . S. Gasterlin, Registrar There Is a cordiality, as well as a businesslike directness in the followins letter, that would make it apiK-al strongly to the favor of a business man, even though he did not accept the writer's proposition. Note the expressions that put life and vim into this letter. Brookton, 111., May £9, 19 The Anderson Grocery Co., Peoria, 111. Gentlemen: Are you quite satisfied with your present means of getting country produce? If not, you may be interested in what we are doing in this line. Knowing the trouble that first-class houses have in getting from the commission men really choice produce fresh from the farm and garden, we have adopted the plan of working up a line of special con- tracts with the farmers, gardeners, and dairymen, by which we buy only the best SELECTED STOCK, which we deliver to our customers within a few hours after purchase. Our plan is to send wagons to the farms early each morning, gather up the very choicest products, and get them to you by the time your doors are open. Thus, you are always sure of a full supply of the best goods to be had, and in a condition that will bring smiles to the faces of your customers. Of course, such goods cost a shade more than the cold- storage stuff from the commission houses, but people are willing to pay more for choice things with the morning dew still on them, and your pofits may easily be maintained. If our idea strikes you favorably, and you are in a position to do business with us, kindly drop us a line and one of our men will call on you at once and go into the matter in detail. Very truly yours, C. P. Harr>er & Sons. THE BODY OF THE LETTER 01 218. Cant terms, meaningless expressions, etc. Custom has long sanctioned the use, in business letters, of a certain conventional jargon, which is quite meaningless, and really serves no useful purpose whatever. Belonging in this category are such expressions as the following : "Your esteemed favor at hand." "Your favor of the 3rd came duly to hand." "Replying to the same would say." "We beg to advise you," "We beg to suggest." "Allow us to call attention to the fact." "Enclosed please find." "We trust you will recognize the importance." "We take pleasure in informing you." "Your esteemed favor at hand and contents noted and in reply to same would say." "Kindly permit us to call your attention to." "We beg to acknowledge your esteemed favor of the 19th." The foregoing and similar expressions have nothing but usage to justify them. Anyone who should use such language in personal intercourse, would have his sanity called into ques- tion. Furthermore, these formalisms are fast falling into disuse among modern business letter- writers. We advise the student to dispense entirely with these and other expressions of the same class. They are opposed to simplicity, directness, and naturalness, and tend to give to a letter that very stiffness and formality most to be avoided. Beyond tlie terms of courtesy in be- ginning and ending a letter, put nothing into it that you would not say to your correspondent were you talking instead of writing to him. 219. Paragraphing. A paragraph is a sentence, or a group of sentences relating to some particular matter. A letter may consist of one or of several paragraphs, according as it treats of one or of several distinct matters. No definite rules can be laid down to govern paragraphing. It is often a question of taste or of individual judgment as to whether a given matter is sufficiently distinct from the rest of the. letter to require a paragraph. It is very important that the several topics of a letter should be introduced in a natural order, and that each should be completed fully before another is taken up. Nothing is more confusing or annoying than to receive a letter in which sentences in no wise related are thrown together at random, just as they came into the mind of the writer, and with no attempt at co- herence or logical arrangement. As a rule, the first paragraph of a business letter should show the purpose, or occasion, of the letter. If it is in answer to another letter, the date and purport of this letter should be given, as in the following : "We have yours of June 10 relating to our recent shipment of sulky plows." "This is in answer to your letter of January 6, as to the advisability of our establishing an agency in your city." "Your kind letter in answer to ours of June 7 reached us to-day." If the letter is not written in answer to another letter, it is still advisable, as a rule, to have an opening paragraph setting forth the purpose of the letter. Examples: "We are writing this to make some inquiries as to your new ruling machine, advertised in the February 'Inland Printer'." "Our house is in the market for a line of straw board, and we have thought it well to take up the matter with you by letter." "This letter is to interest you in a new cutter and feeder that we have just put orr the market." A separate paragraph should be given to any concluding phrases of a courteous or compli- mentary nature; as — "Hoping to receive further orders from you, we are" etc. "Thanking you in advance for an early answer to our inquiry, we remain" etc. An excellent custom is followed in many business offices, of separating the paragraphs of a letter by extra spacing. This facilitates reference to the several matters contained in the letter. The following model letter illustrates the method and purpose of paragraphing. Study it care- fully, after which, proceed with the work required in Exercise 6. 92 BUSINESS ENGLISH Hammond, Ind. , Apr. 6, 19 Mr. R. E. Thayer, Beatrice, Nebr. Eear Sir: We are writing this letter of inquiry at the suggestion of Mr. C. W. Pierce, of Chicago, who assures us that you can give us reliable data as to the matters about which we ask. We are manufacturers of various grades of straw- board, wrapping, and other coarse-fiber papers, and we are considering the advisability of establishing a branch factory at some good town in your state. Mr. Pierce tells us that Beatrice has some advantages for the location of such an enterprise, but he is unaDle to give us bucii de- tailed information as we require. Can you tell us whether there are any straw-board factories in your part of the state, and, if so, where they are located? Do the farmers in the vicinity of Beatrice raise much small grain, and is there any demand for straw, aside from the ordinary uses? What is the present market price of straw per ton, and is baled straw shipped from your town to any consider- able extent? Are straw-board boxes, cases, etc., much used in your, part of the state in shipping eggs, fruit, or other products? Do you think any concessions in the way of remission of taxes, the providing of a site for the factory at a nominal cost, etc., could be obtained from your people, in the event that it should be found feasible to locate the factory at Beatrice? We shall regard it as a great personal favor if you will kindly send us answers to the foregoing questions, with any other information bearing on the matter, which you may be able to give. We also request that you will, for the present, regard this letter as confidential. Thanking you in advance for an early answer, we remain Very truly yours, . J. P. Hannibal & Sons, per J. P. H. Exercise 6. If a letter is brief, occupying much less than a full page, with ordinary margins, it is com- mon to have the margins much wider, thus decreasing the length of the lines, and giving a more pleasing general effect. In the forms on pages 93-94 the improvement effected by the wider margins in No. 2 is evident. The spacing (distance between lines) may also vary in the case of typewritten letters, de- pending on the length and character of the letter, short letters being often double-spaced, while the single space is used for longer ones. In many offices, however, all letters, regardless of length, are single spaced and have standard margins. While most of the model letters in this THE BODY OF THE LETTER 93 book are thus presented, the student, in preparing the letters required in the exercises, may use his taste and judgment as to spacing and margins. 1. Write an answer to tlie preceding letter, setting forth such assumed facts as might be given in response to such a letter. Paragraph your letter, as required by the different matters referred to, answering the questions in the order that they are asked. When your letter is finished, fold it properly, enclose in a correctly addressed envelope, and hand it to your teacher. 2. Reconstruct the following letter, correcting all errors. Give careful attention to the errors in punctuation, form, etc. In recasting this letter, do not attempt to follow the writer's arrangement. Omit all needless matter, and try to have your letter well arranged, definite, and businesslike. St. Louis, Mo. No. 69 Broad St. Feb, 17 05 Mr. C. W. Walker Esq. Murrayville, Ills. Sir: There is a firm in your town or was last year named Clarke and Reynolds that owes me for a Bill of Goods that I sold them on credit nearly two years ago. As I understand that you make a business of collecting these kind of accounts I thought I would write to you. Can you tell me whether they are any good or not. Our bill is for $47.25 and I dont want to lose it. What per cent do you charge for collecting such bills? Th3 bill is for our Patent Roofing it is all right and they pro-nised to pay in 60 d. but didn't. Do you charge the same when you have to bring a law suit. please answer as soon as possible as I want to get this account straightene.-i up. Yrs very Respect fuly J. Peters Form No. 1. Wide Measure. Springfield, 111., May 20, 19--. Ames & Robinson, Fairview, Texas. Gentlemen : Tnis in ansA^er to your letter of May 15, relating to weight and form of packages of our Red Eagle Biiolcwheat Flour, We advise that this brand is supplied only in five- pound cartons, and in three-pound hinge-lid tins. You will find these quoted in our Price List for this quarter. Divi- sion L. We believe a copy of this has been mailed you. Very truly yours, THE ACME MILLING CO, 94 BUSINESS ENGLISH Form No. 2. Narrow Measure. Springfield, 111., May ZO, 19--. Ames & Robinson, Fairview, Texas. Gentlemen : This in answer to your letter of May 15, relating to weight and form of packages of our Red Eagle Buckwheat Flour We advise that this brand is supplied only in five-pound cartons, and in three- pound hinge-lid tins. You will find these quoted in our Price List for this quarter. Division L. We believe a copy of this has been mailed you. Very truly yours. The Acme Milling Co. LESSON 7. Special Hints and Cautions. 