UC-NRLF IGLISHAND DAVIS AND LINGHAM utBH UWMMM ' Hw n ii tmi Km i i. ' u im 1. Definition. Business English is clear, concise expression applied to commercial transactions. It is the language which, in business intercourse, best conveys to the listener or reader the exact idea in the mind of the speaker or writer. 2. Varieties of expression. One has but to read the daily newspapers to realize how varied is English in its applications. Your morning paper deals with widely diverse happenings in politics, war, crime, sports, society, and business. In these same columns you may sometimes find also selections from poetry and prose literature. Contrast the following brief extracts from sporting and financial columns and a stanza from McCrae's famous poem. Language of Sport First Inning, Chicago. Flack fanned, the third strike being called, when it shot over the outside corner of the plate, shoulder high. Hollocher grounded out, Shean to Mclnnis. Mann sent a duplicate grounder to Shean, but the ball sky-rocketed over the second-baseman's head for a single. Paskert singled sharply to the left and Mann went to third, Paskert nabbing second on a throw to the far comer. Merkle ran his string to three and two and then walked, filling bases. To bat. Pick, who made a world series debut on a pinch hit. Ball one, strike two and Pick flied to Whitman. No runs, two hits, no errors. 2 BUSINESS ENGLISH Language of the Stock Market Almost perfect weather and the publication of several addi- tional private crop reports, in anticipation of Monday's official statement by the Department of Agriculture, all of which were extremely bearish, brought out a lot of new selling, both for local and Southern account yesterday. During the morning and until I o'clock the cotton market was very heavy. The weakness was more pronounced in the distant months than in the near , . options andcby^ early J afternoon March and May had gone off a 'maximum' br-y'S and' 70 points, respectively, while October was down only 45; pojnti^ and December and January were off about The Liverpool market was less buoyant yesterday than in several days. Spots were still in rather good demand, but the future market, which started steady, reacted later, closing down 14 to 42 points, the greater losses being in the near months. Reading common was under pressure all day, following Wash- ington advices to the effect that preferred stockholders would share equally with the common in the rights to be issued in the forthcoming segregation of the coal and railway properties. From 82^ at the close yesterday the price dropped to 78 today. Other rails were depressed for the time being in sympathy with this movement. Language of Poetry In Flanders fields the poppies blow Between the crosses, row on row. That mark our place ; and in the sky The larks, still bravely singing, fly, Scarce heard amid the guns below. We are the Dead. Short days ago We lived, felt dawn, saw sunset glow. Loved and were loved, and now we lie In Flanders fields. In the selections given above, the underlying principles of composition are the same, but their applications are far apart. Compare also the letters which follow. INTRODUCTION A Friendly Letter not dealing with Business Yacht Casco^ Anaho Bay Nukahiva, Marquesas July 8, 1888 My dear Colvin, From this somewhat — ahem ! — out-of-the-way place I write to say '' How d' ye do ? " It is all a swindle : I chose these isles as having the most beastly popula- tion, and they are better and far more civilized than we. I know one old chief Ko-o-amua, a great cannibal in his day, who ate his enemies even as he walked home from killing 'em, and he is a perfect gentleman, and exceed- ingly amiable and simple-minded ; no fool, though. The climate is delightful, and the harbor where we lie one of the loveliest spots imaginable. Yesterday evening we had near a score of natives on board ; lonely parties. We have a native god ; very rare now. Very rare, and equally absurd to view. This sort of work is not favorable to correspond- ence : it takes me all the little strength I have to go about and see, and then come home and note, the strangeness around us. I shouldn't wonder if there came trouble here some day, all the same. I could name a nation that is not beloved in certain islands — and it does not know it ! Strange, like ourselves, perhaps, in India ! Love to all, and much to yourself. R. L. S. BUSINESS ENGLISH A Business Letter Boston, Mass. February 12. 1921 Messrs. Berlin & Clemens 21 E. Houston St. New York City Gentlemen: We are in receipt of your communication regard- ing #945 Braids, and regret to say that we have no record of our having received a letter from you fixing the price at $8.10. The braids were re- turned on arrival, as stated in our letter of February 9. We would also call your attention to ihe fact that though you now state you accepted this order at $8.10, the goods were billed at $8.50. Our relations with your house have hitherto been very pleasant and wo regret that this mis- understanding has occurred. It seems clear, how- ever, that no fault attaches to us in this matter. We must therefore ask you to send us a memorandum of credit for the goods returned. Yours truly, Hamlin & Orr Company Each of the examples given above is correct in its way. Certainly none of us would care to attempt an improvement on McCrae's style or on that of Stevenson. We feel that the manner of expression is distinct in each instance. The words, phrases, and viewpoint are different with each occasion, and the manner of expression in each selection creates a different but suitable atmosphere for the individuality of the idea. One has only to remember the purpose of a letter or other form of composition in order to justify or condemn its form of expression. The ultimate purpose of a business letter or business writing is, as has been said, buying or selling. In INTRODUCTION 5 business he who can accomplish his purpose surely and swiftly is the successful man. His statements will be clear, accurate, and concise. Keeping always in mind the necessity for absolute clearness of expression, the business man should remember Huxley's dictum, '' The maximum of thought in the minimum of words." 3. Oral English compared with written English. Language is naturally classified according to two great divisions, spoken English and written English. These two divisions are not mutually exclusive, for much of the spoken language is also correct when written. It is necessary, however, to keep the division in mind, especially to guard against a prevalent error. This error arises when a person who has justly lost patience with '' I beg leave to acknowledge herewith your favor," and similar deformities of the language, seeks to find less stilted forms of expression by adopting the language of conversation. He is likely to think that in order to write well we should write as we talk. Such an idea contains a dangerous half-truth. Good written language is not necessarily the exact equivalent of good spoken language. A list of the common abbreviations and other colloquial expressions would show at once that spoken language is not by any means always adapted to the written page. Par- ticularly is this true when the spoken language is in what we call conversational style. The best of talk and even a speech appropriate to a formal occasion may be filled with such abbre- viations as donty /lasnt, and arent, and is almost certain to be largely made up of comparatively short sentences in which there are rather few subordinate clauses. The very fact that the spoken word reaches the ear and is backed by facial expression and gesture and all that goes to mean personal communication dif- ferentiates it somewhat from the written word which must leave to the reader's imagination the actual writer at his desk. 4. Oral language. Spoken language has a value proportionate to its accuracy. Anyone who has a reputation for saying exactly what he means — no more and no less — has in this reputation 6 BUSINESS ENGLISH a valuable asset in the world of buying and selling. Ability to express his thoughts easily and correctly gives the merchant confidence in himself and frequently wins the confidence of the buyer. But slovenly talk gives a bad impression of clerk or merchant. No business man would want to advertise the fact that he and his employees are poorly educated, but he really does this every day that he uses slovenly English himself and employs clerks who do the same. What has been said does not mean that big words and flowery language are any more appropriate in business than elsewhere ; it simply means that since in conducting commercial affairs we have to do a great deal of talking, it is only reasonable that we be prepared to use the best language possible. If it is nothing else, correct speaking is a good advertisement. To direct the student's attention to the careful use of ordinary speech, oral exercises are given throughout this book. 5. Written English. Anyone familiar with modern commer- cial life will readily admit the importance of written English in business. The mail-order houses and advertising agencies alone annually transact business to the value of hundreds of millions of dollars by means of written language. The daily mail of many corporations is so vast that it is delivered to them in automobile trucks. Today it is difficult to think of a normal person who does not need to write a business letter. But business writing is not limited to letters. There are cir- culars, reports, catalogues, advertisements, and various other means by which the buyer and the seller gain the attention of each other through written language. 6. The importance of the study. If you are really interested in commercial life, business writing and talking offer you an inexhaustible field for study. It is practically impossible to think of any sphere of human endeavor in which business is not in- volved in some way or other. Business language, like business in its broadest sense, must take into consideration all kinds and conditions of men and women. Much of such writing calls for INTRODUCTION 7 ability of the highest kind, and the business world is ready to pay well the writer who can show such abihty. The earning of a livelihood, not to speak of the acquisition of wealth and leisure and all that this means, is the end of business ; and business writing usually plays an important part. In a narrower sense a correct knowledge of business English is sure to be of immense value to anyone engaged in commer- cial life. In letters, circulars, advertisements, and daily con- versation the business man is continually, though perhaps unconsciously, telling the world what kind of man he is. If what he writes or speaks shows slovenliness, lack of education, ignorance of the difference between the exact truth and the half truth, he is then at a great disadvantage. He cannot eventually compete with his rival who is his equal in other ways and who, in addition, shows a mind trained to make state- ments in the best possible way. 7. The basic principles of language. This leads us to a more detailed consideration of the basic principles of language, the understanding and application of which are so essential to correct expression. It is obvious that business English, like all English of repu- table standing, is subject to the laws of grammar and the laws that govern good composition in general. Therefore it is nec- essary, in the study of business English, to give close attention to grammar and the fundamental principles of good writing and speaking. To aid the student in doing this, a chapter on grammar and one on the laws of composition have been included in the book. These chapters may be largely in the nature of a review, but their presence will serve to impress the fact that the study of grammar and the laws of composition is an intensely prac- tical study, — one that must be mastered by the person who hopes to master business English. Throughout the work on letter writing and other forms of business writing the reader will be continually asked to recall parts of these chapters. In addition he will be shown that punctuation, spelling, the 8 BUSINESS ENGLISH exact use of words, and many other matters that he has not perhaps, associated directly with business are nevertheless ai essential part of correct business English. 8. What to say. The beginner in business writing is subjec to exactly the same limitations as the beginner in any field He can write only of what he knows. However, nearly every one knows something about business, and in this book onl; such exercises are given as the student is likely to be familia with. In some instances it will be necessary for him to obtaii special information, but in no case should he attempt to pile u] empty words on a subject of which he knows little or nothing 9. How to say it. You are to write and talk so that you words will convey to your reader or listener exactly the meanin] that you intend to convey. As a business man or woman you object is, in the end, buying or selling, no matter how remot this may be from the particular topic of your conversation o letter. The laws of grammar and rhetoric, humor, brilliari aphorisms, a wide and varied vocabulary, — all these are onl secondary matters. Your business is to sell something, or t buy it, with the minimum expenditure of time and energy. Business English is not a quaint and difficult dialect tongu requiring for its acquisition special teachers whose familiarit with trade has brought them uncanny knowledge of a mysteriou patois full of such strange expressions as '' thanking you i: advance" and *'wish to advise." It may well be doubted i such curious idioms, if idioms they are, can fairly be calle English at all. As has been wisely said, '' The strictest execi tive would have no cause for complaint if he could have hi office correspondence conducted by the poor Elstow tinker wh wrote the ' Pilgrim's Progress ' ; and if he could procure th services of any one of the sober gentlemen who translated th Bible for King James he would be fortunate indeed." You are to study business English, then, so that you ma be able to write and speak well. Your aim will be to mak your statements (i) accurate, (2) clean, and (3) concise. INTRODUCTION g 1. A business statement should be accurate. Any written statement may be construed from a legal point of view. Of course, when in doubt as to the legal interpretation of a state- ment, a careful business man consults his lawyer, but the habit of making accurate statements removes much of the danger of liability that a writer does not wish to incur. 2. A business statement should be clear. A written state- ment should be so worded that it conveys to the reader the exact meaning that the writer intends to convey, and no other. 3. A business statement should be concise. That time is money is an old saying of profound significance in business. Here work must be done not only well but quickly. The in- ventor of a time-saving method or machine is hailed as a bene- factor. He who uses more words than are necessary wastes his own and the listener's time and weakens his own statement. 