220. Neatness and the correction of errors. A letter that is marred by blots, erasures, soiled or wrinkled paper, etc., is more than an offense to the eye; it is an indication of a care- less and slovenly personality. Paper to be used for letter-writing should be kept where it will not be soiled or wrinkled. Before handling the letter-paper or envelopes, one should be sure that his hands are free from dust, perspiration, ink-stains, etc. If errors in a letter are corrected by means of erasures, the erasing should be so carefully done that the receiver of the letter would not suspect that an error had been made. If there is not time or opportunity to make correc- tions by means of erasures, it is better to draw an ink line through the incorrect word, and re- write it correctly and neatly in the space above. If several errors occur, rewrite tlie letter. 221. Figures and abbreviations. The use of figures and abbreviations in tlie body of a letter is to be avoided, except in indicating a sum of money or in preparing lists of merchandise, with quantities, prices, etc. In giving an address, as "Moline, 111." "Fremont, Nebr." "119 Wal- nut St." "Room 65 Plymouth Bldg.," abbreviations should be used. The name of a state should be written in full when not used as part of an address. It is very bad form to abbreviate ordinary words, as "ad" for advertisement, "Mdse." for merchandise, except in special cases re- quiring such abbreviations. Some expressions, as "C. O. D. (collect on delivery), "f. o. b." (free on board), are always abbreviated. NOTE.— See lesson on "Abbreviations." 222. Specifying dates. In specifying the date of a letter that is being answered, the ab- breviations, "inst." (instant), "ult." (ultimo), "prox." (proximo), are sometimes used. "Inst." means the present montli, "ult." means the preceding month, and "prox." means the succeeding month. In many offices these terms have been discontinued, the date being indicated by giving the name of the month and date; as, "We have your letter of May 29," instead of, "We have your letter of the 29th ult.," and, "Our representative will call on you about June 10," instead of, "Our representative will call on you about the 10th prox." The method of date-reference here recommended has obvious advantages. SPECIAL HINTS AND CAUTIONS 95 223. When to enclose stamps. In writing a letter to a stranger, or to a slight acquaint- ance, requesting information or other favors relating to a matter in which the one written to has no personal interest, always enclose a stamp, or, better still, a self-addressed stamped en- velope, or postal card. A stamp is not necessary in writing business letters about a matter in which the person written to is interested, or to public officials for information that is properly requested of them. It shows affectation, also, to enclose a stamp for reply, in a letter written to a friend or familiar acquaintance. 224. Writing on both sides of paper. This is allowable only in personal correspond- ence. In writing a business letter, use the second sheet in all cases, when a letter is too long to be written on one page. This is also a fixed requirement in all printing-offices, in the case of letters, advertising, or other matter received for printing or publication. 225. Paging. When a letter requires two or more sheets, these should invariably be paged. Failure to do this may occasion much inconvenience to the person receiving the letter, and may cause him to overlook entirely some of the sheets, should he be interrupted in the course of the reading. 226. Placing in right envelope. When several letters are written, it is of the utmost im- portance that they should be enclosed in their proper envelopes. Mistakes in this matter have often caused serious embarrassment or misunderstanding. As soon as a letter is written, the envelope should be directed and the sheet or sheets inserted under the flap of the envelope, in- cluding enclosures, if any, there to remain until the letter is folded and enclosed. In the case of correspondence prepared by stenographers, the letters and envelopes should be thus arranged when presented to the dictator for signature. 227. Disposal of letters when received. The systematic disposal of correspondence in a business office is a very important matter. When a "mail" is received, consisting of a number of letters, they should be sorted before opening, in order to lay aside any of them that may be of a private or personal nature, to be opened only by the persons to whom they are addressed. In opening letters, a letter-opener should be .used ; this usually consists of a narrow blade of metal or bone made for the purpose. The blade of the letter-opener is inserted beneath the flap of the envelope, and the latter is separated at the edge where it joins the face of the envelope. In using a letter-opener, care should be taken not to injure the contents of the envelope. If a letter- opener is not at hand, a penknife may be used. Never open a letter by tearing the envelope across the end. In doing this, one is likely to mutilate the letter or other enclosure. In some offices, all the envelopes are opened before the contents of any of them are removed ; in other offices, the contents of each envelope are disposed of before any of the others are opened. In case there are many letters, the former method will be found the more expeditious. The envelopes should not be destroyed when the contents are removed, but kept until all the correspondence is disposed of. It frequently happens that the writers of some of the letters fail to write their addresses, or even their signatures, and it is necessary to refer to the postmark on the envelope to learn where the letter was mailed in order to ascertain who wrote it. If the letter contains a check, draft, receipt, or other enclosure, a note of the fact, together wit?i the amount (in case of a remittance), should be entered on the face of the letter at the time it is taken from the envelope. In some cases it is found advisable to pin the enclosure to the letter, where it remains until the answer is dictated to the stenographer. Exercise 7. Prepare written answers to the following review questions. Every answer should be in the form of a complete sentence. Some of the questions are not directly answered in the text. Their purpose is to give exercise to the student's judgment and to his thinking faculties. 1. As the manager of a business, would you consider it good policy to have your corre- spondence neat and businesslike? Why? 2. What corrections would you make in these sentences: "He came here four, or five years ago from Mich. I met him about the 1st of Sept. 1915. At the time I sold him 25 bu. of Oats, but he did not pay me, and soon after moved to Rockport, Illinois." 3. Illustrate the meaning of "inst.," "ult.," and "prox." Why is it preferable to give the month and date instead of using these abbreviations? 4. In what cases would you enclose a stamp in a letter requiring an answer? When would you not do so? 96 BUSINESS KNGLISH 5. Why should a business letter be written on but one side of the paper ? 6. What precautions will prevent the enclosure of letters in wrong envelopes? 7. ■ What is done with a letter that is mailed without a stamp? 8. Why should opened envelopes not be destroyed until the letters in them have been read or answered ? 9. What troubles might occur through failure to observe proper methods in disposing of incoming mail? 10. Give two reasons for answering correspondence promptly. LESSON 8. Special Hints and Cautions. 228. Copying, filing, etc. In manv business offices, copies are kept of all letters sent out. These are usually made by means of carbon sheets at the time the letters are typewritten, or else with a copying-press, by means of which impression copies are made in books consisting of blank leaves of tissue paper, specially manufactured for the "purpose. Various methods are used for systematically filing the letters received, and the copies of those sent out. The object of the filing system is to provide a convenient means oi referring to any letter that has been received or sent. Filing systems are also used, consisting of boxes or cases filled with cards alpha- betically arranged and containing special data pertaining to the business. A general under- standing of the methods of copying and filing is an important part of a business education. 229. Use of postal cards. The use of postal cards for ordinary business correspondence is not to be recommended. The postal card is, at best, but a makeshift, and is generally looked upon with disfavor among business men. Postal cards and private post-cards, on account of their cheapness, are used extensively for brief advertising announcements, and by the officers of lodges, societies, etc., for sending out notices, but they should not be used for more important business communications. A postal card is rendered unmailable by writing or printing anything but the add-ess on its face, or address side, (picture post-cards provide space for a message on the address side), or by pasting or otherwise attaching anything to the card. Postal cards may be used for brief and unimportant personal communications when the use of ordinary stationery is inconvenient. In such communications the heading should be given, but the letter-address and the closing words of courtesy may be omitted. 230. Promptness in answering letters. To respond to a letter promptly is as much a re- quirement of ordinary courtesy as it is to answer when one is spoken to. If circumstances make a delay necessary in returning a complete answer to a letter, an acknowledgment of its re- ceipt should be sent, briefly explaining the necessity for the delay. Some letters, in the nature of the case, do not require an answer, but letters containing remittances of money or other im- portant enclosures should always be answered promptly, and the receipt of packages sent by mail or express should always be acknowledged. The rule of courtesy requiring answers to letters does not apply to circular letters or to those of a purely advertising character, even though they may contain a request for an answer. But the receipt of circulars, catalogs, etc., when sent in response to a request, should always be acknowledged. 231. Confidential letters. It is a general rule that all letters not written for publication are "confidential," and their contents should not be revealed (unless by the express permission of the writer), to any one other than the person written to, or to those having confidential relations with him. To violate this rule is entirely dishonorable. A business employee is also in honor bound to regard as confidential all correspondence which may pass through his hands while per- forming his duties. It is also especially mean and dishonorable to read, unless by express permis- sion or request, the letters intended only for the eye of another. Violations of this rule are justifiable only in extreme cases, as, for instance, by those engaged in detecting crime. SPECIAL HINTS AND CAUTIONS 97 Letters of a personal or specially confidential character addressed to a business proprietor or manager, and intended to be read by him only, should, if sent to the firm address, be marked on the envelope, "Personal." 232. Abusive letters. Only a coward will make use of a letter to write insolent or abusive things that he would not dare to say were he face to face with the person written to. It is a good rule never to write a letter when one is angry. Nothing is more vulgar or degrading than to carry on a coarse quarrel by means of the mails. If an offensive letter is received, either ignore it entirely or answer it briefly in terms of dignity and courtesy. This is the way that a lady or gentleman "gets even" with the writer of an insulting letter. It m ly be necessary occa- sionally to write in terms of severity, but such letters should never show anger, and they should always be kept within the bounds prescribed by courtesy and good breeding. An anonymous letter is one that is purposely sent without a signature, or over a fictitious signature. A forged letter is one to which the name of a person other than the writer is signed without his consent. Anonymous letters are written only by the cowardly, the vicious, or the criminal. If they are received, it is usually best to ignore them altogether. 233. Definiteness and brevity. The ideal business letter is the one that carries its mes- sage in the fewest words and, at the same time, is so definite that its meaning cannot be mis- understood. There is no objection to a long letter, provided it is no longer than necessary. In trying to make a letter brief, it may be made so indefinite that it might as well have been left unwritten. Consider, for instance, the wording of the following letter: Gentlemen: I have just seen your ad. Send me one of the books at once . Yours truly, J. Smith. The firm written to may have a score of advertisements, and may publish hundreds of books. The "brief" letter would probably result in Mr. Smith's receiving a book that he did not want, or else of putting the firm to the trouble of writing a letter of inquiry, and Mr. Smith to the further trouble of writing again. By mentioning in his first letter the name and date of the periodical containing the advertisement, and the name of the book wanted, this trouble would be avoided. Hardly less annoying than the indefinite letter, is the rambling, badly constructed letter with its long involved sentences full of "buts" an:l "ands," and containing irrelevant matter and needless repetitions. The best business letters are made up of short, crisp sentences that go straight to the mark and leave nothing to be guessed at. It is a pleasure both to receive and to answer such letters. 234. Business and social matters. Books on letter-writing generally teach that matters of business and of friendship should not be referred to in the same letter, but this rule is not generally observed in business correspondence among business men who are friends or ac- quaintances. Indeed there seems to be no good reason for the rigid observance of such a rule. A country merchant, for instance, might, during a visit to the city, be entertained socially by the members of the firm with whom he does business. On returning to his home town, he might write to this firm on a business matter and, in the course of the letter, refer to the courtesies re- ceived or ask to be "remembered" to mutual friends, etc. Such things add a human element to business affairs and, so far from being objectionable in a letter, may, and often do, have a dis- tinct business value. If any matter of a personal or social nature be introduced into a business letter, however, it should be given a separate paragraph, preferably near the close of the letter. 235. Postscripts. A postscript is an additional paragraph added to a letter, either below the signature or on a separate sheet. Its purpose is to set forth something that was uninten- tionally omitted when the letter was written. The postscript is introduced by the letters. P. S. (abbreviation of the Latin expression, "postumscriptum," meaning "after the writing"). In signing a postscript, the writer uses his initials instead of his ordinary signature. Postscripts should be avoided, as much as possible, in every kind of correspondence. 08 BUSINESS ENGLISH Exercise 8. Prepare written answers to the following questions, as in Exercise 7 : 1. Would you consider it advisable to include in a circular letter a special request for an answer ? Why ? 2. What reasons should induce a stenographer or office clerk to treat as confidential the contents of letters received or written by his employer? 3. What means may be used to secure brevity in a business letter? 4. Why should long sentences be avoided? 5. Why is it not advisable to devote a considerable portion of a business letter to personal or social matters? 6. What means may be taken to avoid the need of a postscript? 7. What advantage is gained by putting into separate paragraphs the different matters discussed in a letter? 8. In what way are filing systems advantageous? 9. Why should important enclosures be folded with the letter ? 10. Why should the envelope be addressed at the time the letter is written? LESSON 9. Classes of Business Letters. 236. Acknowledgment. Letters of acknowledgment are usually very brief, consisting of a few lines announcing the receipt of money, etc. If the payment is in currency, the receipt, written in due form, should be enclosed with the letter. If the payment is by check, draft, or other commercial paper, a separate receipt is usually unnecessary. The following is an accept- able form for a letter of acknowledgment : Davenport, Iowa, June 25, 19 0. P. Davis & Co. , Springdale, 111. Gentlemen: This is to acknowledge your letter of June 22 contain- ing remittance of Chicago draft for $62.45 in settlement of your account to date. Thanking you for the favor, we are Very truly yours. Miller & Day. A letter acknowledging the receipt of a payment should not fail to mention the amount and purpose of the payment and the form of remittance, whether by draft, money-order, etc. 237. Enclosing payments. Letters enclosing payments should mention the amount, pur- pose, and form of payment. They may or may not refer to other matters of a business nature. The next letter illustrates the usual form. 749 East Ave., Dayton, 0., March 20, 19 . 0. P. Hamilton & Co., 175 Fourth St., Cincinnati. Gentlemen: Find enclosed express money-order for $247.15, in pay- ment of your invoice dated February 26, 1906, less discount of five per cent. Very truly, George H. Bell & Sons. CLASSES OP BUSINESS LETTEES 238. Ordering goods. It is the custom in most business offices, in ordering goods by mail, to itemize the articles wanted, on a special form called an order-sheet, instead of specify- ing the goods in the body of the letter. Many firms supply order-sheets to their customers. It is very important, in ordering goods by letter, to specify clearly the kinds of goods wanted, also to make no mistake as to quantities required. Such orders are in the nature of written contracts, and mistakes are at the risk of the party giving the order. If the goods ordered are listed in the catalog, it is best to give both the catalog number of the article and the name. In the first of the two following letters, it is supposed that the goods are listed separately on an enclosed order- sheet. In the second letter, the goods are listed in the body of the letter. Clear Lake^ Wis., May 14, 19 The Badger State Manufacturing Co., 526 Water St., Milwaukee, Wis. Gentlemen: Please ship goods as per enclosed order-sheet, as soon as possible, routing them over North-Western Railway. We shall expect the usual sixty days' credit, with discount of six per cent, if paid before maturity. Very truly yours, J. P. Ames & Co. Henderson, Ind. , Sept. 4, 19 0. A. Spencer & Co., 347 Lake St., Detroit, Mich. Gentlemen: Please ship us by U. S. Express the following goods at- prices as given in your catalog of 19 : 1 doz . prs. Shears, #735. I " "Keenkutter" Knives #598. 1-1/Z doz. Combination Knives #613. 3 sets Rogers' Knives and Forks #827. 5 doz. " Ta'ole Spoons #598. 5 sets " Teaspoons #841. Please get tlr-ese goods to us as soon as pos.sible. Very truly, J. W Rice. In letters ordering goods, the method of transportation, whether by freight or express, should be specified. If desirable, the letter may also indicate, in the case of a freight order, the railroad over which the buyer wishes the goods shipped, and, if by express, the name of the express company. Exercise 9. General Directions. In this and all subsequent exercises in letter-writing, use stand- ard business stationery. Properly fold and enclose your letters in a correctly addressed en- velope, but do not seal the envelope. If you are not provided with imitation stamps, indicate the position of the stamp, as in the model forms on page 77. In writing your letters, use your own phraseology; do not copy the forms of expression employed in the model letters. 1. A. M. Blair & Co., of Mendota, III., have sent you a postal money-order for $21.40. in settlement of their account to date. Write a proper letter of acknowledgment and enclose a receipt for the payment. 2. Write a letter to Geo. S. Clarke, 247 Western Ave., Chicago, enclosing a check for 100 BUSINESS ENGLISH $75, to be applied as a payment on your note in his favor, of June 6, 1915. Request a receipt for the payment and say that you will pay the remainder of the note at an early date. 3. Write to the Western Plow Co., 241 River St., Moline, 111., ordering one dozen Acme Cultivators, Style C, Catalog number 79. Direct shipment by I. C. Ry., and say that you will remit the amount of the bill as soon as the goods are received. 4. Write to R. C. Watson & Co., 1146 Broad St., Philadelphia, ordering a bill of dry- goods, as per an enclosed order-sheet. Order shipment by B. & O. Ry. and ask them to bill the goods at sixty days. 5. Write to the Central Publishing Co., 376 Lake St., Toledo, Ohio, enclosing a New York draft for $27.15 in payment of their bill (specifying date). Also, include in the body of your letter an order for forty Robinson's Spellers, to be sent by American Express and billed at thirty days. LESSON 10. Classes of Business Letters. 