10. Slang. Unfortunately many who can see that business English should be plain and straightforward imagine that some- how slang is the most natural of all styles. Now slang has a real use ; it is one of the forces that help to keep the language virile and picturesque ; but slang is no more good speech than the muck in a flower bed is a rose, although the rose may grow out of it. Slang is a pitfall for many ready talkers who seem to think its use shows a facile wit and self-possession. It must be especially guarded against in business life, for busi- ness English, which is the commercial language of the worlds is continually drawing, from every corner of the globe and every stratum of society, terms that are not yet molded into true Eng- lish words. This is the reason why it is so difficult to draw the line between reputable commercial language and slang. Slang may be broadly defined as *' words or expressions not in authorized use/' The exact limitations of the word author- ized are, however, not easy to set, and you will have to use discrimination in deciding whether certain words are allowable or not. You will need to be careful not to reject terms that give life to language ; if you are too conservative, your language may lO BUSINESS ENGLISH be correct, but it will be inert and lack vim, and you deprive yourself of some of the most telling words in English. Cable- gram, phoney tickler, paper, rush order, short sales, O.K,y charge (customer), etc. are not only legitimate but also effective commercial terms. At the same time you must beware of such vagabonds as right smart, classy, kibosh, piffle, and biz, which have never yet been admitted to the society of good words. Although slang may seem picturesque and emphatic, it is funda- mentally inaccurate and, like most things that contain a half truth, best avoided. A business man's words, like his goods, should be genuine and not an imitation of the real thing. EXERCISE 1 - Oral Be ready to name instances, real or supposed, in which the following things have been bought or sold : water goodwill courtesy air ability to talk physical strength heat ability to spell education an idea good penmanship personal appearance EXERCISE 2 Rewrite in your own words the selections on pages i and 2 entitled ** Language of Sport " and ** Language of the Stock Market." EXERCISE 3 Examine the letter given on page 3, and point out the expressions in it not likely to be found in a business letter. EXERCISE 4 In a letter to your teacher state as fully as you can your reasons for taking a course in business English. INTRODUCTION II EXERCISE 5 Examine some other student's letter written for Exercise 4, Make for his use a written Hst of expressions that seem to you (i) lacking in clearness, (2) wordy, and (3) incomplete in thought. Be prepared to state what seems to be the defect in each case. EXERCISE 6 Rewrite your own letter written for Exercise 4, attending to the criticism that has been made of it. EXERCISE 7 Compare the two letters given below and be prepared to show in detail why the second letter is the better of the two. Dear Sir: As directed in your letter, we are shipping you the goods you have ordered and are making a draft for the amount of the invoice. Thanking you for your order, we beg to remain Yours very sincerely, Sheldon & Sedgewick Dear Sir: As directed in your letter of March 6, we have shipped to you by fast freight, via M. & L.R.R., the goods of which the invoice is inclosed. Following your instructions, we have made a thirty days' draft on you for the amount of bill, $350.65, at the Peoria National Bank, Peoria, dated March 10. Yours truly, Sheldon & Sedgewick CHAPTER II I. PRINCIPLES OF GRAMMAR PARTS OF SPEECH « In grammar we study both single words and different groups of words called phrases^ clauses, and sentences. There are eight kinds of words, known as the eight parts of speech. These are as follows : noun adjective adverb preposition pronoun verb conjunction interjection 11. The noun. A noun is the name of a person, place, or thing, girl town book child street knife 12. Classification of nouns. A proper noun is the name of a particular person, place, or thing. George Boston February Wednesday A proper noun always begins with a capital letter. All other nouns are common nouns. boy city hat street month day If it is remembered that a noun is a name word, no difficulty should be experienced in recognizing this part of speech. Not only are the names of such tangible objects as water, sugar, and house nouns, but words that denote such intangible things as the weight of water, the sweetness of sugar, the height of a house, the rise of prices, and Xht failure of crops are also nouns, for they are real name words. Nouns like these last ones are usually called abstract nouns. congress family board (of directors crowd or trustees) school PRINCIPLES OF GRAMMAR 13 Of the various classes into which grammarians divide common nouns, two others require attention, — the collective noun and the verbal noun. 13. Collective noun. A collective noun is the name of a group of persons or things. class firm mob As a rule, when such nouns are singular in form they are singular in meaning and are therefore followed by a singular verb. We usually say, for example, '' The family was at home," '' The family was away," etc. Sometimes, however, the collective subject is considered not as a unit but as individuals or separate things. Then such sentences as the following may be correct : *'The family were all at home," "The family were unable to agree on a plan for the holiday." 14. Verbal noun. A verbal noun is the name of an action and is derived from a verb. Writing, talking, selling, coming, din- ing, are derived respectively from the verbs write, talk, sell, come, dine. EXERCISE 1 Make a list of the nouns in the following selection and be ready to state clearly why you have chosen each word. If you find abstract, collective, or verbal nouns, indicate this by writing abstract, collective, or verbal after each noun. By applying Froebel's methods to farming, the Crop Im- provement Committee of Chicago hopes to increase the money annually circulating in each corn-growing county by half a mil- lion dollars. There are, we are told by Mr. Bert Hall, secre- tary of the committee, one hundred thousand acres of com in the average county. By a process of seed selection which the committee proposes to teach to the farmer's children, we can add at least ten bushels per acre to the average yield. " Ten bushels more on each acre," he explains in one of his circulais 14 BUSINESS ENGLISH to the farmer, '' will mean that you have a million bushels that you never had before." This, at the moderate price of 50 cents per bushel, foots up to $500,000. The headquarters of the com- mittee are in Room L, Board of Trade, Chicago. The govern- ment, the state schools of agriculture, the railroads, the grain exchanges, the superintendents of schools, bankers, commercial clubs, and other important bodies cooperate with the committee in its unique educational work. — Current Literature, April, 19 12 EXERCISE 2 Make four lists of five proper nouns each, suggested by the follov^ing common nouns : country island city river EXERCISE 3 Rule a sheet of paper according to the form given below and classify the following nouns. Some of the words may be placed in more than one column. . pleasure customer Monday patronage Minneapolis receipt (Mr.) Baird summer thinking mormng copy business convenience banking time letter answer subscribers intention 24 force firm corporation interest cash Proper Common Collective Abstract Verbal PRINCIPLES OF GRAMMAR 1 5 15. The pronoun. A pronoun is a word used to take the place of a noun. Before a pronoun may be used, the noun for which it stands must have been used or be plainly understood as that to which the pronoun refers. The word for which the pronoun stands is called the antecedent. The use of pronouns avoids the monotonous recurrence of nouns. ''James saw James's friend; the friend was signaling to James" is certainly a less simple and attractive form of state- ment than "James saw his friend, who was signaling to him." EXERCISE 4 Point out the antecedent of each of the italicized pronouns in the following passages : 1. A new salesman goes out on the road without knowing how to cover his territory economically. This means an in- crease in expenses, for he naturally fails to obtain the volume of business which could be secured for the outlay. This is a loss which can be measured in dollars and cents. 2. The new stenographer covers up her errors by rewriting faulty letters. Although such care is to be commended, it never- theless means an increase in the running expenses of an office. 16. Classification of pronouns. Like nouns, pronouns are divided into classes. The personal pronouns /, we, you, he, she, it, they, etc. indicate, first, a person speaking; second, a person spoken to; third, a person or thing spoken of. First Person (speaking) I (we) shall go. Second Person (spoken to) You will go. Third Person (spoken of) He (she, it, they) will go. The relative pronouns who, which, that, and what differ from personal pronouns in that their antecedents are found immedi- ately before them in the same sentence ; as. He who neglects his business will find his business neglect- ing him. t6 BUSINESS ENGLISH The demonstrative pronouns^ such as t/its, thesCy that, those^ point out or call attention to special things near the speaker or at a distance : ''I think this preferable to thatT (See page 17 for pronominal, or demonstrative, adjectives.) The interrogative pronouns who, which, and what are used in asking questions. EXERCISE 5-Ora/ Point out each pronoun and its antecedent in the following passages : 1. Many students who can solve the difficult problems of a textbook often fail when they attempt the solution of the ordi- nary problems which arise in business. One reason for this is that in business no problem labels itself, but the solution is left to the inquirer, who must find it out and check it as best he can. 2. The dictograph is a combination of telephone and phono- graph into which a business man may dictate his letters, and which afterwards talks them back to a typist using a writing machine. It is a machine which will undoubtedly have a wider and wider sale. 17. The adjective. An adjective is a word used to qualify or limit the meaning of a noun or pronoun. Different adjectives call attention to color, size, shape, number, quality, etc. ; as, wholesome food white house large stock circular space twelfth day thirty days 18. Special classes of adjectives. A, an, and the, really limiting adjectives, are sometimes called articles. A is used before a word beginning with a consonant sound ; as, a house a bill a European An, which has the same force as a, is used before a word beginning with a vowel sound : an advertisement, an ax, an hour. (Note that European begins with the consonant sound of y, and hour with the vowel sound of ou) PRINCIPLES OF GRAMMAR 17 A pronominal adjective is one that can he used as a pronoun. It is sometimes called a demonstrative adjective. Please pass me f/iose papers. (Adjective.) Which of f/iose do you want ? (Pronoun.) I will give you l?ot/i books. (Adjective.) ^ot/i rose at the question. (Pronoun.) A proper adjective is one formed from a proper noun ; like a proper noun, it begins with a capital letter ; as, the American government an Indian runner French laces Almost any noun can be made to do the work of an adjective : " I like life in the country'' ; '' I like country life" (see sect. 25). EXERCISE 6 -Oral Point out the adjectives in the selection on page 13 and indi- cate precisely in what way each modifies or limits the meaning of the noun or pronoun. EXERCISE 7 Select from your reading and bring to class a paragraph which contains an unusually large number of adjectives. Make a list of them, with a corresponding list of the nouns and pronouns which they modify. EXERCISE 8 — Oral or Written Use each of the following words as an adjective. A part of the exercise may be a letter containing as many of the words as possible. brick school writing separate wooden desk solid personal paper cash bright typewriting house money inclosed dear I8 BUSINESS ENGLISH 19. The verb.i A verb is a word used to declare or assert some- thing about a person j place, or thing. It asserts every possible variety of action or condition. Thus, The horse galloped. He goes. The people stood. You came. He is busy. They sit. He hurries, I hope. They /ear. You wish. When two or three verb-forms are combined to form one verb, such a combination is called a verb-phrase. Thus, They could have gone. He is hurrying, I have audited. You will sign. We might have been. They had been. We shall protest. She was robbed, EXERCISE 9 1. Make a list of the verbs in the letter on page 4. Point out any verb-phrases. 2. Use the following words as verbs : state offer - request advise demand differ 20. The adverb. An adverb is a word used to modify a verb^ an adjective, or another adverb. He walks swiftly. The orange is very large. He talks too fast. Adverbs answer the questions, Where ? When ? How ? How much ? etc. ; that is, they denote place, time, manner, degree, etc. He is coming here. He acts impulsively. We shall buy it soon. They were greatly surprised. 1 For detailed treatment of the verb see Appendix D. PRINCIPLES OF GRAMMAR 19 21. Confusion of adverbs and adjectives. Adverbs are some- times confused with adjectives in use. Many adverbs are formed from adjectives by the addition of ly and may be distinguished by this ending; as, quick, quick/)^ swift, swift/y soft, soft/^ EXERCISE 10 -Ore/ Distinguish between the use of the adjectives and adverbs in the following sentences : 1. He looks sharp. He looks sharply. 2. The boy was quick to learn. The boy learned quickly. 3. We crossed a rapid stream. We crossed the stream rapidly. 4. He is a frequent caller at our house. He calls frequently at our house. EXERCISE W-Oral Point out the adjectives and adverbs in the passage on page ISO. 22. The preposition. A preposition is a word used before a noun or pronoun to show its relation to another word in the sentence. Some of the common prepositions are the following : after from by on through with beside down in to without under before for of up within since In the following sentences notice how each preposition shows relation between the noun or pronoun that follows it and some preceding word : The proprietor always walks to the store. Some good oranges com^ from Florida. A salesman looks for customers. I will go with you. 20 BUSINESS ENGLISH One noticeable fact about prepositions is their similarity to adverbs. Notice the different uses of down in the following sentences : He has just gone down (preposition) the hill. He has just gone down (adverb). A preposition ordinarily precedes its object, but in numerous instances may follow it, even when such an order places the preposition at the close of a clause or sentence. Such expres- sions as '' What did you do th3.t for? " '' I don't know what we are coming to/' and the like are justified by the best usage. EXERCISE 12'- Oral In the letter on page 3 point out the adverbs and prepositions, the words modified by the adverbs, and the words to which the nouns or pronouns are related by prepositions. EXERCISE 13 Make a list of the prepositions in the following sentences and state their relation to other words : 1. What do you attribute that to ? 2. He wishes to speak to you. 3. Between you and me, he is too particular. 4. I found this among your letters in the file. 5. The distance from the floor to the top of the flagstaff is almost one hundred and ten feet. 6. I am in receipt of your last letter. 23. The conjunction. A conjunction is a word used to conned words, phrases, or clauses. Black and white. He was a man of honor, Ifuf of bad temper. You may go or you may stay. PRINCIPLES OF GRAMMAR 21 A coordinating conjunction is one that connects words, phrases, or clauses of equal order or rank. The principal coordinate con' junctions are and still therefore ^ then so but yet however * or for The following conjunctions often appear in pairs : both ... and neither ... nor either ... or not only ... but also A subordinating conjunction is one that connects a subordinate clause with a principal clause. The principal subordinate con- junctions are whenever if because then where since unless why wherever as though than whether for although that after before until when Several common compound conjunctions are in order that so that as though provided that as if even if as soon as in case that EXERCISE 14 Make a list of all the conjunctions in the letter on page 112. EXERCISE 15 Find and copy, or write yourself, five or more sentences con- taining coordinating conjunctions, and a similar number of sen- tences containing subordinating conjunctions. Underline the conjunctions and be ready to explain how you know that they are conjunctions and not adverbs or prepositions. EXERCISE 16 Use the following conjunctions in sentences : and yet so but therefore for either or 22 BUSINESS ENGLISH 24. The interjection. An interjection is a word used to express strong feeling ; it is not grammatically related to any other word in the sentence. O or oh ah alas hurrah bah pshaw EXERCISE 17 Arrange the words in the letter on page 4 in columns, according to their use as parts of speech. 25. Words used as different parts of speech. Many words are sometimes one part of speech and sometimes another. This variation depends on the grammatical use of the word. Thus, the word business may be either an adjective or a noun, as the following sentences show : He is a good business man. His business is good. . Other words may serve as noun, adjective, or verb. A rush for the best seats. Rush orders. They rush home. Remember what has been said of the varying use of such words as tkis^ these ^ that, and those as adjectives or pronouns. A few words like before, after, and since can be either preposi- tions or conjunctions. Down, tip, etc. can be either prepositions or adverbs. That is not only an adjective but may be also a demonstrative pronoun, a relative pronoun, or a subordinate conjunction. That book is mine. (Adjective.) That is the book. (Demonstrative pronoun.) I have brought you the book that you wish. (Relative pronoun.) He said that I had the book. (Subordinate conjunction.) PRINCIPLES OF GRAMMAR 23 EXERCISE 18 - Oral or Written Tell what part of speech each of the italicized words in the following sentences is : 1. The receiving clerk was at the door. 2. They are receiving many orders. 3. Receiving and delivering are disdnct operations in business. 4. The traffic manager is a member of the board of trade. 6. Western traffic is growing heavier every day. 6. The firms traffic in fancy goods from abroad. 7. Business is looking up. 8. The train is on the up-gx2A^} 9. He went up the street. 10. We all have our ups and downs. 11. My receipt of the check was unexpected. EXERCISE 19 — Oral or Written Use each of the following words as two parts of speech : mailing letter name post just guarantee notice stock even note purchase address those after stamp envelope interest waste paste price EXERCISE 20 Make a list of ten words that may be used as at least two parts of speech, and illustrate their use in sentences. 26. One word as two parts of speech. Just as one person may hold two positions in a corporation at the same time, be- ing, for example, treasurer and secretary, so a word may perform the duties of more than one part of speech in a sentence. He told me what he had said. 1 6^ in up-grade has an adjectival meaning with reference to grade. Up-grade is of course a compound noun. 24 BUSINESS ENGLISH What is a pronoun, object of had said, and it has also a conjunctive force by which it connects the subordinate clause *'what he had said" with the main clause. He told me what to pay. What is a pronoun, object of the infinitive to pay, but has also an adverbial force meaning how much, I asked him to find the letter. Him is a pronoun in the objective case, subject of the infinitive to find, but it has also a direct objective relation to the verb asked, which is obvious enough in the meaning. Infinitives and participles have the qualities of different parts of speech. To explain clearly is impossible. The infinitive to explain is a noun, subject of is, but it is also verbal in force, for it expresses action ; furthermore, its verbal meaning is modified by the adverb clearly, I saw him walking rapidly toward his desk. The participle walking is an adjective modifying him, but it; expresses action as well and therefore has a verbal meaning. It is therefore modified by the adverb rapidly, I am going home. Home is an adverb modifying am going and answering the question where or whither. It is also a common noun. A realization of the flexibility of the parts of speech will make the student see that language is not cut and dried. English cannot be disposed of by a few grammatical rules. On the con- trary, it is an extremely mobile and versatile thing, well adapted. to express all the subtleties and varieties of thought. PRINCIPLES OF GRAMMAR 25 EXERCISE 21 After each italicized word below give its name as a part of speech and explain its function or functions in the sentence : 1. He walked \h& platform rapidly. 2. We saw him writing nervously at his desk. 3. To admit your contention is to destroy our whole project. 4. I told you to telephone to him. 5. Please ask him w/iat to do about the books. 6. He wrote the letter za/iic/i secured the order. THE SENTENCE A sentence is a group of words expressing a complete thought. He walks. He works at his desk long after the store is closed. A sentence is made up of two parts : one called the subject, the other the predicate. The subject represents that about which something is said or asserted. Agents travel. Customers buy. The store is closed. The predicate says or asserts something about the subject. Agents travel. Customers buy. The store is closed. Either subject or predicate, or both, may be enlarged to any extent by the addition of qualifying words and expressions called modifiers, as in the following sentence : Enterprising agents of great industries travel far, sometimes across the continent. « The simple subject is the noun or pronoun which signifies that about which the assertion is made. The simple predicate is the verb that makes the assertion. In the sentence given above, agents is the simple subject and travel is the simple predicate, both in the short sentence ''Agents travel" and in the longer 26 BUSINESS ENGLISH sentence which follows. In the longer sentence, Enterprising agents of great industries is the complete subject, and travel far^ sometimes across the continent is the complete predicate. 27. Sentence classification. Sentences may be classified according to {a) use and (b) structure. 28. Use of sentences. Sentences are classified according to their use as declarative^ interrogative^ imperative, or exclamatory, A declarative sentence declares or asserts something as a fact. There will be a meeting of the council tonight. An interrogative sentence asks a question. Who was the second president of the United States ? An imperative sentence expresses a command^ a request, or an entreaty. Give me the book. Please come. Save me ! An exclamatory sentence expresses strong feeling or emotion. What a wonderful bargain that is 1 EXERCISE 22 - Oral In the letter on page 208 point out in each of the first five sentences the simple subject and the simple predicate ; also the complete subject and the complete predicate. EXERCISE 23 — Oral or Written Enlarge each of the following sentences by the addition of modifiers. Treat the enlarged sentences according to the directions given in Exercise 22. 1. Mail should be prepaid. 2. Packages should be addressed. 3. Writing pays. 4. The store is closed. 5. The bank closed. PRINCIPLES OF GRAMMAR 27 EXERCISE 24 Enlarge each of the following sentences by the addition of modifiers. Name each sentence as simple, complex, or compound. 1. The Postmaster General issues a pamphlet 2. The '' Postal Guide '' is kept on file. 3. Slang is a pitfall. 4. The committee hopes. 5. Important bodies cooperate with the committee. 6. He is prepared. 7. The proprietor always walks. EXERCISE 25 — Oral or Written In the letter on page 112 classify the sentences as declarative, interrogative, or imperative. EXERCISE 26 Copy the following sentences. In each underline the simple subject and the simple predicate. After each sentence give its classification as declarative, interrogative, imperative, or exclamatory. 1. I wish to call your attention to the inclosed advertisement. 2. Why did you call my attention to the inclosed advertise- ment ? 3. Please call his attention to the inclosed advertisement. 4. Did you call his attention to the inclosed advertisement ? 5. May we hear from you by return mail? 6. Give my best regards to your brother. 7. We should be glad to have your check this week. 8. I regret that I cannot agree with the statements in your letter of June 15. 9. We should like to hear from you at once. 10. Please wire immediately. 11. May I hear from you at once ? 12. I wish to hear from you at once. 28 BUSINESS ENGLISH 29. Structure of sentences. Sentences are classified accord- ing to their structure as simple, complex, or compound. A simple sentence contains hut one statement; that is, it has but one subject and one predicate ; as, The stranger rang the bell. A compound sentence contains two or more independent state- ments connected by a coordinate conjunction. The stranger rang the bell and the servant came to the door. It should be noted that a sentence may have a compound subject, or a compound predicate, or both, and still be a simple sentence ; as, ^'Men and women often occupy similar positions in business" (compound subject) ; ''Men often do no more than women, but receive more pay " (compound predicate) ; ^'Meji and women today take up much the same business occupations, but often receive different pay " (compound subject and com- pound predicate). By the insertion of they before receive this sentence would be made compound. A complex sentence contains one independent statement joined to at least one dependent {subordinate) statement; as, " The servant came to the door when the stranger rang the bell." {Tks servant came to the door is the independent statement, and (when) the stranger rang the bell is the dependent statement.) EXERCISE 27 -Ora/ Be prepared to classify the sentences in the selection on page 1 35 as simple, complex, or compound. EXERCISE 28 Classify the sentences in the following selection as simple, complex, or compound, and make a list of the simple subjects and simple predicates. (Suggestion: (i) complex \ student may ask, he is.) PRINCIPLES OF GRAMMAR 29 1. Amid all the complexities of language and the rules of good use, the student may well ask how he is to be sure of the right word. 2. One cannot go about with a dictionary in his hand and a grammar in his pocket. 3. However, the way is pretty well marked, and one need not be carelessly wandering off in the by-paths of slang. 4. Furthermore, one can usually tell if he is on the right or wrong road by noting the kind of travelers. 5. He should attend to the writing and talk of the well-informed. 6. Finally, he should not be afraid to consult his Blue Book — his dictionary or grammar — when he is not sure of the correct use of troublesome words like myself, like, and shall. 7. The dictates of language are not erratic, certainly not so changeable and weird as those of fashions in dress. — Davis, " Use of Words '* THE CLAUSE A clause is a group of words which contains a subject and a predicate, hut which is used as part of a sentence. The separate statements in a compound or a complex sentence are clauses. Clauses are either independent or dependent. Independent clause is the name given to each separate state- ment of a compound sentence and to the independent statement of a complex sentence, A dependent clause is one that qualifies or limits an independent clause. Thus, in the sentence '' I know the man who is here," who is here performs the work of an adjective in that it tells something about the noun man. Dependent clauses may be noun clauses, adjective clauses, or adverbial clauses. I know that he is right. (Noun clause, object of the verb know.) The store which I pointed out to you belongs to my brother. (Adjective clause, modifying the noun store) I shall leave when the clock strikes ten. (Adverbial clause, answering the question When ? and modifying the verb shall leave) When the letter came (adverbial clause) he was at the desk which is near the window (adjective clause). 30 BUSINESS ENGLISH Connected clauses that are of the same rank, both independent or dependent, are said to be coordinate. Coordinate clauses are connected by coordinating conjunctions. ■ He went on with his work and / stepped to the telephone. (Independent coordinate clauses.) His employers promoted him because he has natural ability and because he is diligent, (Dependent coordinate clauses.) EXERCISE 29 — Oral Classify the clauses in the selection on page 1 3 as independent or dependent. Tell whether the dependent clauses are noun, adjective, or adverbial in their construction. EXERCISE 30 Classify the clauses in the following selection in accordance with the instructions in Exercise 28. The committee from the high-school graduating class were at the jeweler's ordering the class pins. They wished an original design, representing a youth surveying the universe. " About how large would you like the figures to be ? " asked the jeweler. ^* Well," said the chairman of the committee, ^^ we thought the student should cover about three quarters of the pin, and the universe the rest of it." A phrase is a group of connected words without a subject and a predicate, (Compare definition of clause, p. 29.) Phrases, like clauses, are used as nouns, adjectives, or adverbs. Accepting rebates from railroad companies is sometimes for- bidden by law. (Noun phrase, subject of the verb />.) I spoke to the superintendent of the store, (Adjective phrase, modifying the noun superintendent^ He went up the ladder, (Adverbial phrase, modifying the verb went,) APPLICATION OF GRAMMAR 3 1 EXERCISE 31 — Oral In the letter on page 4 point out the noun, the adjective, and the adverbial phrases. EXERCISE 32 In the following selection classify the phrases as noun, adjective, or adverbial phrases. A good many concerns have learned the value of using a special chair for unwelcome guests. An ordinary office chair may be made most uncomfortable, for prolonged visits, by cutting an inch or so off the front legs. The caller then cannot help slipping forward on the seat. A set of muscles gets tired, though the visitor does not know why he is uncomfortable. He may not clearly realize that he is uncomfortable ; but his unconscious mind realizes it, and tells him it is time to be moving along I II. APPLICATION OF GRAMMARS 30. Inflection. Inflection is a change in the form of a word to indicate a change in its meaning or its relation to some other word. Desk is ; deski- are, I write ; he writer. FORMATION OF PLURALS EXERCISE 33 — Oral or Written Give the plurals of the following words : pen lady chimney chromo son-in-law chair city valley dynamo daughter-in-law office body Filipino roof child piano Mary knife mouse cargo Henry dress half ox potato James brush loaf tooth tomato chintz shelf goose calico Mr. Smith box wharf foot manifesto Miss Jones 1 For definitions, rules, and paradigms, see Appendix D. 32 BUSINESS ENGLISH EXERCISE 34 Be prepared to write from dictation the singular or plural of the following words : Singular Plural alumna alumnae alumnus alumni analysis analyses appendix appendices or appendixes bacterium bacteria datum data erratum errata formula formulae or formulas hypothesis hypotheses memorandum memoranda or memorandums parenthesis parentheses phenomenon phenomena EXERCISE 35 I. Use each of the following words with a plural verb : bellows scissors tongs pincers shears dregs riches tidings assets 2. Use each of the following words with a singular verb : news politics athletics molasses 3. With the aid of a dictionary or grammar decide in each case whether is or are is the correct form to be used with the following : wages economics summons means three per cent thanks EXERCISE 36 Letters, figures, and other signs form their plurals by adding an apostrophe and s to the singular. Form the plural of each of the following symbols : (1) the vowels ; (2) four consonants ; (3) the cardinal numbers from i to 9 ; (4) three algebraic or arithmetical symbols. APPLICATION OF GRAMMAR EXERCISE 37 Write the plural of each of the following words : mosquito bamboo brother lash spoonful chimney sheep baby manservant journey deer body mother-in-law dynamo Percy fish William Eskimo wife trout Frenchman volcano woman paste Miss Hall church index jury hero Mr. Moore motto tongs vice president grief ink geometry EXERCISE 38 33 Write (i) the plurals of the days of the week ; (2) the plural of your first name ; (3) the plural of your last name. EXERCISE 39 — Oral Give the reason why each of the nouns and pronouns in tht selection on page 143 is in the nominative or objective case. (The pronoun its, which occurs twice in the selection, is in the possessive case.) EXERCISE 40 Give the case of the italicized words in the following selection : Alexander T. Stewart was the foremost merchant of his time in this country. His store was stocked with the best to be had in the lines represented, and everything bought at Stewart's was considered standard and was highly prized. Mr. Stewart's ////jj^- ment of goods has been characterized as supreme. He was sen- sitive to fine distinctions in texture, touch, and color \ his taste was excellent; he knew values. Today he would be called a good merchandiser. He was ahead of his times in his uncompromising stand on two important principles : 1. To have but one price. 2. To tell the truth regarding everything sold. 34 BUSINESS ENGLISH EXERCISE 41 Bring to class quotations from some book that you are reading, including at least three examples of each of the fol- lowing : predicate nominative, direct object, word or phrase in apposition. 