239. Responses to advertisements. Letters responding to advertisements should always mention the name of the periodical containing the advertisement. Care should be taken that the letter sets forth clearly the writer's wishes in connection with the matters referred to. Let- ters of this character take wide range as to form, length, etc., depending on the nature of the advertisement that is being answered. The following letter illustrates the usual form for this class of letters : 35 Pine St., Kalamazoo, Mich., July Z, 19 Mr. C. B. Wilson, Room E47, Tribune Bldg., Chicago. Dear Sir: I am writing this in response to your advertisement of this date in the Chicago Record-Herald, relating to fruit lands in Southwestern Iowa for sale by you. I am in a posi- tion to consider an investment of this kind and should like to hear from you further regarding the location, character, and price of the lands referred to. Awaiting your response, I am Yours very truly, Charles S. McDonald. 240. Applications for positions. This is a very important class of letters, especially for young people who are studying stenography, bookkeeping, etc., with the view of applying for office positions. The qualifications of an applicant for a position are likely to be judged by the character of his letter of application. It is for this reason that employers often require applica- tions for such positions to be made by letter. If, as is usually the case, the application is in re- sponse to an advertisement, the writer should refer to the periodical, date of advertisement, etc. He should be particular to set forth in his letter all information that may be called for in the advertisement. He may also mention any other facts that may be relevant to his qualifications for the desired position. The letter may be either typewritten or in the writer's own hand- writing. In writing a letter of application, great care should be taken to have the letter neat and business-like, also, to have no errors in spelling, capitalizing, punctuating, etc. The following is an acceptable form for such a letter : CLASSES OF BUSINESS LETTERS W £41 Elm Ave,, Madison, Wis., Oct. 24, 1905. Reynolds Printing and Binding Co., 51 Ninth St., St. Paul, Minn. Gentlemen: I am writing you in response to your advertisement for an assistant bookkeeper, as published in the Pioneer Press of Oct. ZZ. I am a graduate of the Madison School of Commerce, class of '03, and have had nearly two years' experience with the firm of Clark & Wilson, wholesale grocers of this city, my present employers. For the past six months, I have had full charge of the books in their tea and coffee department and I have also had some experience in collect- ing. The manager of this firm, Mr. A. C. Clark, permits me to refer you to him as to my qualifications for the position applied for. I may say that my position here is a fairly remuner- tive one and my relations with my employers are most pleas- ant, but I should like to secure a position in a larger city, where I shall have a better opportunity for advance- ment as an accountant. Hoping to receive an encouraging response from you, I remain Yours sincerely, Orville T. Brooks. Exercise 10. 1. Answer the following advertisement, requesting full particulars; say that you are in a position to make the required mvestment if everything is satisfactory : FOR SALE. Stock in a reliable manufacturing concern paying annual dividend of 12 per cent. Ofifers of less than $500 not considered. Address, Holmes Manufacturing Co., Tribune, Chicago. 2. Write a letter of application for the position referred to in the following advertisement : WANTED. An assistant bookkeeper, either lady or gentleman. Must be a good penman, with working knowledge of bookkeeping and office methods. References required. C. P. Lane & Sons, 1047 6th Ave., New York. 3. Answer the following advertisement. Ask about nature of business and chance for promotion : STENOGRAPHER WANTED. Bright young man or woman who can take ordinary dictation. Must have had good English training and know something about business. Give qualifications fully, with references as to character, ability, etc. Address, Wilson & Harper, 74 Monroe St., Detroit, Mich. LESSON 11. Classes of Business Letters. 241. Requesting information. Letters of this class, if they are addressed to a stranger and relate to matters in which he has no interest, should be accompanied with a stamp or stamped envelope for answer. The model letter given in Lesson 6 will serve as a suitable example. Make no mention of the enclosed stamp. 242. Soliciting trade. Of all letters that business men are called upon to write, those soliciting trade are probably the most important. They belong to the class of letters that are expected to yield results in dollars and cents. They should be direct and business-like and so composed as to please as well as to convince. A good example of such a letter is the one addressed to the Anderson Grocery Co., on page 90. P& BUSINESS ENGLISH 243. Dunning-letters. These are letters requesting the payment of money or the adjust- ment of accounts. They require the exercise of great care and good judgment. To write a dunning-letter in such form that it will accomplish its purpose without giving 'ofifense, some- times requires a most diplomatic and facile pen. Circumstances may require that a dunning- letter be peremptory, or even severe, in its terms, but it never sliould be discourteous or of- fensive, no matter what the provocation may be. The character of a dunning-letter, whether persuasive, conciliatory, formal, or peremptory, will depend wholly upon the nature of the case. The following examples illustrate some of the forms such letters may take in the case specified : 1. Notice of Approaching Maturity of Note. i^ear Sir: Your note in our favor for $175.25, dated October 16,. 19 , matures on the 15th of the present month. You will confer a favor by arranging to take care of this matter promptly. Yours very truly. Day, Morton & Co. 2. Calling Attention to Overdue Account. Gentlemen: We enclose statement of your account, now some weeks past due . We suppose the matter has been overlooked and hope that you will kindly give it prompt attention. Very truly, Eugene Snow & Sons. 3. Persuasive and Conciliatory Request for Payment on Account. Doar oir: I am writing this to request earnestly the payment of some portion, at least, of your account. As you doubtless know, the amount is long past due, and I have several times requested payment. You will surely agree that I have been quite patient in this affair, but .'i am just now very much in need of money, and I hope you will favor me with a payment at once. Trusting that you will not disappoint me in this matter, I am Sincerely yours, James S. Marvin. 4. More Peremptory. Dear Sir: We have several times requested the payment of the amount you cv?e this firm, now some six months overdue, but, xhus far, you seem to have ignored our request. Much to our regret, we are now constrained to take effective measures for the collection of the amount due us. Unless you arrange at once for the satisfactory adjustment of your account, either by cash payment or by properly se- cured note, we must take the necessary steps for its collec- tion through the courts. Hoping for a prompt response, we are Very truly, Hammond & Sons. CLASSES OF BUSINESS LETTERS 103 Exercise 11. Write to Chas. S. Moore, County Supt. of Schools, Hawley, Rock Co., Colo., asking in- formation as to teaching in his county. Enquire as to number of teachers, length of term, and salaries paid. Ask, also, as to the climate and resources of the county and the railway connec- tions with Denver. 2. Answer the preceding letter, giving the required information.. 3. Assuming that you have decided to open a book- and stationery-store in your town, write a circular letter, such as you might appropriately mail to the leading citizens of the com- munity, for the purpose of announcing your business and soliciting trade. 4. Mr. Very Slowpay has for some months been owing you a considerable amount and pays no attention to statements rendered. Write him such a letter as should, without offend- ing him, induce him to pay the debt. 5. You have decided to resort to the courts for the collection of a debt owed to you for a year or more by D. B. Dodge, of Hoaxville, N. Y. Write him a peremptory letter demanding a settlement. LESSON 12. Classes of Business Letters. 244. Requesting credit or other favors. These letters also call for the exercise of much tact and judgment on the part of tlie writer. They should contain no suggestion of fawning or severity, neither should they have a whining or a complaining tone. Like all other business letters, they should be direct and manly, and have the ring of truthfulness and sincerity. Since it is not supposed that anyone would write a letter which prefers an unreasonable request, a letter asking for a business favor may be written in the tone of confidence which assumes that the favor will be granted. Following is an example of such a letter: Gentlemen: I am carrying on a small but prosperous retail grocerj^ business in this town and have decided to move into a largei* bx'.i Iding and work for an increased trade. If this is done, Z must carry a larger stock than heretofore, and I am writing this to lea.rn whether your house is willing to ex- tend me a credit of, say, from $500 to $600 on goods bought at ninety days. I am quite aware that my commercial rating, really, does not justify such a credit, but it has occurred to me that, considering the circumstances, you might be disposed to allow it. If desired, I shall be glad to file with you a certi- fied financial statement, and I can also give you the best of local references as to my business standing and prospects . Awaiting a favorable response, I am Very truly yours, John H. Allricht. 245. Letters of introduction. The purpose of a letter of introduction is to introduce the person receiving it to one who has never met him personally. It is not mailed, but is deliv- ered by the person presenting the letter. The words, "Introducing Mr. ," should be writ- ten near the lower left-hand corner of the envelope. (See Fig. 5, page 79.) A letter of intro- duction should never be sealed. On presenting it, the person introduced should give his name and residence, and mention the writer of the letter. The person receiving the letter should read it before engaging the bearer in conversation. Letters of introduction may be either formal or familiar, but they should always be brief, and contain nothing not essential to their purpose. As a rule, they should be pen-written. 