31. Possessive case. The possessive case as a rule denotes real ownership and hence is usually applied only to things really alive. Thus, we say '' the man's house " and '' the door of the house." As a rule we do not say ''the house of the man" or ''the house's door." There is also often a distinct difference in meaning between the noun in the regular pos- sessive and the noun preceded by ^ (" the president's public reception," "the public reception of the president") ; but such expressions as "day's work," "month's trip," "three years* contract," "two hours' walk," "a moment's delay," etc. have the sanction of good usage. When the noun denotes a quality, an act, or the like, either the possessive form or the ^-phrase is correct : as " Anne's kind- ness," "the kindness of Anne " ;' "the president's sickness," " the sickness of the president." EXERCISE 42 Write the possessive case, singular and plural, of any ten of the following words : (commander- in-chief's, commanders- in-chief 's). commander-in-chief American woman clerk mother-in-law accountant farmer hero government employee Jones man stenographer brother sheep lady EXERCISE 43 — Oral or Written Use the names of ten classmates in possessive phrases ; as, John Smith's book. APPLICATION OF GRAMMAR 35 EXERCISE 44 Make a list of ten business firms and use each in the posses- sive case ; as, " Wanamaker's new store " ; " Milton and Burrows' spring opening." Distinguish this use of the possessive with a firm name from that in such sentences as '* Simms's and Jones's stores are both doing a good business"; or, '* Neither Hascall nor Babb's geography is now used." EXERCISE 45 As seems best, use the possessive case or the preposition of (' President McKinley's second term " ; '' invention of printing") to express relation between the words in the following : President McKinley, second term ; invention, printing ; ac- counting, method ; day, pay ; Merrill, store ; mayor, office ; three year, saving ; the house, foundation ; the United States, government ; California, seaports ; the city clerk, rooms ; the knife, handle; the cow, horns; the store, heating system; a plumber, bill; an agent, expenses; janitor, duties; a church, steeple ; the state, capital ; auctioneer, announcement ; jury, ver- dict ; store, owner ; teacher, advice ; book, cover ; Burns, poems ; Mr. Jones, house; pupils, books; senator, term; doctor, prescription. EXERCISE 46 Make a list of twenty possessive forms that you find in adver- tisements, on store signs, or on delivery wagons. Note the number of each, whether singular or plural. Do you find these forms always correctly used ? EXERCISE 47 Copy the following, inserting apostrophes where needed : 1. Do you like the Joneses house ? 2. The child hurt its finger. 3. My brothers are staying at Toms bungalow. 4. I lost my sisters glove. 36 BUSINESS ENGLISH 5. Jamess horse is in the farmers stable. 6. An employers interests should be an employees. 7. His mother-in-laws sisters are teachers in a girls school. 8. The Rockway Life Insurance Company s statements are reliable. 9. Potter and Johnsons stores were burned. 10. Websters and Worcesters dictionaries are widely used. . 11. Pass me Johns hat. 12. I have examined the cashiers account. 13. His store is at Simmonds Corner. 14. There were brisk sales of ladies slippers and mens coats. 15. Childrens games and womens coats are found on the fourth floor. 16. The womens association keeps a directory of desirable girls schools. 17. He began work as an office boy in his father-in-laws store. 18. I studied last winter at Brigham and Coulters Business School. PRONOUNS EXERCISE 48 Copy the following sentences and substitute /, my, me, myself, he, his, him, or himself for the asterisks. Justify your choice. 1. John and * went to dinner together. 2. * wished to be remembered to both Mary and *. 3. Please help * to get down or * may hurt *. 4. Between you and *, * is a poor salesman. 5. ^ is a better writer than *. 5 6. Did William or * receive the promotion ? 7. * saw the accountant and * coming down the street. 8. Thank you, but * wish to tell * about it *. 9. Who is there ? *. 10. Will you let Tom and * have * ball ? 11. * prefer to do it *. APPLICATION OF GRAMMAR 37 EXERCISE 49 - Oral or Written Substitute sAe, her, herself, they, their, them, or them- selves for the asterisks, according to the directions in Exercise 48. 1. Next summer the other girls and * are going to the seashore. 2. It was * who bowed to *. 3. * promised that * would not send anybody else, but said that * would come *. 4. Would you pay the bill if you were * ? 5. The firm gave * all a holiday. 6. * said that * would count the cash for *. 7. If * will not help *, who can help * t 8. * should not try to do more than *. 9. Who told * to go 1 10. The elder woman is *. 11. I asked * to go because I thought it ought to be * who first met *. 12. * has as much work as * to do ; in fact, * share is more than that of the rest of * all together. EXERCISE 50 Substitute for each asterisk the proper form of a personal pronoun (/, yotc, he, she, it). Indicate the fact when more than one choice is possible. 1. Everyone has gone except * and *. 2. Let * and * go to the store if * will not go. 3. Is * * whom * wish to see t 4. * said that * and * might stay. 5. * am sure * could not have been * who spoke to *. 6. The assistant buyer has left word for * and * to call at * office at five o'clock. 7. * said that * knew * was * by * voice. 8. * will call and take * and * visitors to see the celebration. 9. * are almost as expert as *, but * both have much to learn before * can handle a typewriter as rapidly as * does. 38 BUSINESS ENGLISH EXERCISE 51 In the following sentences substitute the proper form of the pronoun who wherever asterisks occur, and give the reason for your choice. 1. * do you think will be chosen ? 2. * hat is that ? 3. The prize will go to the person * sells the most. 4. To * would you give the prize ? 5. * won the prize ? 6. Do you remember * he chose ? 7. I do not know * you mean. 8. I could not see * said it. 9. From * can this telegram be ? 10. * do you say brought the letter t 11. I don't know * to ask for the parcel. 12. He gave the purse to the man * name was written on the goods. 13. They have found the man * they think took the goods. 14. * do you wish to see ? EXERCISE 52 Substitute the correct pronominal forms (his, her, their) for the asterisks in the following sentences : 1. Every pupil will now pass in * work. 2. The pupils will now pass in * work. 3. Every girl must present a specimen of * work in drawing. 4. Each boy and girl employed in the wrapping department received an extra dollar in * envelope. 5. Every man and woman is responsible for * own success or failure. EXERCISE 53 I. Compare the following sentence with 4 in Exercise 52 and choose the one that you prefer : All boys and girls in the wrapping department received an extra dollar in their envelopes. APPLICATION OF GRAMMAR 39 2. Rewrite 5 in Exercise 52 in the same way as 4 has been rewritten in (i). EXERCISE 54 Copy and bring to class the ten best sentences you can find in your reading to illustrate the principle that a pronoun agrees with its antecedent in number. ADJECTIVES AND ADVERBS EXERCISE 55 Be prepared to give the other two forms of any one of the following words : Comparative Positive bad (badly, ill) good late litde much, many old well worse better later, latter less, lesser more J older [ elder better Superlative worst best latest, last least most r oldest \ eldest best EXERCISE bQ — Oral or Written Form the comparative and superlative of the following adjectives and adverbs. Use ten of these forms in sentences. Remember that the comparative degree is used when two sub- jects are compared and the superlative when more than twc are compared. foolish stupid good fast greedily scared funny apt stupidly boldly angry real common strong warm bold awkward healthy littie dry prominent worthy hard fine 40 BUSINESS ENGLISH EXERCISE 57 — Oral or Written Point out each adjective and adverb in the following sen- tences, indicate its degree of comparison, and write its positive- its comparative, and its superlative : 1. As he was much larger than I, he could run much faster. 2. The shrewdest business men are not the most reckless. 3. Stocks are low at present, but they rise quickly after the Western harvest is over. 4. He is six feet tall and in every way large for his years. 5. The well is much deeper than I thought it was. 6. The hurdy-gurdy man played a lively air, and the merry little children could remain quiet no longer, but gathering in noisy groups on the green, they danced gleefully the old peas- ant dances and made more lovely, because more human, the enchanting autumn afternoon. 7. I am very sorry that an earlier engagement will make it impossible for us to arrive sooner. 8. A little learning is a dangerous thing. 9. The country became rougher ; the people, more savage ; and the water and food, the worst we had yet experienced. EXERCISE 58 Substitute adjectives or adverbs for the asterisks and be ready to compare the words you have inserted. 1. He talked * loud and * louder than was necessary. 2. It is not so * as it was yesterday. The weather fore- casts say * rain to-morrow. 3. He is the * boy in his class. 4. Which is *, a pound of feathers or a pound of gold ? 5. New York is the * city in the United States. 6. Who is the *, you or your brother ? 7. February is the * month of the year; July is one day * than June. 8. Of all metals iron is the most *. 9. I sat * the door than he did, and was, of course, * from the speaker. 10. The Volga is the * river in Europe, but the Mississippi is much * than the Volga. APPLICATION OF GRAMMAR 41 VERBS EXERCISE 59 Rewrite the following sentences, using only active forms of the verbs. Add any expressions necessary to make your sen- tences clear. Point out the rewritten sentences which you consider an improvement on the originals. 1. Your letter was received yesterday. 2. I had been warned that the excuse would not be accepted by Mr. Jordan. 3. The market has been weakened by the discouraging crop reports that have been sent in from the West. 4. The building was insured for less than one half its value. 5. With the proofs are inclosed two leaflets explaining the routine of our Composing Room and Proofreading Department. 6. Our information is carefully compiled and is secured from the most reliable sources. 7. The best way for complete information to be secured about any stock is to write for our special report. EXERCISE 60 1 . Write five sentences, using active forms of five or more of the verbs on pages 43-45. 2. Write five sentences, using passive forms of five or more other verbs in the same list 3. Select from the same list five verbs that may be used either in the active or in the passive voice. Write sentences to show that the verbs selected may be used in either voice. EXERCISE 61 From any of your textbooks select a page and make a list of all the verb-phrases you find. Why are these called verb-phrases > INFINITIVES AND PARTICIPLES EXERCISE 62 Substitute infinitives for the asterisks in the following sentences : 42 BUSINESS ENGLISH 1. It would be easy * the difficulty. 2. * the difficulty would be easy. 3. He requested me * next day. 4. Tell him * you the receipt. 5. He wishes * now. 6. This is the way * it. 7. I wish you * in the next room. 8. He was trying * him an explanation. EXERCISE 63 Make a list of the infinitives in the letter on page 1 1 2 and tell whether each is present or present perfect. EXERCISE 64 — Oral or Written Tell the part of speech of each of the italicized words in the following sentences : 1. I see them writiiig. 2. I see their writing. 3. I like to see him walkifig. 4. I like to see his walking. 5. We told them about Julia's mailing the letter. 6. We saw John mailing a letter. EXERCISE 65 -Ora/ Pick out the verbal nouns and the verbal adjectives in the following sentences and explain your choice in each case : 1. He made his money by fishing. 2. The fishing industry on the Columbia River is very important. 3. He recommended trading with the local dealers. 4. When trading in the city he always compared the goods offered by different stores. 5. Selecting the least-exposed portion of the beach, they pushed off. 6. Having sought in vain the kind of house he wanted, he finally began building to suit himself. 7. Reading in the paper an account of his friend's fine playing, he wrote at once, congratulating him. APPLICATION OF GRAMMAR 43 EXERCISE 66 Bring to class clippings which contain a number of verbal adjectives and verbal nouns. Be ready to explain them. EXERCISE 67 Make lists of words ending in ing in selections on pages 1 1 6-1 17 ; give to each word listed its correct grammatical name. EXERCISE 68 Point out the errors in the following sentences and rewrite the sentences correctly : 1. Replying to your telegram of June i, the carload of flour was shipped the same day. 2. Rushing breathless to the station, the train pulled out before our disappointed party. 3. Having told him why I had called, he began to show reviving interest. 4. Granting what you say to be true, his letter does not excuse his delay. 5. Admitting what you said, the argument does not appeal strongly to me. PRINCIPAL PARTS OF VERBS EXERCISE 69 3e prepared to write from dictation the following verbs Present Past Past Participle awake awoke, awaked awaked, awoke be was been bear bore borne beat beat beaten begin began begun bid (at an auction) bid bid bid (command) bade bidden blow blew blown break broke broken bring brought brought 44 BUSINESS ENGLISH Present Past Past Participle buy bought bought choose chose chosen come came come cost cost cost do did done draw drew drawn drink drank drunk drive drove driven eat ate eaten flee fled fled fly flew flown flow flowed flowed forbid forbade forbidden forget forgot forgotten get got got go went gone lay laid laid lie lay lain lend lent lent loan loaned loaned pay paid paid prove proved proved ride rode ridden ring rang rung rise rose risen raise raised raised run ran run see saw seen sell sold sold shrink shrank shrunk shake shook shaken show showed showed, shown sit sat sat speak spoke spoken spring sprang sprung steal stole stolen swim swam swum take took taken J^ APPLICATION OF GRAMMAR 45 Present Past Past Participle tear tore torn think thought thought throw threw thrown weigh weighed weighed write wrote EXERCISE 70 written Write the principal parts of the verbs in the following list and state whether the verb is regular or irregular : undertake compel mean burn speak prove come talk finish drink shut get begin raise dive see think steal flow fly lie (tell a falsehood) bring nail go lie (recline) light rise be fly flee flow prove EXERCISE 71 -Oral In the following sentences, (i) name the tense of each itali- cized verb ; (2) change the verb to some other tense, and name the tense ; (3) give the principal parts of the verb : 1. It degan to rain. 2. I f/iin/^ you are mistaken. 3. Our team dea^ the visitors. 4. He h'd ten dollars on the watch. 5. The wind /las blown all night. 6. Birds y?)/ south in autumn. 7. He had driven the nail into the floor. 8. I will shake the rug myself. 9. The sailor swam to the boat. 10. The witness was proved unreliable. 11. Do as you are told. 12. He knew that I was wrong. 46 BUSINESS ENGLISH EXERCISE 12 -Oral Explain why it is useful to know the principal parts of a verb. Illustrate your statements by showing that '' I have sung " is correct and that '' I have sang " is incorrect. EXERCISE 73 Make lists of the auxiliary verb forms, participial forms, and infinitive forms in the selections given below. Ability to operate a typewriter will increase the value of any office worker, but a high degree of skill should be attempted only for those who expect to become stenographers or typists. Habits of accuracy, neatness, attention to details, and rapidity of motion can be stimulated through typewriting practice. No other com- mercial subject appeals so strongly to the younger pupils, and through the interest thus created the pupil may be held in school longer and thereby secure more thorough preparation for business. Modern commerce, in its magnitude and complexity, demands a broad and thorough education of those who aspire to positions of responsibility. In the past the young man entering business could learn the routine of his calling by beginning as a clerk in some office or business house. Today he needs a much broader education than can be obtained from the narrow specialization ordinarily prevailing in office or shop. It is not enough to know something of commercial methods. The principles which under- lie business practice must be systematically and carefully studied. VERB SYNTAX EXERCISE 74 1 . Write the first person singular, all tenses, indicative mood, active voice, of the verb strike, (Indicative, active, present : " I strike.") 2. Write the third person plural, all tenses, indicative mood, active and passive voices, of the verb telL (Indicative, active, present : " They tell " ; indicative, passive, present : *' They are told.") APPLICATION OF GRAMMAR 47 EXERCISE 75 1 . Write the active voice complete of the verb write. (Active, indicative, present : *' I write, you write, he writes ; we write, you write, they write.") 2. Write the passive voice in the third person singular of the verb sell, using the subject it (Passive, present, third, singular : '' It is sold.") EXERCISE 76 On a sheet of paper ruled as shown below make a list of the finite verbs in the selection on page 13. Give the person, number, tense, mood, voice, and principal parts of each verb. Verb Person Number Tense Mood Voice Principal Parts will increase third singular future indicative active increase, increased, increased 32. Shall and will. The verbs shall and will deserve par- ticular attention, owing to the common confusion of the two functions of each verb. Shall and will express 1. Tense: they form with the infinitive (without to) the future tense of any verb. I shall go. He will go. (Go is the infinitive without to^ 2. Mood : they sometimes express determination, willingness, or desire, I will go. He shall go. 48 BUSINESS ENGLISH The following are the general rules for the use of shall and will\ 1 . Independent clauses and simple sentences. In independent clauses and simple sentences ' shall ' in the first person and ' will ' in the second and third persons denote futurity ; ' will ' in the first person and ' shall ' in the second and third persons denote deter- minationf willingnesSy or desire. This rule may be shown as follows : Simple Futurity Determination, etc. Singular Plural Singular Plural 1. I shall go. We shall go. i. I will go. We will go. 2. You will go. You will go. 2. You shall go. You shall go. 3. He will go. They will go. 3. He shall go. They shall go. 2 . Dependent clauses. When a second speaker reports the words or ideas of a first speaker ^ the second speaker uses shall if the first speaker used shall, will if the first speaker used will. In other wordSy where direct discourse is changed to indirect discourse shall and will remain unchanged. First Speaker I s/iall go. (Direct discourse.) Second Speaker He says he skall go. (Indirect discourse.) First Speaker I will not go. Second Speaker I believe he will not go. 3. Questions, (a) In the first person shall is usually the correct word in asking questions. S/iall I close the door ? S/iall we ask her advice ? (d) In the second and third persons, use shall if shall is expected in the answer; use will if will is expected. Will you go with us ? (I will.) Sliall you be able to come ? (I s/iall) Will your store close at five o'clock ? (It will,) ^: APPLICATION OF GRAMMAR 49 4. Should and would. * Should ' and < would 'follow the same general rules as < shall » and < will,' ' should ' corresponding to ' shall ' and ' would ' ^o ' will.* He said he should go. (Future.) I do not believe he would go. (Determination.) It must be remembered, however, " that should \^ sometimes of ought. He should be more careful. used in the sense of ought. EXERCISE 11 -Oral Explain the meaning of the italicized words in the following sentences : 1. When the hunger and thirst of a shipwrecked person have been satisfied, he will still be conscious of other needs. 2. I will go with you. 3. The sun will set at about seven o'clock. 4. I shall be ready at noon. 5. Not only will hot food and drink warm the body, but any food will enable the body to keep up its heat. 6. You will be expected to report at seven sharp. 7. It is necessary to a successful business that its adver- tising shall be truthful. 8. Fuel, as we shall see, is one of the important articles of commerce. 9. It is intended in this school that the student shall utilize the knowledge he already has. 10. If a person were investing money, he would want to know first the character of the person with whom he is to deal. 11. I would not do that if I were you. 12. Do you think he will come ? 13. He thought James would come. 14. Will {shall) you apply for an increase in salary ? 15. Do you think he should ask for more salary > 16. Shall I wait for you t 17. Will you wait for me ? so BUSINESS ENGLISH 18. If you should depend entirely upon yourself, you would have no books unless you should write them, no music unless you should compose it, no games unless played alone. 19. This store shall stand for the traditions built up through half a century. EXERCISE 78 - Oral or Written Substitute shall or will for the asterisks in the following sentences and be ready to justify your choice : 1. John * be there on time. 2. * John be there on time ? 3. I think it * be a fine day. 4. I think he * be here on time. 5. He says that he * send the money on Thursday. 6. * you get me the red ink ? 7. They * be late if they don't hurry. 8. * we be late t 9. You * bring the receipt book to the office. EXERCISE 79 — Oral or Written Substitute should or would for the asterisks in the following sentences and be ready to justify your choice : 1. If you * fail to keep the appointment, it * seriously inconvenience me. 2. He thought it * be a fine day. 3. They * like to have your answer now. 4. You * remember the old saying : He who by the plow * thrive Himself must either hold or drive. 5. Louis * make a good salesman, but I doubt if he * care to accept your proposal. 6. I feel it * be wasting time to carry the discussion further. 7. What * you do in a similar situation ? 8. I know you * do better if you * go yourself. 9. * I do it myself ? 10. Finally, we decided we * walk the whole distance. APPLICATION OF GRAMMAR 5 1 EXERCISE 80 Write six sentences illustrating uses of shall, will, should, and would, EXERCISE 81 Copy from one of your textbooks six sentences illustrating the uses of shall and will. Report which uses seem the easier to find. EXERCISE 82 -Ora/ Comment on the following sentences and correct them : 1. I will be pleased to have you call. 2. I will be pleased to receive your letter. 3. We will be sorry to hear that you cannot come. 4. We will enjoy having you on our sales force. 5. I will tremble when I enter his office. 6. I would prefer to remain in my present position. 7. I would be glad to have you come. 8. We would say in reply to your letter that the goods were forwarded on the twenty-first. 9. I would like to have you call at my office. CHAPTER III PUNCTUATION The tendency today is to use few punctuation marks. " Too little rather than too much " seems to be a popular motto governing punctuation, especially in business writing. This is particularly true of the comma, a mark liable to be overworked by the inexperienced writer. 33. Value of punctuation. The rules of punctuation are not arbitrary, but are based on common sense. This permits a certain variety in the choice and use of some punctuation marks, but nobody is for this reason to suppose that he may be a law unto himself in punctuation. In general, the art of punctuation is designed to make reading matter clearer and easier to read. Without it almost any page of written matter is difficult to understand and is taxing to the eye, as the follow- ing selections will show : Rotterdam is not a beautiful city nor is it thoroughly Dutch for it carries on commerce with too many countries of the world and is visited daily by too many foreigners for it to keep its Dutch characteristics if you do not like sailors and sailor ways do not go to Rotterdam for they are everywhere and hundreds of ships lie at the docks are towed or poled slowly through the dark water of the canals between the rows of boats on either side or sail proudly out of the harbor toward distant lands those bound for the United States carry great quantities of hides and skins spices from the Dutch colonies of the Far East cheese rice and many other things among the important exports are bulbs seeds roots and plants for the Netherlands is famous for these products. — Allen, " The New Europe " 52 PUNCTUATION 53 Where adopted suffrage equality has been successful. I will accept your excuse and your grade will probably be changed by the instructor. The check which you regret has not yet come through will be sufficient receipt. This morning we saw our friend Brown hurrying along the street brows knit and mind apparently full of profit and loss two boys were passing a baseball one missed a catch and the ball rolled toward Brown we saw him go down for the ball almost as neatly as Hollocher or Groh would have gone down we saw him rise and throw the ball back to the boy just for that second Brown thought he was playing ball again we do not flatter him by saying that both the stop and the throw were as good as any he ever made and then we saw him smile and walk to his office with his head up his whole day had been brightened what we all need is more play COMMON PUNCTUATION MARKS The following punctuation marks are in common use : period (.), comma (,), semicolon (;), colon (:), dash ( — ), inter- rogation point (.?), exclamation point (!), quotation marks (" "). Note. The hyphen, the apostrophe, and italics, although not really marks of punctuation, may be conveniently treated in this chapter. In the following arrangement the period shows the greatest degree of separation, the comma the least : period, colon, semi- colon, comma. The interrogation point and the exclamation point, like the period, may complete a sentence, and, like the comma, they may occur between words in a sentence. 34. The period. The period (.) is used as follows : 1 . At the close of a sentence. ' The mill is open. 2. After almost every abbreviation. Mr., R.I., acct. 54 BUSINESS ENGLISH 35. The comma. The comma (,) is used as follows : 1 . To separate a series of words, phrases, or clauses. I sold a bat, a ball, and a baseball glove. Modern business men have adopted many inventions for saving time, reducing labor, and lessening expense. An account is kept with the bank, deposits are made, and checks are drawn. 2. To separate words or phrases that express contrast which is especially emphatic. Pay the expressage on the first order, but not on the second. 3. To set apart parenthetical expressions when the degree of separation is too slight to warrant the use of parentheses or dashes. The following expressions may be classed as paren- thetical and therefore should be set apart by commas : a. Many adverbial expressions. I consider your letter, if I may say so, entirely uncalled for. He says, however, that he will allow you wholesale prices on your next order. b. The relative clause that is descriptive. Long, intricate sentences, which usually require complex punctuation to make them plain, should not be used. But if the relative clause is restrictive, that is, plainly restricts the main subject to some particular class or thing, no comma is used. Sentences that require a complex system of punctuation should be avoided. c. Words in apposition. We refer you for further information to our representative, Mr. Henry L. Pierce, who will call on you this week. 4. To set apart informal or short direct quotations. The vital question will be, " Did you make the sale ? " I will quote a maxim that fits this case, *' Easy buyers make hard collections." PUNCTUATION 55 5. Sometimes to separate the parts of a compound sentence when thes§ parts are simple and closely connected in meaning. A receipt need not be taken when an account is paid by check, but it may be properly asked for if desired. 6. To take the place of omitted words when the pause at the omission is a marked one. Some firms require detailed reports ; others, nothing. 7. To separate each group of three figures from the next group in a sum expressed in figures. (The figures denoting cents are preceded by a period.) Note. For the use of the comma in the heading, address, and compli- mentary close of a letter, see models, pages 176, 177. EXERCISE 1 Copy and insert commas and periods in the following selection. Be prepared to give the rules for the marks which you use. The United States mines over half of the world's yearly output of copper Michigan Montana and Arizona are the chief states in which it occurs on the Keweenaw peninsula there is a copper district seventy miles long and from three to six miles wide the Indians have taken copper from this region for many ages and their mines sometimes with great lumps of copper in them which the Indians have been unable to lift out were discovered by the whites when they came in Montana there is a district called Butte which is the greatest copper camp in the world the copper mined in Arizona does not come from one particular place but from many different localities within the state. Gold occurs all over the world but chiefly in volcanic dis- tricts it may be found embedded in rock sometimes in nuggets and again in small particles as the rock wears away the gold is washed into some neighboring stream where it soon becomes mixed with sand and gravel by shaking the sand about in pans it is possible to separate the particles of gold for being heavier than the rest they sink to the bottom and may then be separated out. — Keller and Bishop, " Commercial and Industrial Geography" S6 BUSINESS ENGLISH 36. The semicolon. The semicolon (;) is used as follows : 1. To separate the members of a long compound sentence when these members are complex or contain in themselves com- mas, when commas are not sufficient to make the meaning clear. Close punctuation, characterized especially by the use of commas, was common in English in the eighteenth century and is the rule in present French usages ; but open punctua- tion, characterized by the avoidance of all pointing not clearly required by the construction, now prevails in the best English usage. 2. To separate short independent sentences closely connected in meaning. One of these great transcontinental roads is designed to trav- erse the Dominion of Canada; the other is planned to cross the United States. Note. When the sentences are short, simple in construction, and so closely connected in meaning that the semicolon seems to give too great a degree of separation, the comma may be used. 3. Before a series of words in apposition with a general term introduced by as, viz,, i.e., or similar expressions. We handle four grades of flour; viz. King Philip, Great Western, Everybody's, and Baker's Best. EXERCISE 2 Copy and insert semicolons and commas in the following : Not only animals are adapted to the regions in which they live plants show the same adjustment. The plant which grows in the desert is able to exist on a small quantity of moisture its stalk and leaves are glazed and shiny which means that they are so constructed as to lose by evaporation very little of the moisture which they contain. We have a saying that " a Jack of all trades is master of none " that is he can do a great many things fairly well but nothing extremely well. PUNCTUATION 57 The wool-raising regions of this country are in the first place unfavorable for manufactures and secondly they are unable to furnish us with all the wool we need. The first overshoes imported into this country were made of a single piece of rubber today a rubber shoe has seven or eight different parts and a rubber boot over twenty. 37. The colon. The colon (:) is used as follows : 1. Before a formal enumeration, which is often introduced by some such expression as this, these, or as follows. Our position in regard to the present value of your plant is based on some such argument as this : depreciation applies to all forms of personal property, such as buildings, machinery, furniture, and fixtures of all kinds. 2. Before a direct quotation of a formal nature. Huffcut says on this very point : ^' An infant is a person under the age of twenty-one. In many states women become of age at eighteen or even younger if married." *^ We hold these truths to be self-evident : That all men are created equal; that they are endowed by- their Creator with certain inalienable rights; that among these are life, liberty, and the pursuit of happiness." 3. To separate from the rest of the sentence an explanatory clause that is not introduced by a conjunction. (Such a use of the colon indicates a wide degree of separation - between what precedes and what follows it.) We ask you to visit our sample rooms and examine our goods for yourself : investigation does not weaken a good cause. 4. Between the hour and minutes when time is expressed in numbers. (The period also may be used.) 12 130 P.M. 7 : 45 ^•^•• Note. The colon is seldom used in business writing to separate the parts of a sentence. The business sentence should be simple, and the use of the colon implies complicated structure peculiarly unfitted for business writing. There is also a marked tendency today to use a semicolon where a colon was formerly used. Thus, in the sentence illustrating the third rule for the colon, a semicolon may take the place of the colon. 58 BUSINESS ENGLISH EXERCISE 3 Copy and insert semicolons and colons in the following : The salaries of the justices of the Supreme Court are as follows first and second districts, $17,500 remaining districts, $7200 but nonresident justices sitting in the appellate divisions of the first and second departments receive the same compensation as the justices in those departments. Copy from the text of this book three selections that illus- trate uses of the colon. Omit all punctuation marks and pass your paper to some other student, who will punctuate and return it to you for correction. Write a sentence in which you mention all the subjects you are studying. See if you can make a colon an appropriate part of your punctuation. Quote in writing a good business maxim. Use a colon. 