104 BUSINESS ENGLISH The following are appropriate forms : (Formal.) Dear Sir: This will introduce to you Mr. Amos S. Jennings of this city, one of our leading dry- goods dealers, and an entirely reliable business man. You will find Mr. Jennings a very agreeable gentleman, and altogether worthy of any courtesies you may be able to show him. Very truly, Arkwright & Co. (More familiar.) My Dear Weston : The gentleman who presents this letter, Mr. Henry Shields, has for many years been a valued friend of mine. I think you have heard me speak of him. Mr. Shields is one of the best-known electricians in our city, and goes to Washington to look after certain patents in which he is interested. This is his first visit to the capital, and he will gratefully appreciate the courtesies that I am sure you will be glad ot show him. Your friend, I CM L. Mason. Mr. David Weston, Washington, D. C. 246. Letters of recommendation. Letters of this class are either General or Special. The former are addressed to the public in general, and the latter to individuals. They are usually written by employers for the purpose of endorsing and commending those who have been in their employ. A special letter of recommendation may also serve the purpose of a letter of introduction. Letters of recommendation, to be effective, should be concise and should set forth the special as well as the general capabilities of the person recommended. If the latter is leaving the employ of the person who gives the letter of recommendation, the reasons for his leaving should be given in such a way as to show that there has been no dissatisfaction with his work. This adds greatly to the value of the letter. No one having a proper regard for his word will write either a general or a special letter of recommendation for the benefit of a person who is not fairly entitled to it. Weak and easy- going employers sometimes violate this rule, and give letters of recommendation to those whom they have actually discharged for incompetency. Such a practice is not only reprehen- sible but clearly dishonorable. Others will evade the matter by giving to unworthy persons let- ters of recommendation so vaguely worded as to mean but little as an endorsement. Much better is it firmly to refuse such letters to all but those who are entirely deserving, and, when giving them to those who are worthy, to write the letter in such unmistakable terms that it will really be of value to the one receiving it. Study the following forms: General Letter of Becommendation. To the Public; We take much pleasure in giving the bearer. Miss Jennie L. Stanton, this unqualified endorsement of her merits as a capable and accurate amanuensis stenographer. Miss Stanton is courteous and obliging, as well as painstaking and con- scientious, in all her work. She has been in our employ for three years and leaves on account of the removal of her fauDily to another city. A. C . Bowen & Co. , per A. C. B. FORMAL AND SOCIAL LETTERS 105 Special Letter of Recommendation. Gentlemen: We are informed that the bearer, Mr. Harry E. Turner, is applying for the position of manager of your silk de- partment . It is a pleasure for us to say that we know Mr. Turner to be alert and diligent, as well as faithful to his duties and loyal to his employers. He is a fine judge of goods and has done most of the buying in our dry goods department for the past two years. We regret to lose him, but the position he seeks in your house is probably much better than anything we have to offer, and we hope that you viill decide to employ him. Very truly yours. Sears & Manderson. Exercise 12. 1. Suppose that you owe for a bill of goods bought of Venable, Moore & Co., 176 Madi- son St., Chicago, that the bill matures soon, and that it is inconvenient to meet the obligation on maturity. Write requesting an extension of thirty days. Assume the necessary dates, amount of bill, etc. 2. You are about to open a book and stationery store in your town. Write to A. C. May & Co., 247 Euclid Ave., Cleveland, Ohio, asking the privilege of opening a ninety-day ac- count to the amout of $1,000. Give particulars as to class of goods wanted, and refer to local bankers and business houses, etc. 3. Write a formal letter introducing to your teacher, a friend who expects to enter school. 4. Write to a friend who is attending some school, introducing another friend who ex- pects to enter school. 5. Write a general letter recommending the courses and instruction at the school you are attending. 6. You have a friend who seeks employment as a bookkeeper in a business house with which you have had dealings. Write a suitable letter of recommendation. LESSON 13. Formal and Social Letters. 247. A full consideration of social and personal letters does not come within the purpose of this course, but some suggestions regarding the more important requirements of this class of correspondence are offered in this lesson. 248. Invitations and acceptances. These are of two classes. Formal and Informal. Special stationery is used, the style and quality varying with the constantly changing rules of etiquette and fashion. Formal invitations may be either printed or pen-written, and are usually (but not always) phrased in the third person. The following examples illustrate the usual forms: INVITATION TO DINE. Mr. and Mrs. Henry Stuart request the pleasure of Mr. Frank L. Snow's company at a dinner-party to be given Wednesday, May Cth, at six o'clock. 126 Maple St. ACCEPTANCE OF THE ABOVE. Mr. Frank L. Snow takes much pleasure in accepting Mr. and Mrs. Henry Stuart's kind invitation for May 6th. NON-ACCEPTANCE, OR "rEGRET." Mr. Frank L. Snow regrets that important business engagements prevent the acceptance of Mr. and Mrs. Henry Stuart's kind invitation for May 6th. 106 BUSINESS ENGLISH GENERAL INVITATION. The ladies of St. Mary's Guild request the pleasure of your attendance at a reception to be given at the social parlors of the Seventh Avenue Church, Tuesday, Oct. 12, at eight o'clock. Music and light refreshments. Mabel Lane, ^ Esther Miller, ■- Committee. Rose C. Stevens, ) INFORMAL invitation. 241 Center Ave., June 6, '13. Dear Tom : We are to have a few friends at an informal dinner Thursday, June 7, at five o'clock, and especially wish you to be with us. Please don't disappoint us. Your friends, Mr. Thomas N. Carter, Mr. and Mrs. Charles Morton. 125 Elm St. acceptance. 125 Elm St., June 6, '13. Dear Mr. and Mrs. Morton : It will afford me great pleasure to be numbered among your guests at the dinner-party on June 7. Sincerely, Mr. and Mrs. Charles Morton, Thomas N. Carter. 241 Center Ave. All special invitations should be answered promtply. Invitations of a general nature, as those inviting attendance at receptions, etc., given by clubs or societies, do not require an an- swer, unless there is a special request to that effect. 249. Congratulation. Letters of congratulation may appropriately be sent to one's friends or business acquaintances, on the occasion of any fortuitous event, as a wedding, an election, or appointment to a position of honor or profit, or upon the accomplishment of any notable or praiseworthy achievement on the part of the person who is congratulated. Letters of congratulation should be sincere and natural, rather than formal and perfunctory, and if jus- tified by the relations of the persons, may be familiar and colloquial. Study the following : My Dear Sir : I have just learned, through the Boston papers, of your appointment to the Glasgow con- sulate. Your many friends here in your old home will join me in the pleasure of sending heartiest congratulations. We all know how wisely the President has chosen. That you may find the duties of your new field of work pleasant and congenial as well as remunerative, is my earnest wish. Sincerely yours, Chas. S. Ramsey. (More familiar.) Dear Helen: The arrival of this month's Home Journal containing your delightful poem, occasioned a joyous commotion in our little household. How eagerly was it read, and how ardently do we all join in sending you congratulations! Even "Tiny Tim" seemed to realize the importance of the occasion, and crowed exultantly. Apart from our natural interest in its clever author, and our pride in being numbered among her friends, we all agree that the poem is a real gem and will materially add to your already well-won reputation. Your sincere friend, Amy French. TELEGRAPHING 107 250. Letters of condolence. These letters are written on the occurrence of any misfor- tune to our friends, as the death of near relatives, business reverses, etc. Like letters of con- gratulation, they should be heartfelt rather than formal, and free from commonplace cant, as well as from the terms of extravagant or overwrought emotion. It is scarcely worth while to give examples of such letters. One should write naturally, and as he really feels, and in a way to express a sincere sympathy that will be welcome to the afflicted one. 251. Friendship or affection. The unfailing charm of a letter of friendship or affection is naturalness. It does not require a person of literary skill to write delightful letters. All that is needed is the art of putting into a letter what one would say were he in the presence of his friend. Beyond this, very little helpful instruction can be given as to the construction of this class of letters. A few suggestions, however, may prove helpful. 1. Do not presume on friendship or on family or other relationship, to write careless or untidy letters. The higher the regard in which one holds his correspondent, the more care he should take to write a faultless letter. It is but a shabby indication of regard to scrawl on cheap or soiled paper, a penciled letter to the dearest friend one has in the world, because it is "only" father or mother or brother Will ! 2. One should take the same pains to give a proper heading to a letter of friendship that he takes in the case of a business letter. He should sign it with his full signature unless he uses a special request envelope ; other wise, in case of miscarriage or non-delivery, the postal authorities will be unable to return it to the writer. Thousands of dollars accumulate annually at the dead-letter office at Washington, the money being taken from unsigned letters that are improperly or incompletely addressed. In the case of social or other letters beginning with a familiar salutation, the name and address of the person written to should be written at the left-hand side of the page, below the closing. This is to enable the postal authorities to send the letter to its destination, if, through any accident, the envelope should be destroyed or the superscription obliterated during trans- mission. (See No. 7, page 75.) Exercise 13. 