38. The interrogation point. The interrogation point (?) is used as follows : 1 . After a question or after each of a series of questions. Will you accept our offer ? What is your best quotation on flour? on salt in bulk? on corn meal for fall delivery ? 2. To express doubt as to the accuracy of a statement. His address is 52 (?) Quentin Avenue. 39. The exclamation point. The exclamation point (!) is used as follows : 1. After an expression of strong emotion. What delightful news ! 2. To denote sarcasm. Of course your argument is sound ! However, we are so unreasonable as not to admit it. PUNCTUATION 59 EXERCISE 4 Copy and punctuate the following : 1. May I have some paper 2. I should like to have some paper 3. Please answer the following questions Are your prices lower than his Are your goods better 4. That is just what I want 5. Do you not know that bills should be receipted 40. Quotation marks. Quotation marks ('' ") are used as follows : 1. Before and after every direct quotation. Speaking of punctuation, Genung says, '' There are two marks or indications of completed structure : the capital and the period." 2. To inclose the titles of books. HilFs great work is *' The Foundations of Rhetoric." Note i . There is a growing tendency to omit quotation marks before and after book titles, particularly where they are not an aid to clearness : I am sending you a copy of Phelps's World War. Note 2. When a quotation is included within another quotation, the former is inclosed by single quotation marks. A quotation placed within the second quotation is inclosed in double quotation marks, and so on. He wants us to answer the following question, " What is meant by * Bulls ' and ' Bears ' ? " 41. The dash. The dash ( — ) is used as follows: 1. To indicate a sudden change in thought or construction. As for the rest — well, you must use your own judgment. 2. To mark a degree of separation greater than that indicated by the comma and less than that by parentheses. 42. Parentheses. Parentheses ( ) are used to inclose explana- tory matter that may be omitted without changing the gram- matical structure of the sentence. Sir Isaac Pitman (1813-^1897) was knighted for his great services to stenography. 6o BUSINESS ENGLISH 43. Brackets. Brackets [] are used to inclose matter in- serted by some person other than the author. " He [Pitman] was greatly interested in the subject of re- formed spelling." 44. The apostrophe. The apostrophe (') is used as follows : 1. As a sign of the possessive case. The ladfs glove The ladies^ gloves 2. To indicate the plural of letters, figures, and signs. Make your 8's plainer and dot your i's. 3. To mark the omission of a letter. don't (do not) doesn't (does not) o'clock (of the clock) EXERCISE 5 Copy and punctuate the following : 1. The pamphlet issued by the postmaster general says it is unlawful to send an ordinary letter by express or otherwise outside of the mail. 2. Crabbes Synonyms is a valuable book for the study of words. 3. That country says Ruskin is the richest and noblest which nourishes the greatest number of noble and happy human beings. 4. A Peerless chimney is easily cleaned but not easily broken. 5. One politician when taken to task for not working in his office cynically replied Work why I worked to get here. 6. We are entirely satisfied but you knew that when you received our last order. 7. These cities New York Chicago Boston and Philadelphia are among the worlds great business centers. 8. Walter or Walt Whitman 18 19-1892 was born at Hunt- ington Long Island. 9. He Muzzey declares that the discovery of America was an accident. PUNCTUATION 6 1 10. The presidents message was received with favor at least no one objected to it. 11. The superintendents office the door of which we just passed is too easy of access it should be on the top floor. 12. You cant improve your handwriting unless you take more care. If you persist in making your ms and ns the same and OS like as you cannot expect to pas.s in penmanship. 13. Would you learn of a new and safe investment then fill out the inclosed card and mail it to us at once. EXERCISE 6 Copy and punctuate the following selection : I sat in the New York office of the largest company in America that makes a business of buying and recovering scrap- metal the telephone rang some one at the other end offered carloads of old brass Make it a quarter of a cent less and 111 take it said the man at my end Apparently the man at the other end did make it a quarter of a cent less the receiver was hung up with evident satisfaction How much did that transaction involve I asked About fifteen thousand dollars When do you pay him on delivery I suppose He will get ninety per cent of his money now the rest when delivery is made But why do you pay him before he delivers anything Its the custom of the trade the chances are that he hasnt a pound of the metal that he sold me he has merely an option on a lot of it if we didnt finance the transaction the game would be so much the harder to play there certainly would not be the same incentive for the small man to ransack the country for wastes But suppose he cashes your check and decamps He wont Why wont he Because in the fifty-two years during which we have been dealers on a large scale our losses through dishonesty have been negligible what is more we never see the scrap that we buy until it arrives at one of our yards or warehouses 62 BUSINESS ENGLISH By the powers here is business that is considered so far beneath the dignity of Americans that few of them engage in it and then only in the more polite scrap-iron branches of it and yet over all its fumes its rust its cough-breeding dust hangs the mantle of honesty 45. Capitalization. Begin with a capital letter the following : 1 . The first word of every sentence, of every line of poetry, of every formal resolution ; as. Resolved : That it is the sense of this meeting, etc. 2. Proper names in general, including the names of the months and days of the week. Note i . The names of the seasons are not begun with capitals. Such words as east^ west^ northwest^ etc. are capitalized when they are used as the names of certain sections or countries, but not when they indicate merely direction. The West is a great country. The building faces the west. Note 2. When the title of a book contains more than one word, only the important words are capitalized. Smith's " Business English and Correspondence " Dickens's " The Cricket on the Hearth " 3. Most adjectives derived from proper nouns. The latest Parisian styles. A good piece of Dresden china. 4. All titles of respect, honor, or office ; such words as mayor, president, and chairman when used as a substitute for a proper name or when preceding a name. I have just sent a letter to The Honorable John S. Norris. It gives me great pleasure to introduce the speaker for the evening, President John W. Krantz, of the firm of Wilson and MacCormack. 5. The pronoun /and the interjection O, Note. Common nouns and adjectives often begin with a capital letter when they are the important words of definitions. PUNCTUATION 63 EXERCISE 7 Copy and punctuate the selections on pages 52, 53. 46. Italics. To indicate italics in written or typewritten manuscript, place a straight line below each word that is to be italicized. The following expressions are commonly italicized in the body of a paragraph : 1. The title of a book. Be sure to italicize the exact title. If it includes an article {a, an, or the), see that the article is italicized. Scott's Monastery The Arabian Nights'* Entertainments Note. On page 59 it has been said that titles of books may be inclosed in quotation marks. Either italics or quotation marks may be used, but not both. On some occasions both may be omitted, however ; see note i , sect. 40. 2. Names of ships. He booked a passage on the Mauretania. 3. Titles of newspapers and periodicals. The Sun The New York Herald Note. Do not italicize the article the or the name of a city unless it is a part of the title. The New York Evening Post The San Francisco Examiner 4. Any word that requires special emphasis. In such in- stances, however, italics should be used very sparingly. I wish you to write at once as to what your intentions are. EXERCISE 8 Copy, punctuate, capitalize, and italicize the following : 1. Last summer I read the new york daily world every day 2. I have studied algebra typewriting english and history 3. I see by the Cleveland republican that there are many Ohio people going abroad on the carmania 4. Is there anything to prevent your going now 64 BUSINESS ENGLISH 5. The book I am reading is kidnapped by r 1 Stevenson 6. We request that you examine the thread give it a trial and let us know your opinion 7. The inclosed samples show the quality of our stationery which compares favorably with that made by the same process elsewhere may we have the pleasure of hearing from you 8. You may reach me by writing to the address given above or by telephoning to me at macon 183 m or stoneham 211 r between 8 am and 2 pm 9. Probably no gift of the earth has been the source of so much happiness and misery so great joy and sorrow as the yellow metal gold because of the power it brings men have fought and died to obtain it with this aim in view no sacrifice has been too great no hardship too terrible to endure the dis- coveries of gold in California in australia and later in alaska and Canada have furnished stories of daring of endurance or perils fit to rank with those of sindbad the sailor and aladdin or the wonderful lamp 10. The committee on business education holds that english is the most fundamental universal and important subject of the commercial curriculum it is the one subject without which all the others would be of lessened value the committee therefore recommends that english be required from the first of the seventh year to the end of the twelfth year and that it be given first place in all considerations of time and methods of study CHAPTER IV SPELLING AND THE USE OF WORDS I. SPELLING 47. Standards of spelling. There was a time when there were no set rules for the spelHng of EngHsh words. Chaucer, the first great writer in EngHsh, wrote so common a word as when both whan and whanne, and Caxton, the first EngHsh printer, spelled book as boke and booke. Worcester calls attention to the fact that '' in the translation of the New Testament, by Tyndale, who was distinguished for talents and learning, the pronoun it is spelled in no less than eight different ways, as follows : it, itt, yt, ytt, hit, hitt, hyt, hytt ; and in some cases four or five of these different modes are to be found in the same chapter." But today, while the spelling of English words may often seem absurd or cumbersome, the accepted forms are usually invariable. In this particular the American business man remains conservative and conforms to good use as indicated by some standard dictionary. Bad spelling is objectionable to some persons who will over- look more serious faults. A misspelled word has caused many a letter to receive scant attention. The applicant for a position who puts an e in salary or an extra c in recommefidation is likely to be set down as careless or ignorant. 48. Correct spelling. "" Spelling," says Alonzo Reed, " is chiefly a habit of the eye, and is of practical use only in writ- ing. The pupil should therefore be trained to see word forms correctly and to reproduce them on slate or paper till correct writing becomes easy and natural." Great readers are usually 65 66 BUSINESS ENGLISH good spellers, as their eyes are accustomed to correct forms, and a word incorrectly spelled looks ''wrong" to them. To improve spelling one should 1. Consult the dictionary when in doubt. 2. Divide a doubtful word into syllables after consulting the dictionary. 3. Learn to pronounce every word correctly. 4. Use a troublesome word until its correct spelling is familiar. 5. Keep a list of all words that prove troublesome. Students need not be discouraged by their blunders in spell- ing ; these blunders are likely to occur in a small number of words (from twenty to fifty). 49. Syllabication. It frequently becomes necessary to divide a word at the end of a line. This demands a knowledge of syllabication, or the division of words into syllables. Here, as in compounding words, we must depend on observation and consult the dictionary when in doubt. The following principles may assist in syllabication, but they are not exhaustive, and the student should consult some standard dictionary for a more detailed treatment of the subject. 1 . Combinations of letters that are pronounced together must not be separated. Right in-struc-tion prin-ciple ex-cept Wrong instr-uction pri-nciple exc-ept 2. Words of one syllable are not divided. ran train store 3. A single letter should not be separated from the other letters of a word. Right evolve about Wrong e-volve a-bout 4. When a consonant is doubled, one of these consonants may usually be separated from the other. para/-/el com-mif-tee Note. But words like dwellifig are divided according to (5). SPELLING AND THE USE OF WORDS 67 5. Usually a prefix or a suffix may be separated from the other part of the word. /r^-fix ///-convenient smg-ing post-sm^t EXERCISE 1 Select from the following list the words that may be divided into syllables, and write them, indicating the syllables by means of hyphens : inconvenient phonograph dictionary business tremendous automobile suddenly breadth seamstress ninety-five excellent durable paymaster misspell spelling sale EXERCISE 2 Select ten words from the lists on page 73 and divide them into syllables. EXERCISE 3 - Oral What is the difference in meaning between spelling, pronun- ciation, and enunciation ? Consult the dictionary if necessary. Give examples. EXERCISE 4 - Oral Divide the following words into syllables, consulting the dic- tionary if necessary. Pronounce each word with care. disappoint laboratory leakage disappear mathematics negotiable acceptance library promissory accommodation miscellaneous plaintiff recommendation geography casually appearance groceries specially article chimney statute assignee tremendous statue assets athletics telegraphically mortgage avenue regular monopoly Connecticut sarsaparilla merchant Cincinnati . Marconigram 68 BUSINESS ENGLISH EXERCISE 5 Be prepared to write the words given below, and to indicate where the accent falls in each. If you are in doubt as to the correct vowel sounds in any word, consult the dictionary. Word Correct Accent address ad dress' applicable ap'pli ca ble coupon equitable exquisite February formidable cou'pon eq'ui ta ble ex'qui site Feb'ru a ry for'mi da ble genuine gratis incomparable gen'u ine gra'tis in com 'pa ra ble inquiry Messrs. in qui'ry Mes'srs.-^ misconstrue mis con'strue obligatory peremptory precedence primarily ob'li ga to ry per'emp to ry pre ced'ence pri'ma ri ly EXERCISE 6 Be prepared to read aloud the following paragraph : Last February I decided to write to Messrs. Grant and Miller, asking them for a plaster cast of the exquisite and almost incomparable Italian column that my partner and I had seen in their studios. I could not find their address for some time, until, after making several peremptory inquiries, I found I had written it on a paper which had been placed with some coupons in my desk. Messrs. Grant and Miller, replying to my inquiry, said that they should be glad to send me later a cast gratis, but that at present they felt it obligatory to fill other orders which must have precedence over mine. ^ M£ssrs. is an abbreviation of the French word messieurs^ and pronounced mess'ers. SPELLING AND THE USE OF WORDS 69 50. Compound words. Good usage is the final authority in deciding what words shall be compounded. Many of the best authorities differ as to what words shall be written as compounds, but in general it may be said that the use of the hyphen should be avoided as much as possible. When a compound word is in common use, the hyphen usually disappears : baseball football notebook textbook Certain classes of words, however, are usually compounded : 1. Two or more words which are usually distinct used as a modifying adjective. Note, however, that the same words used predicatively are not compounded : a fur-lined coat The coat is fur lined. able-bodied fur-lined hard-hearted post-office up-to-date half-round business-like ^ labor-saving well-read 2. Those in which a hyphen after a prefix helps to make clear the meaning of the word. re-cover (compare recover) re-collect (compare recollect) 3. Certain cardinal and ordinal numbers, thirty-eight thirty-eighth one-hundredth The following expressions are separate words : all ready every one ^ en route by and by all right some one 2 percent by the way any time no one any one ^ one hundred The following expressions are compounded : cross-purpose by-product ^^'^Tu cross-question cross-stitch good-by father-in-law ex-president half-mast self-evident half-yearly tide-page 1 Often written as one word. =! May be spelled as one word, except when used as distributive force. 70 BUSINESS ENGLISH The following common words are written as one word : bookkeeper bimonthly somehow misspelling anywhere clerkship something northeast already somebody postscript midday schoolroom midwinter anybody semiannual anything midnight EXERCISE 7 Be prepared to write from dictation the words in the three lists given above. EXERCISE 8 With the aid of the dictionary and the rules given on page 69 select from the following expressions those that should be compounded : dry as dust (book) written statement go as you please (race) all right would be (salesman) some day assembly hall (platform) every day gas stove (burner) half hour two hundred horse power (engine) vice president one and a quarter inch (bolt) man of war dirt cheap (bargain) attorney at law three legged (stool) ten cent (knife) ex governor (Snow) cash register Write the following expressions i is separate words, as com- pound words, or as one word : school committee book keeper some thing any body common sense mason work some how foot ball mid year (sale) head master half circle re write in as much as semi colon play mate can not never the less any where rail road do not 51. Rules for spelling. Since there are so many exceptions to almost all rules for spelling, the practical way to learn to spell is to give definite attention to each word. The following rules, however, are worth remembering : SPELLING AND THE USE OF WORDS 71 1. "Words of one syllable and other words accented on the last syllable, ending in a single consonant preceded by a single vowel, generally double the final consonant before a suffix beginning with a vowel." ^ drop, dropping occur, occurring begin, beginning plan, planning Exceptions, {a) This rule does not apply to words in which the last syllable is unaccented. benefit, benefited merit, merited transfer, transferable register, registered {b) Words ending in ce or ge retain the e before a suffix be- ginning with a or o, in order to preserve the soft sound of c and g, change, changeable advantage, advantageous notice, noticeable courage, courageous 2. A final e is usually dropped before a suffix beginning with a vowel, but is retained before a suffix beginning with a consonant. safe, safety hope, hoping blame, blamable rate, rating mere, merely tame, tamable Exceptions. judge, judgment true, truly 3. {a) Words ending in^ preceded by a consonant generally change J to i before a suffix beginning with any other letter than i. notify, notification library, libraries apply, applies inventory, inventories supply, supplies try, tries {b) Words ending in y preceded by a vowel generally retain y before a suffix. play, playing, playful delay, delaying, delayed say, saying pay, paying, paid 1 Brooks, English Composition. 72 BUSINESS ENGLISH 4. In words in which ei or ie is pronounced e, c is followed by ei. receive, receipt conceit, deceit As a rime puts it : When the letter c you spy Place the e before the /. 5. The prefixes dis, mis, and im, and the suffixes ly and ness, do not usually affect the spelling of a word. If the prefix ends and the word begins with the same letter, or the suffix begins and the word ends with the same letter, naturally that letter will occur twice. u/2-;2ecessary, unnecessary mij'-j^pell, misspell occasiona/-/y, occasionally di^-^atisfy, dissatisfy EXERCISE 9 — Oral or Written Apply the rules given above to the italicized letters in the following words : com^, coming lay, lading defer, deferred purchase, purchasable . dii-i-olve real, rea//y dun, dunning rat^, rating EXERCISE 10 — Oral Show that the following italicized words are exceptions to the rules indicated : 1. Hoe, hoeing \ shoe, shoeing \ see, seeing \ dye, dyeing \ mile, mileage. (Rule 2.) 2. Beauty, beauteous ; dry, dfyly. (Rule 3.) EXERCISE 11 (i) Write the plural of the following nouns and be ready to give the rule that applies in each case : geography company chimney money penny laboratory journey monkey valley story assembly library country ferry boy SPELLING AND THE USE OF WORDS 73 (2) Write the third person singular, present indicative and past indicative, of the following verbs : journey marry study buy pay specify hurry deny say try certify carry play lay fly EXERCISE 12 The following words occur frequently in letters of application. Be prepared to write them from dictation, application > '2 advertisement 3 acquaintance (\^ grammar graduate \^ manager qualifications (^ principal ja superintend reference refer truly recommendation respectfully ^ j respectively j/v secretary ; • stenographer bookkeeper salary 9^ tesdmonial 2 v vacancy address EXERCISE 13 The following words apply to persons holding certain positions. Be sure that you can readily pronounce and write every word in the list. |.^ 27. mechanic ./ 28. machinist ^ 29. typist 30. agriculturist 31. horticulturist ^^^2. agent ^^. amanuensis 34. chauffeur 35. chef ; - 36. laundress -,-.37. waitress ;^S. secretary 39. representative I. accountant / 2. conductor 3. inspector 4. contractor 5. janitor 6. surveyor /y 7. professor 8. instructor 9. advertiser 10. bookkeeper 11. housekeeper 12. forester 13. stenographer 14. manager 15. messenger 16. carpenter 17. traveler 18. employer 19. carrier 20. telegrapher 21. manufacturer 22. jobber 23. assistant 24. attendant 25. electrician 26. mechanician 74 BUSINESS ENGLISH >^ } ^ 40. engineer 41. architect 42. employee 43. brakeman 44. motorman 45. expressman 46. statistician 47. administrator 48. proprietor 49. compositor EXERCISE 14 50. executor 51. executrix 52. assignee 53. attorney 54. pharmacist Write sentences showing that you understand clearly the meaning of the words in the list in Exercise 13, numbered as follows : I, 4, 6, 7, 12, 13, 21, 22, 26, 29, 31, 33, 42. Consult your dictionary where necessary. Make a written list of ten business titles not included under Exercise 1 3, and be prepared to dictate your list to the class. EXERCISE 15 The following words are frequently used in banking or other money transactions. or to spell it orally. "^^ I. antedate 2. asset 3. balance Ji. 4. bankbook ^ i 5. cancel 6. canceled 7. capital 8. cashier 9. certificate 10. certified 11. check Be prepared to write the list from dictation 12. collateral 13. counterfeit 14. creditor 15. currency ^cyi6. debit 17. depositor 18. director 19. duplicate ^ New York City Gentlemen: Ladies: John Murdough, Esq. The Postmaster General Justice of the Peace Washington, D.C. 57 Harrison St. Sir: San Francisco, Cal. Dear Sir: Mrs. Jessie Burroughs Miss Althea Beck 25 Falmouth St. 42 Clay St. Chicago, 111. Sumter, S.C. Dear Madam: Dear Madam: EXERCISE 10 Write the correct salutation for a letter addressed to each of the following : 1. A lawyer. 2. A business man. 3. A gas company. 4. A department store. 5. A millinery firm the members of which are women. 6. A married woman. 7. An unmarried woman. EXERCISE 11 Write the correct salutation for a letter addressed to each of the following : 1. Elizabeth Walsh (doctor of medicine). 2. Moore & Hadley (dealers in hardware). 3. Lamson & Linnell (dealers in furs). 4. Matthew J. Fallon (Manager of American Pen Company). THE FORM OF A LETTER 1 89 EXERCISE 12 — Oral or Written Explain the difference in meaning between Dear Sir, My dear Sir, and Sir. What is Messrs, an abbreviation of, and when is it used ? In what cases should one use the salutation Dear Madam ? Be able to state orally or in writing the exact position that you consider the best for the salutation of a business letter. 118. The body of a letter. Begin the first Hne of the body of a letter two spaces below the salutation and about one inch from the margin of the letter. Indent succeeding paragraphs to cor- respond. This is the practice in widest use and is shown in the model given below : Model Letter THE COLLEGE OF BUSINESS ADMINISTRATION OF RALEIGH UNIVERSITY 625 BOYLSTON STREET RALEIGH, S.C. ENGLISH DEPARTMENT January 14, 19— The Editor Magazine Middleton, Georgia Gentlemen: I think the Editor Magazine published some time ago a series of articles on scenarios. I remember some of these articles which made a very vivid impression upon me. I should be glad to know if you could furnish, from your files. Bay a dozen issues, each one containing an article of value to one who is writing scenarios. A friend of mine is working along these lines and seems to be having some success. I feel eure that the Editor Magazine will help him. Yours very truly. Head of the Department of English igo BUSINESS ENGLISH Note. The following methods of beginning a letter are widely used : 1. Begin the first line of the body of the letter approximately under the punctuation of the salutation. Indent succeeding paragraphs to correspond. 2. Begin the first line as in i. Indent succeeding paragraphs one inch or more without reference to the indention of the first line of the body of the letter. The left-hand margin of a letter should be straight. In the typewritten letter this is easily done. The right-hand margin cannot usually be made exactly straight without waste of time, but it should always approximate to a straight line. Separate ideas should occupy separate paragraphs. . The first sheet is not numbered, but succeeding sheets are numbered at the top. In a dictated letter the initials of the person dictating and those of the stenographer are placed below the letter at the left hand near the margin. The initials of the person dictating the letter come first, the initials of the stenographer come second ; thus, MH/JB or MH — JB H/B or H — B On second sheets there may be placed at the top the initials of the person to whom the letter is addressed, the date of the letter, and the number of the page. If a second sheet is used, care should be taken that more than one line of the body of the letter is left for the last page. Inclosures may be noted at the bottom of the last page (p. 177). One should always remember that a business letter should be so marked that it may be positively identified at any time, with particular reference to the name of the writer or dictator and the typist or transcriber. Furthermore, there should be sufficient notation to enable anyone to place together sheets of the same letter that have been inadvertently separated in the files. On the following page is given the model of a two-page letter. THE FORM OF A LETTER 191 Upper Half of Letterhead Sheet THE NEW ENGLAND NITRATE COMPANY 45 MILTON STREET BOSTON, MASSACHUSETTS June 1. 1921 Mr. James F. Bartlett 45 Rollins Street Bedford, Massachusetts Dear Sir : Upper Half of Second Sheet J.F.B. .2. June 1. 1921 Very truly yours. District Manager P/K Inc. 192 BUSINESS ENGLISH 119. Abbreviations. There is a difference of opinion as to just what abbreviations are allowable ; Mr., for example, is accepted everywhere, and Y'rs resp'y condemned. Abbreviations such as ami., acct., etc. are not used in the body of a letter. You must not write *' I have forwarded your acct.'' ; write '* I have forwarded your account y The commercial form & must not be considered as a regular substitute for mid. If the word Company is abbreviated to Co, in the name of a firm, & may be used, as, Ginn & Co. ; but if Company is spelled in full, a7id is preferred, as, Ginn and Company. Co. is a customary and correct abbreviation in giving the name of a firm, but the name should be written as the firm itself writes it. No abbreviation should be used which is not in common use or which is in any way ambiguous or vague. 120. The complimentary close. The complimentary close of a business letter, like the salutation, is conventional in form and meaning. Like the salutation, however, it may be considered as one of the small courtesies of life and is to be neither omitted nor overdone. The regular forms are Yours truly and Yours very truly. The equivalents of these forms may be used, as Truly yours, Very truly yours, etc., but the forms first given fulfill all the requirements of a complimentary close in a business letter and are the more common. Other forms of the complimentary close are Yours sincerely, Yours very sincerely, Yours most sincerely. Yours respectfully. Yours very respectfully. The last two expressions are used only when special respect is intended or when writing to a high official. It is a mistake to feel that the ending of the body of a business letter must glide imperceptibly into the complimentary close. Such expressions as '' Hoping to hear from you again in the matter," '' Thanking you for your order," '' Thanking you in advance," etc. are out of place. Indeed, this custom of linking the complimentary close to the body of a letter probably survives from the more leisurely business methods of a generation or more ago. Letters were then written with a pen, and buyer and seller were usually on a footing of real intimacy. Correspondence was intended to be THE FORM OF A LETTER 193 friendly ; and even when it was not, it adopted an obsequious form of close. Such a form is used ironically in Johnson's famous letter to Chesterfield, which ends as follows : Having carried on my work thus far with so little obligation to any favorer of learning ... I have long been wakened from that dream of hope in which I once boasted myself, with so much exaltation, My Lord, Your Lordship's most humble, Most obedient servant, Sam Johnson Such complimentary forms are in modified use in government circles. The complimentary close of a letter from the British Foreign Office still ends, I am, Sir, Your most obedient, humble servant. If you really think it necessary to ask for a reply, say so in a com- plete sentence. It is dignified to ask the favor thus : *' I hope you will be able to give me your reply in a few days " or " May I not hope for an early reply .? " 121. The appropriate complimentary close. The complimen- tary close has a direct relation to the salutation. If the colorless Dear Sir has been used at the beginning, the equally color- less Yours truly is appropriate at the close. One must not, however, forget the important part played in business by friendly letters. Voters sincerely ^ Yours very sincerely ^ Yours most sin- cerely, and the equivalent forms Sincerely yours etc. are fitting as the complimentary close of a letter in which such a salutation as My dear Robinson or the like has been used. Anything gushing or overdone is as much in bad taste in business as elsewhere, but if the business man is on intimate terms with his correspondent, it is absurd for him to use frigid, meaningless terms when there are more fitting expressions. 194 BUSINESS ENGLISH The following points should be remembered in connection with the complimentary close : 1. It should be distinct from the last sentence in the body of the letter. 2. The first word only should be capitalized. 3. It should be followed by a comma. 4. It should be placed immediately below the body of the letter, far enough to the left to permit the signature to be well over toward the right-hand margin. , EXERCISE 13 1 . Place in separate groups those complimentary closes hav- ing about the same form and meaning. 2. Arrange the following forms in order, beginning with the one indicating the least intimacy and ending with the one indicating the greatest. Very sincerely yours, Yours sincerely. Yours most sincerely, Yours very truly. Yours respectfully. Yours truly, EXERCISE 14 Make a complete list of the different forms of salutation given on pages 1 86-188. Under each give a complimentary close that may appropriately be used with it. EXERCISE 15 Write a suitable complimentary close for each of the following letters : 1. Ordering merchandise from a firm. 2. From a traveling agent to the head of his firm. 3. From a high-school graduate to a business man, applying for a position. 4. From a business man to a woman customer. 5. To a prominent state official. 