1. Your class is to give a banquet as a feature of the graduating exercises. Write a suit- able invitation to be sent to the guests. Specify the place, date, and hour of the banquet. 2. Write an informal invitation to attend an evening party. Write an acceptance of your invitation, also a "regret." 3. Prepare a letter of congratulation to a busiriess acquaintance who has been appointed Private Secretary to the Governor of your state. 4. You have learned of the death of a former schoolmate. Write a suitable letter of con- dolence to the parents. LESSON 14. Telegraphing. 252. The writing of telegrams requires the greatest brevity of expression that is consist- ent with clearness. Telegrams of ten words or less are charged for at certain rates, which vary with the num- ber of times the message must be "repeated," or re-telegraphed, during the course of transmis- sion. For a message of more than ten words, there is an additional charge for each extra word. It becomes important, therefore, for those who do business by telegraph, to learn to write their messages in the fewest words possible. In telegraphing, it is customary to omit all words not absolutely necessary to the understanding of the message. Notice how this is accomplished in the following examples: 108 BUSINESS ENGLISH MESSAGE. The Acme brand of starch is out of stock. Shall we ship our Nonpareil, which is about the same grade? Please telegraph us. (24 words.) I have succeeded in effecting a satisfac- tory settlement with the Consolidated Coal & Iron Co. and shall start for Chicago to-night. Will see you at Palmer House Saturday. (28 words.) Please ship by express as soon as possible, forty copies Brown's Arithmetic. Will remit cash on receipt of goods. (19 words.) CONDENSED. Out of Acme starch. Can ship Nonpareil same grade. Wire. (10 words.) Satisfactory settlement with Consolidated. Leave to-night. At Palmer House Saturday. (10 words.) Express forty Brown's Arithmetic, mittance upon receipt of goods. (9 words.) Re- EX.\MI>LES SHOWING CONDENSATION OF PHRASES, CLAUSES, ETC. 1. If the sale is to be made to-day, t'.le- graph me at once. 2. Please ship at once by express. 3. The attorneys for the parties who be- gan the suit. 4. It is generally believed that the fire is the work of an incendiary. 5. The stockholders of the Warriner Manufacturing Co. will not sell for less than forty thousand dollars. 6. Telegraph me at once. 1. If sale to-day, wire. 2. 3^ 4. 5. sand. Express. Plaintiff's attorneys. Incendiarism generally suspected. Warriner stockholders want forty thou- 6. Wire. Rules Relating to Telegraph Messages. 253. 1. Figures are never telegraphed, but, if written in a message, are estimated ac- cording to the number of words required to write them out. Thus, "$1974" would be tele- graphed "nineteen seventy-four dollars" — four words. 2. Hyphenated words, as half-morocco, twenty-five, eighty-pound, letter-heads, etc., are counted as two words. In names, each given name or initial counts as a separate word. Thus, the name, J. M. Jones, would be charged for as three words, should it occur in the body of a message. The initials, C. O. D. (collect on delivery), f. o. b. (free on board), A. M., P. M., and a few other abbreviations, go as one word. 3. Telegrams may be prepaid or sent "collect," tliat is, to be paid for by the person to whom the message is sent. As a rule, telegrams should be sent prepaid, but they may be sent "collect" when they relate to business in which the person to whom they are sent is interested. 4. No charge is made for the date, or for the address from which tlie message is sent; neither is there a charge for the name and address of the person telegraphed to, nor for the signature of the writer. Code-words. Firms doing much business by telegraph or ocean cable often use a system of code words, as a means of shortening messages, one word standing for a descriptive phrase or title of several words. Some business codes are very elaborate, and by means of these a ten-word message may be made to convey information tliat, without the employment of a code, would require hundreds of words. Night letters. Tlie leading telegraph companies of America now permit the sending of a so-called "niglit letter"' not exceeding fifty words, at the same charge as for a ten-word day mes- sage. Night letters will be sent only between the hours of six o'clock P. M. and midnight. The service extends to all points in the United States, and most of Canada, but not to Alaska or the island possessions of the United States. The use of code words is not permissible in night letters. Day letters, not exceeding fifty words, may also be sent at a special rate, with reduced charges for additional words. USE OF TELEPHONES 109 Exercise 14. Condense the following telegrams so as to bring them within the ten-word limit : 1. A fire broke out this morning and partially destroyed our warehouse at No. 6 Water Street. Loss about $10,000. 2. Your proposition is satisfactory, but 1 can not commence work until Jan. 1. Wire me if this is satisfactory. 3. Your brother Walter is seriously ill. The doctor says there are symptoms of pneu- monia. If he does not improve, I will wire. 4. Mr. Johnson is willing to go to work for our firm for ninety dollars per month for one year. Shall I engage him? 5. You sent us No. 8 shuttles instead of No. 10. We must have the No. 10. Ship them at once. 6. The failure of the Clark Publishing Company seriously afifects our house. Cancel all your orders and return at once. 7. Butler County gives Mason a majority of two thousand votes. He is elected beyond a doubt. 8. I can get five thousand tons Hocking Valley at three dollars and ninety cents per ton. Shall I close the deal ? Let me know before to-morrow. 9. I am advised that Coulter is buying all the lard in sight and that the price is likely to rise. Shall I buy a carload? 10. You may sell the apples at two dollars per barrel, but hold the potatoes until the twentieth, for a better price. Condense the following messages to the lowest word-limit consistent with clearness. Omit all obviously unnecessary matter : 1. I arrived here early this morning, and at once looked up Mr. Henderson. Found him about ten o'clock at the Harlan House and had a two hours' talk with him. He is unwilling to close the deal with us unless we pay him a bonus of $10,000 and allow him twenty per cent of the stock. I do not think we can get any better terms from him. If you want me to close with him in accordance with his demands, wire at once. 2. A disastrous fire occurred in our city yesterday, and our firm is numbered among the unfortunate. Both of our large store-rooms were entirely destroyed, and but a small part of our stock was saved. Our loss is probably from twenty-five to thirty-five thousand dollars, upon which we have insurance to the amount of twenty thousand. It will be several weeks be- fore we are able to resume business again. Under the circumstances, you would better discon- tinue road work, and come in at once. LESSON 15. Use of Telephones. 254. Notwithstanding that the telephone is in such general use, there are many who are unfamiliar with the business rules relating to it. In most communities, there are two kinds of telephones; viz; "Long-distance" and "local." 255. Long-distance telephones now connect practically all the cities and important towns of the eastern and central portion of the United States and Canada. The rates for using this service are practically uniform and are as follows: One-fifth of a cent per minute for each mile of distance, the minimum charge being for not less than three minutes. Thus, if the distance were one liundred miles, the cliarge for a three-minute connection would be one hundred times three-fifths of a cent, or sixty cents. If the connection is longer than three minutes, an extra pro rata charge is added of one- fifth of a cent per mile for each minute or fractional part of a minute of the excess time. Thus, if one used a long-distance telephone for 6^ minutes wliere the distance is 500 miles, his charge would be for seven minutes, and would equal seven-fiftlis of $5.00, or $7.00. For short distances, there is usually a fixed minimum charge, somewhat in excess of the toll as calculated by the distance-rate for a brief service. 110 BUSINESS ENGLISH Long-distance connections can usually be had through the local telephones. If a local sub- scriber wishes to use the long-distance telephone, he calls "central" and asks for "toll." He is put in connection with the toll-operator, and gives the name of the town and the person with whom he wishes to talk. He then hangs up the receiver and waits till the operator notifies him that the person at the other end of the line is ready to receive his message. No cliarge is made for the time required to effect the connection, neither is there any charge if the person called cannot be reached, or, for any other reason, is unable to respond. 256. Local telephones connect the homes or offices of residents of the same com- munity. In many places, there are two or more independent systems, each having its own subscribers. Local telephone service is usually charged for by the month, and the subscribers are not limited as to time in sending messages. In most of the larger cities, a charge (usually five or ten cents )is made for each message sent by non-subscribers. A slot-telephone is often used, in which the person making the call deposits the required coin when the operator makes the desired connection. In using a telephone of this class, one should not deposit the coin until notified to do so by tlie operator. In many places, if the telephone is used beyond the time- limit (usually five minutes), another fee is charged. 257. Rules for the use of the telephone. Those using telephones will find it to their advantage to observe the following rules : 1. Before making a local telephone call ascertain the telephone-number of the person or firm to be called, consulting the Telephone Directory if necessary. 2. Before making the call, think just what you tvant to say. 3. Speak deliberately and in a low tone and with clear enunciation. 4. Begin your message by giving you name, and if you are addressing a stranger, your place of residence and business. Come at once to the point, and make your message as brief as possible. 5. Never interrupt one who is speaking to you through a telephone. 6. Do not engage in disputes, or use discourteous or objectionable language while using a telephone. Persons who carry on a quarrel by telephone are liable to the imputation that they dare not quarrel face to face. 7. Always avoid impatient or offensive language in addressing the telephone-operator. If the service is unsatisfactory, report the matter courteously to the management. 8. Try to respond to all telephone calls promptly, and in case of unavoidable delay, make a suitable apology. 9. Do not make use of a telephone to visit with office employees, students of a school, or other busy persons. A telephone is for business, not social intercourse. 10. If you answer a telephone-call for a person who is absent, ask for the name or the telephone number of the person calling, in order that it may be reported to the person called for when he returns. 11. After using a telephone, always hang up the receiver, the bell or buzzer. The foregoing rules may seem obvious, but they are often disregarded, greatly to the inconvenience of telephone patrons and employees. Exercise 15. Calculate the cost for the use of a long-distance telephone in each of the following cases : 1. 650 miles for 4>4 minutes. 2. 275 " 3 " 3. 150 " 2 4. 1500 " 5 5. 950 " 53^ 2 LESSON 16. Letters for the Newspapers. 258. Letters or articles contributed for publication in a newspaper or magazine should usually be accompanied with a brief personal letter of explanation to the editor or publisher. Circumstances will determine whether a writer should sign his name to a communicated LETTERS FOR THE NEWSPAPERS 111 article for publication, but the name and address of the writer are necessary to secure an editor's attention to the article. Editors usually ignore all anonymous communications. It is an imperative rule in most newspaper offices, that all matters for publication shall be written on one side of the paper only. If the article is pen-written, the writer should take especial pains to have his writing legible, and his punctuation, spelling, etc., accurate. It is better, whenever possible, to have the matter typewritten, with double spacing between the lines for possible corrections. 259. Need for brevity. Brevity and clearness of statement are — from the editor's standpoint at least — the sovereign virtues of a newspaper article. "Boil it down," is the stand- ard and paramount rule in all publication offices. Newspaper space has a cash value and is not to be wasted. Newspaper articles or letters for publication should usually be written in a more formal style than business or other letters. Colloquialisms are not usually permis- sible, unless the article is of a humorous nature. But there should be the same avoidance of "big words" and involved or lengthy sentences, tliat is advised in the case of business letters. Let the student compared the following letters, paragraph by paragraph, and notice how the ponderous sentences of the wordy but dull contributor, contrast with the crisp and business- like statement of the man of ideas rather than words. The one may have scholarship, but the other will get the attention of the public : WORDY AND DIFFUSE. To the Editor of the Daily Lookout: My Dear Sir: If I am not intruding too lengthily upon your valuable space, I hope you will allow me to express my disapproval of the inadvisable and wholly unconsidered and un- necessary action of the City Council in re- ducing the number of electric lights by which our city is illuminated. Considerations of economy surely do not re- quire, in the present satisfactory condition of the finances of the municipality, that our citi- zens should be deprived of so very essential and desirable a thing as adequate illumination. With the material diminishment in the num- ber of the lights, there come to the criminally disposed many opportunities for burglary and other forms of robbery that do not exist when the city is sufficiently lighted. In addition to the foregoing considerations, it is furthermore true that our sidewalks are lamentably out of repair, and pedestrians will find it most exasperating to attempt to traverse them when the streets are enshrouded in Ethiopian darkness. In urging upon the Council that it may de- cide upon the advisability of reconsidering their inconsiderate action, and giving to our city an increase rather than a decrease in the number of electric lights, I believe that I am only voicing the deliberate judgment of the majority of our tax-payers. Thanking you for the opportunity to direct public attention to this matter through the medium of your valuable journal, I remain Yours most respectfully, Solomon Wiseman. MORE TO THE POINT. Editor of the Lookout: Sir : The recent action of the City Council in reducing the number of street-lights, seems quite needless. The city is not in need of such cheese-paring economy, and most of us would rather have the lights, even though they do make our taxes a trifle higher. Putting out the lamps will of course give the burglars and other thieves a better chance to ply their calling, but it will hardly help the honest citizen who must walk after nightfall over our broken sidewalks which are surely hard enough to travel over in the daytime. I believe I voice the views of a large ma- jority of our tax-payers when I ask that the Council reconsider its action of last week and give us more, rather than fewer, lights. I am, Sir, John T. Bright. 112 BUSINESS ENGLISH Exercise 16. Select any two of the three requirements following: 1. Write for newspaper publication, a description of some occurrence of public interest, as a fire, a public entertainment, a school debate, etc. 2. Write a short letter for your local paper, calling attention to some needed public im- provement. 3. Write a letter for publication, criticising the administration of some public service as the street-cars, the waterworks, the lighting system, the police department, etc. LESSON 17. Advertising. 260. No application of business English is more important than that which relates to ad- vertising. No other kind of language skill commands a higher price in the employment market than the ability to write clear and attractive advertisements. There are men whose cleverness in this field enables them to earn from $15,000 to $20,000 a year. 261. While much of the attractiveness of an advertisement depends on the arrangement of the matter, and the type, illustrations, etc., it is quite evident that the choice of words and the style of composition are also very important. In the work of the best advertising experts, brevity and clearness are combined with a frank conversational style, that tends to appeal at once, and with force, to the understanding of every reader. Let the student study the construction and phraseology of the following examples : 1. Extracts from a successful soap advertisement: Just an aid to Nature, that is all. It opens the pores and sets the delicate glands to doing their proper work. Under its magic touch, the harshest, muddiest complexion quickly becomes smooth, fresh, and delicate. A toilet luxury and necessity. Its use is a fine habit. The article in question may or may not be better than others of its class, but such praise as the foregoing zvill lead people to buy it. 2. From an advertisement of a patent coffee-pot: It is so simple that a child can make just as good coffee as a hotel chef. Fits any coffee-pot or any tea-pot, as shown in the cut. Makes excellent coffee almost as quickly as a pocket-camera snaps a picture ; uniform in quality and in strength. No boiling, no obnoxious bag; no waste, no eggs; no coffee dregs; no bitter taste; and always piping hot. You can make one cup just as easily as five or ten. Could anything be more appealing to a coffee-drinker than that? 3. Following is a characteristic advertisement by a famous mak^r of lamp-chimneys, who is credited with accumulating millions, mainly through the success of his advertisements : Lamp-Fits. Hozv do you know zvliat chimney tits your lamp? Your grocer tells you. Hozv does he knozv? He doesn't knozv. Do you then? That's about hozv lamps are fitted zvith chimneys by people zvho don't «.?A1CI'^ 118 BUSINESS lONGLISH 272. Bank drafts. By far the greater part of the monetary exchanges of the world are effected by means of bank drafts. The bank draft system is operated as follows : Banks in the smaller towns keep funds on deposit with banks in the larger cities, against which they issue drafts in favor of persons who wish to buy "exchange" on these cities. Banks generally charge a low rate of exchange (usually about 25 cents per $100) for these drafts, but some banks, unless the amount is large, issue them to their regular customers without ex- change charge. Drafts on New York, Chicago, and other large cities are usually received as cash by banks throughout the country, but the person presenting them, if unknown to the bank officials, must be identified. 273. Cashier's Checks. These are checks drawn by the cashiers of large city banks. They are made payable by the bank issuing them, and serve the same general purpose as bank drafts. Q, (Signature I (Signature I QfC6iMi4^iS)C^ oBzotfi^z^t^y. Fig. 3. Form of Identification. 274. Bills of exchange. This is a general term used to designate bank drafts payable in foreign countries. When purchased by travelers or emigrants, they are often made out in duplicate, so that in the event of one of them being lost, the other can be presented and paid. When made out in this form they are known as "sets of exchange," and are so phrased that but one bill of the set can be collected. 275. Letters of credit. Travelers find it conwenient to secure funds for their current expenses in the different countries they visit, by means of letters of credit. These are issued by banks, and addressed to their correspondents or banks in other countries with which the bank does business. The letter of credit authorizes its holder to receive from any bank named in the list attached to the letter, any money he may require — to an amount not exceeding the sum for which the letter is issued, or such portion of it as may remain undrawn. To obtain a letter of credit, it is necessary to deposit with the bank issuing it a sufficient sum to cover the amount for which the letter is issued, plus the banker's charges for exchange. At the time of receiving the letter, the purchaser records his signature on its face as a means of identification, when he presents it for payment. HINTS TO STENOGRAPHERS 118 When payments are made they are indorsed on the back of the letter by the banker by whom they are made. Letters of credit in Europe are usually made payable in English, French, or German monetary denominations, but the payments are made in the money of the country where they are presented. The banks also issue domestic letters of credit which are used to some extent by persons who travel for business or pleasure in the United States. The forms on pages 116, 117, and 118 illustrate the letter of credit issued by a well-known New York bank. Fig. 1 shows the face of the letter, Fig. 2 the indorsements made by the several European banks at which money is drawn, and Fig. 3 the form of identification, showing the signature of the person who purchased the letter. Exercise 18. Prepare written answers to the following questions : 1. Which would you prefer, a draft or a personal check, in payment of a debt owed you by a person living at a distance from your town ? Why ? 2. Why is it safer not to indorse a draft until the time of its presentation? 3. Can a postal or express money order be obtained that is payable to the order of the person buying it? If you are not certain as to the correct answer to this question, where can you get the needed information ? 4. What are the advantages of a letter of credit over an ordinary draft, to one who is traveling ? 5. Who would ordinarily pay the cost of transmitting money, the person who receives it, or the person who sends it ? 6. If you were sending a payment of $50 by mail, would you send it by registered letter or by money order ? Why ? 7. By what means may a postal money order be made payable to a person other than the one in whose favor it is issued ? LESSON 19. Suggestions to Stenographers and Typists. 276. The invention of the typewriting machine has revolutionized the methods of busi- ness correspondence that were in vogue a generation ago. Stenography and its companion art, typewriting, are now so universally used, and have so many applications in modern business, that a knowledge of them has become an indispensable part of an office training. While it does not come within the purpose of this book to present any full consideration of these arts, they are so intimately connected with the matter of practical English, that it seems appropriate to offer here some suggestions as to their more important requirements, as applied to business letter-writing. 277. The stenographer's equipment. This consists of note-book, pencils, stationery, and typewriting machine and its appliances, which, in the case of salaried stenographers, are usually supplied by the employer. Notebooks. These are books of a convenient size and ruling, manufactured especially for the use of stenographers. The stenographer should number his notebook consecutively on the cover, and record also the dates between which the book is used. It is well also to write the name and address of the stenographer on the cover, so that in case of loss the finder may be able to restore it to the owner. The following is a practical form : 120 BUSINESS ENGLISH NOTE BOOK NO. Stenographer . Address From To The dates should be entered at the beginning of each day's dictation, the letters in each book should be numbered consecutively, and the initials of the dictator should be entered at the beginning of the notes for each letter. Pen or pencil. Most stenographers use pencils in recording their notes, but many use a fountain pen. If pencils are used, they should be of medium hardness (No. 2), and of a good quality. The stenographer should have always at hand several pencils, and these should be freshly sharpened at the beginning of each dictation period. For sharpening, use either a good pencil sharpener, or a penknife with a sharp blade. If a fountain pen is used, see that it is freshly filled and in good order at tlie beginning of each day's work. Stationery. This is supplied by the employer, and usually consists of standard-size printed letter-head with blank sheets for e.xtra pages, and standard "No. 63/2" business or "No. 5. . Gov- ernment envelopes. Stationery should be kept in an accessible place, where it will be protected from dust and other means of soiling. 278. Taking dictation. Calmness and a complete command of the faculties are essential mental qualities of a good stenographer. Nervousness or a mind inclining to "wander," is fatal to good work. The stenographer should grasp the meaning as well as hear the words of the dic- tator, and the notes must be made with such accuracy that there can be no mistake in transcrib- ing them. If the dictation is too rapid, politely indicate the fact to the dictator. Accuracy is always more important than speed. Proper names should, in most cases, be written in longhand, and inquiry as to the spelling should be made when there is any chance for doubt. Proper names often vary in their spelling, and there is no discredit in asking about them. If you fail to hear a word or phrase, or forget a part of a sentence dictated, ask for its repetition. The dictator will much prefer your doing that, to your wasting time afterward in trying to supply the omission, or to your coming to him for help after the sentence has passed from his mind. HINTS TO STENOGRAPHERS 121 279. The transcription. In this, as in taking dictation, it is important to remember that however desirable speed may be, accuracy is still more desirable. The typist should follow the meaning of every sentence transcribed and should not hesitate to correct any obvious errors in grammar, diction, or construction, that may occur in the letter as it was dictated. In the hurry of dictation, errors often occur that should not appear in a letter. The stenographer who aspires to be more than a mere machine, will correct these when the notes are transcribed. Transcription is greatly facilitated by reading ahead one or more phrases, or even through a short sentence, and keeping the words in mind until transcribed, instead of consulting the notebook for each word or phrase. Inexperienced stenographers will find it well to read the notes of each letter before begin- ning the transcription. 280. Spelling, punctuation, etc. In all cases of doubt as to spelling, capitalizing, hyphenating, dividing syllables at the end of the line, etc., consult the dictionary. It is well to keep a list of all words thus verified, and practice writing them occasionally. It is particularly important for the stenographer to understand and apply the rules for punctuating and paragraphing. Few dictators will take the trouble to indicate the required paragraphs and punctuation-marks, yet they are likely to comment unfavorably on their absence. The cheap, careless stenographer, who is without pride or ambition, may afford to neglect these details, but not the one who wants to succeed. 281. Special marks, initials, etc. In many offices, the stenographer is required to mark each letter-sheet with his initials, also the initial of the dictator (see the letters WHM — S. on the model letter, page 122). When the letter consists of several pages, the initials of the person or firm written to, are placed on all pages after the first. If the letter is to contain an enclosure, the word "Enclosure" or the abbreviation Enc, is written at the left-hand near the bottom. This may prevent the letter's being mailed without the enclosure. If there are several enclosures, the letter is marked 2 Enc, 3 Enc, etc. 282. Margin and indentation. By the term indentation, is meant the distance to the right of the margin at which a paragraph or otlier part of a letter begins. In typewriting, the amount of indentation is designated by means of tlie numbers on the typewriter scale. In most typewriters these range from to 70, or more. Custom varies as to the width of the margin and the indentation to be given to the dif- ferent parts of a letter. The paragraph indentation should be uniform and should equal the width of the margin. The position of the other parts, particularly of the heading and the closing, may need to vary somewhat, according to the length and number of the words in the several parts. It is advisable, however, for the typist to follow a uniform system as far as possible, and depart from it only when it is clearly necessary. In some offices, all letters are required to be single-spaced; in others, they are double-spaced. Sometimes the body of the letter is single-spaced while the parts of the opening and the closing are double-spaced. In fact, there is little uniformity in these particulars, and a stenographer, on taking an office position, should ascertain what method is followed in that office. On page 122 is a typewritten form of the pen-written letter given on page 70, the inden- tation-numbers and spacing, as given, being adapted to the average business letter. The paper should be inserted in the machine so that the uncovered parts at the ends of the platen will be equal. 122 BUSINESS ENGLISH 35 Morning Star, Mich., Feb. 6, 19 Mr, Charles A. Webb. 10 Prin. Mahoning Academy, 15 Delphi, Ohio. My dear Sir: 10 5 I have your kind letter of Feb. 3, relating to my son Fred. 10 5 It is indeed a pleasure to receive from you so favor- able an account of the boy's conduct at your school, and of his satisfactory progress in his studies. 10 5 In view of the facts set forth in your letter, v;e have decided to defer to your judgment and allow him to finish the course this year, 10 s Mrs. Stanton joins me in expressing our grateful ap- preciation of the benefits our son has received through his attendance at your excellent school, and we wish to thank you personally for the very kind interest you have shown in hip welfare. 3t' Sincerely yours. 283. When second sheet is required. It ciften happens that a letter is just long enough to fill the space, leaving no room for the closing signature. There are several ways of meet- ing this difficulty. If it is a double-spaced letter, single-space the last paragraph, so as to leave room for the closing. If a second sheet is plainly necessary, do not fill the first sheet completely, but leave a part of the letter for the second sheet. In any event, avoid having only a line or two, with the closing, on the second sheet. By noticing the space occupied by his notes, a stenographer can soon learn to know whether the letter will require more than one sheet. 284. Superscriptions. It is impracticable, in addressing envelopes with the typewriter, to follow closely the rules prescribed for pen-written superscriptions, as given on page 77. As in the case of the several parts of a letter, a uniform system of position and indentation should be followed, varying this to suit unusual conditions. The forms of superscriptions on pages 123 and 124 illustrate the positions, indentations, and spacing that may be generally followed. The parts of a three-line address are separated by three spaces, while two spaces separate the parts of a four-line address. The envelope should be inserted in the machine at the left-hand end of the platen. HINTS TO STENOGRArHERS 128 25 Mr. Return ''i'fi'tl? gSh TT 3$ diuN-on