6. To the Postmaster-General of the United States. THE FORM OF A LETTER I95 EXERCISE le-Oral What punctuation mark always follows the complimentary close? With what punctuation mark is it best to close the body of a letter ? State the difference in meaning between Yours truly and Yours respectfully, 122. The signature. A signature to a letter is the name the person, firm, or corporation is commonly known to use. It may be written in ink, with a pencil, or be stamped with a rubber stamp. The place for the signature is immediately below the compli- mentary close, beginning at such a point that it will extend well toward the right-hand edge of the letter. Care should be taken to make the signature legible. In the business letter, which is usually typewritten, the signature is frequently the most difficult part to read. There is no good reason why a signature should not be clearly written. Compli- cated or bad writing will not guard against forgery, as handwrit- ing experts say that a plain, simple signature is more difficult to imitate than a complex one full of meaningless flourishes. A fantastic signature is not a sign of striking individuality. During the World War an order was issued by Rear Ad- miral Wood to the effect that in signing an official document an officer must first have his name typewritten and then write his signature under it. The order was issued because so many signatures were found difficult to decipher. Many business firms have also found it wise to adopt the same idea, placing the signature either above or below the type^yritten name. Yours truly. Yours truly, Loran C. White Lo'bam. €. W-kiZe^ Lcyu^yv ^. lO-k'ite^ Loran C. White It is best to write out in full one given name, preferably the first. Initials are not easily remembered. V^ntQ John G. Hall rather than /. G. Hall or /. George HalL The practice of 196 BUSINESS ENGLISH signing one given name in full will also distinguish between James E, Wilson and Jane E. Wilson, whereas /. E. Wilson applies alike to either. In writing to strangers a woman, however, * should also dis- tinguish herself by placing (in parentheses) before her signa- ture Miss or Mrs, when she uses her Christian name ; thus, (Miss) Mary E, Wilson, {Mrs.) Mary E, Wilson. A woman whose husband is living should sign her own name {Mary E.. Wilson), but ought in addition to write her married name in parentheses {Mrs. John G. Wilson) either directly under her signature or below at the left. Letters should be addressed to her Mrs. John G. Wilson. If her husband is dead, she should sign herself {Mrs.) Mary E. Wilson, and letters should be addressed to her, Mrs. Mary E. Wilson. It is to be noted that in signing any legal document, such as a promissory note, a deed, or a will, or in signing as witness to any such document, a woman should never use her husband's name nor the prefix Miss or Mrs. ; her own name, Mary E. Wilson, is the correct form. EXERCISE 17 The following inquiry was sent to a newspaper. Write the body of a letter, giving what you consider a clear and correct answer. Should a married woman sign her own initials to a letter written either for private or for business purposes ? I have always understood that a woman takes her husband's full name when she is married. One who is considered an authority told my wife that it is wrong for her to use my initials ; she ought to use her own. Please let me know which is right. — S. L. D. EXERCISE 18 Write your name ten times as you would when signing a business letter. Pass your list to some other pupil for exami- nation and criticism. THE FORM OF A LETTER Legible Signatures 197 EXERCISE 19 I. Write out in proper form the following addresses and supply correct forms of salutation and complimentary close. 1. Briggs & Co., Pittsburgh, Pa. 2. The Misses Smith's School, 989 Carter Road, Glen Ridge, N.J. 3. Francis Waterman, 19 E. 12th St., N. Y. 4. Henry S. Pike, Box 573, New Orleans, La. 5. Division Supt., New York Central Railroad, Albany, New York. 6. Bangor & Aroostook R. R., Bangor, Me. 7. E, 9231, Statesman Office, Louisville, Ky. 8. Mrs. Henry M. Newton, 90 5th Ave., N. Y., N. Y. 9. Rev. John R. Powers, 13 E. loth St., St. Louis, Mo. 10. Right Rev. Paul C. Coddington, The Oaks, San Fran- cisco, Cal. 11. Robt. W. Norton, Lawyer, 963 Pike St., Denver, Colo. 12. Prof. Harvey J. Huntington, Univ. of Penna., Phila., Pa. 13. T. H. Cogswell, President of Univ. of Wisconsin, Madi- son, Wis. 14. The Gift Shop, Park St., Boston, Mass. iq8 BUSINESS ENGLISH 15. Warner-Hall Light Co., Duluth, Minn. 16. The Cross Co., Inc., Commerce Bldg., Atlanta, Ga. 17. Miss Josephine W. Cowan, Hotel Belmont, Dallas, Tex. 18. Hon. J. B. Taylor, Wash., D. C. 19. Senator Henry R. Brice, Springfield, 111., Capitol Building. 20. Messrs. Porter & Wilson, Dubuque, la. 21. The Browning Realty Ass'n, Washington Ave., Toledo, O. 22. Dr. Thos. R. Neville, Rm. 920, Blake Bldg., Des Moines, la. 2. Write out ten forms of the complimentary close. Mark with an X those which are commonly used. 123. Folding a letter. A business letter, as has been said, is written on paper about S^ x 11 inches. It should be folded to fit the appropriate envelope and so as to be readily unfolded by the reader. The following directions will give the desired result : 1. Place the sheet flat on the desk. 2. Fold the sheet from the bottom toward the top, bringing the lower edge not quite up to the top. This will bring the crease a little below the middle of the sheet. 3. Make a fold from right to left a little less than one third of the width of the sheet. 4. Fold from left to right so that the upper right-hand edge will project slightly. 5. Place the envelope on the left-hand side of the letter with the addressed side to the desk and the flap toward the letter. The letter may now be placed correctly in the envelope. 1 2 / / 5 i 1 : J 1 4 / J ...J ■ i L If a " window '' envelope is used, the letter must be folded to place the complimentary address against the transparency. THE FORM OF A LETTER 199 124. The envelope. The envelope used in commercial corre- spondence varies in size. The Post-Office Department sells a white stamped envelope, officially known as No. 5, that is used a great deal in business, as it is of a very convenient size, about 3i x 6$ inches. White is the color almost univer- sally used, but some firms prefer an envelope of a distinctive color as a form of individuality. Good taste requires that the writing paper and envelope harmonize in color. Loud colors are usually considered vulgar. An envelope of cheap quality or appearance is to be avoided. The name, with titles, should be exactly like that in the complimentary address. The rest of the envelope address should contain all that the complimentary address contains, and as much more as is required to make certain the delivery of the letter at the place desired. If a *' window " envelope is used, the complimentary address serves also as the envelope address. The following information may be placed in the lower left- hand corner : Personal, Please forward, etc. Custom restricts the regular address to not more than four lines. If specific directions clearly require five lines or more, the unusual part of the address may be placed in the lower left-hand corner, provided that Personal or some such expression is not already there. This part of the address may include Care of, or clo, the number of the post-office box, the name of the t)uilding, the number of the room in the buildmg, the name of the department in the firm, etc. The first and second complimentary addresses on page 184 may appear on the envelope as follows : Mr. John B. Small Please forward Girard, Kansas James K. Meader, Esq. Commissioner of Highways 257 Broad Ave . Box 478 Omaha, Nebr. 200 BUSINESS ENGLISH The United States Official Postal Guide contains the fol- lowing directions : Use ink in addressing letters and other mail matter. Write plainly the name of the person addressed, street and number, or number of rural route, post office, and state in full. Place your name and address in the upper left-hand corner of the envelope or package. Follow the model shown below. If the letter or other piece of mail matter is not delivered, it will be returned to you. The Post-Office Department recommends the following form as correct for the address on the envelope : Model Form of Address for Letters AFTER - - DAYS RETURN TO JOHN C. SMITH 1216 State St. wilkesville, n.y. Stamp Mr. Frank B. Jones 2116 Front Street Oswego Ohio In one year more than fifteen million pieces of mail matter were sent to the Division of Dead Letters. A large proportion of these could not be delivered because of carelessness in writing addresses. The practice of some business concerns of omitting street numbers etc. from their stationery and advertisements results in increasing the volume of insufficiently addressed mail. THE FORM OF A LETTER 20I 125. Position of the envelope address. The name should be written somewhat below a line dividing the envelope equally lengthwise, and there should be approximately equal spaces be- tween the ends of the lines and the edges of the envelope. In other words, the middle of the name should be just below the intersection of diagonal lines joining the opposite corners of the envelope. Indented Style Each succeeding line of the address is begun farther to the right than the one above. Many firms require this indention to be so arranged that a straightedge will touch the beginning of each line. How much the lines should be indented varies. 202 BUSINESS ENGLISH The lines should be separated by single or double spaces. If the address is not more than three lines, double spacing is preferable. When complete with address, stamp, return notice, etc., the face of the envelope should appear balanced and nothing should seem awkwardly placed. Block Style 126. The stamp. A stamp may be inclosed when a letter requires a reply that is distinctly a favor ; but it is better to inclose a self-addressed stamped envelope, as this removes the possibility of a mistake in the address on the reply. Many firms, however, regard an inclosed stamp or envelope as a nuisance. They consider the labor of caring for the inclosed stamp to be more than it is worth, and they prefer to use their own envelopes. 127. Hints for addressing envelopes. The following points are worthy of consideration in addressing an envelope : 1. The sign ^/q is allowable for care of\ as, ^o John G. Hall &* Co. 2. Do not use the sign # before a street number. Write 22 Gray Street, not #22 Gray Street. THE FORM OF A LETTER 203 3. It is better to capitalize Street, Avenue, etc. 22 Gray Street is preferable to 22 Gray street. 4. Street, Avenue, etc. may be abbreviated ; thus, St., Ave. 5. The abbreviations of the names of states should be written with care. It is better to spell in full the name of a state unless it is a long word like Massachusetts or Pennsylvania. The postal authorities do not abbreviate the following : Oregon Samoa Alaska Guam Iowa Hawaii Maine Idaho Utah Ohio Some approved abbreviations for names of states are as follows : Cal. (Calif.) Kan. (Kans.) Neb. (Nebr.) W.Va. Col. (Colo.) Ky. (Ken.) Okla. Wis. 111. (Ills.) Mont. Pa. (Penna.) Wyo. EXERCISE 20 1. Write a business letter on any subject of your own choosing or select one of the following subjects : 1. Order a carload of flour from James Miller and Company, supplying necessary data yourself. 2. Write to a firm dealing in furniture, asking prices on mahogany and oak dining tables. 3. Order a book. 2. Draw the outlines of two envelopes of approximately the size of those commonly used for business correspondence. Address one in the indented style and the other in the block style. EXERCISE 21 Pass your letter written as directed in Exercise 20 to some other student for examination. Examine the letter you receive for criticism according to the following points : 1. A business letter should obey the conventions. 2. It should have a definite purpose. 3. It should be clear and to the point. 204 BUSINESS ENGLISH 4. It should be courteous and, so far as possible, convey a pleasing impression. 6. It should be correct in form, spelling, punctuation, gram- mar, and composition. Make a written criticism of the letter you have examined and return the letter v^ith the criticism. Rewrite your own letter, profiting by the criticisms you have received. 128. The definite purpose of a business letter. Business letters may be divided into two great classes : the buying letter and the selling letter. The selling letter is usually considered the more important, for a person is primarily in business to sell. There are really as many kinds of letters as there are phases of business ; but as buying and selling are the fundamentals of commercial life, so most business letters deal directly or indirectly with one of these matters. Business letters are written to accomplish certain definite purposes. A selling letter that does not make a sale, a letter of application that does not get the place for the applicant, and a dunning letter that does not result in a collection are all, at least for the time being, failures. In the last analysis, form, style, grammar, everything, are only means for making an effec- tive letter. A business man would a hundred times prefer the letter that sells, even with a grammatical error in it, to the one correct in composition which is thrown unheeded into the re- cipient's wastebasket. But one should always remember that an effective letter full of errors in composition and grammar is effective not because, but in spite of, these errors. A lame runner may possibly win a race, but nobody thinks the runner's victory is due to lameness. EXERCISE 22 Make a careful outline (pp. 139-142) summarizing what has been said in the preceding pages about the form of a letter. The following suggestions may be helpful : THE FORM OF A LETTER 205 The Form of a Leti'er I. The paper 1. Quality 2. Pages 11. Parts of a letter 1. Heading a. Position b. Parts c. Punctuation 2. Complimentary address 3. Salutation 4. Body 5. Complimentary close 6. Signature III. Folding IV. Envelope 129. Laws of composition in letter-writing. In the body of a letter you will have to use your knowledge of grammar and the laws of composition. The use of words, and the structure of sentences and paragraphs, demand close attention. Unity, coherence, and emphasis are the three great qualities that you must give your letters. Without them your letters cannot have force. EXERCISE 23 Make a brief outline summarizing the Essentials of Good Expression in a letter as suggested in Chapters II, III, IV, and V. Use the following main headings : Grammar, Punctuation, Spelling, Words, Fundamental Qualities. On the next page is given an outline that suggests a detailed method of criticizing letters. When estimating the merit of a letter, you should check each item in what you consider the appropriate column. After that, look over your checks and assign to the letter as a whole the grade of good, fair, or poor. 2o6 BUSINESS ENGLISH A Method of Criticizing a Letter I. Mechanics of the Letter 1. Paper 2. Ink 3. Arrangement ^ a. Heading b. Complimentary address c. Salutation d. Body e. Complimentary close f. Signature g. Spacings h. Margins II. Grammar III. Spelling IV. Punctuation V. Style or Expression 1. Sentences a. Unity b. Coherence c. Emphasis d. Euphony e. Length 2. Paragraph a. Unity b. Coherence c. Emphasis d. Euphony e. Length VI. The Letter as a Whole 1. Unity 2. Coherence 3. Emphasis 4. Point of view 5. Clearness 6. Interest 7. Personal touch 8. Length VII. Grade of Letter Good Fair Poor Good] Fair j^ Poor Draw a line through two of these words THE FORM OF A LETTER 207 EXERCISE 24 Obtain three business letters written on business stationery. Make three copies of '' A Method of Criticizing a Letter " and on each check one of the letters. Mark the letters i, 2, and 3 in the order of their merit, numbering the best letter i . EXERCISE 25 -Oral One of the first business letters that you may be called on to write is the letter of application. Try to show to the class why it may be considered a selling letter. Show that when a business man writes a letter in which he offers to employ someone, he is writing a buying letter. Examine the letters that follow the advertisement given below and be ready to point out any important omissions in the first letter. Give your reasons for preferring one of the letters as the more suitable answer. Advertisement "VXT" ANTED — First-class, experienced book- keeper who is also an accomplished sten- ographer. Address in own handwriting, giving age, experience, and salary expected. Lauriat & Edwards, Box 1842, Topeka. Gentlemen : I wish to apply for the position in your ad. I graduated from the Central High School, where I took the commercial course and obtained honors. I have inclosed letters of recommendation from Principal A. M. Hadley and Mr. W. C. Bryant, head of the Commercial Department. You probably know both of these men, who are well known to big business men. I should expect twelve dollars a week to begin with. Hoping to hear from you favorably, I remain. Yours sincerely Lioyci B. /CeA^ 2o8 BUSINESS ENGLISH Gentlemen : I should like to be considered an applicant for the position of bookkeeper which you advertise in this morning's Globe. I am twenty-four years of age, and a graduate of the Central Public High School. The first three years after leaving school, I worked as billing clerk for Hayden and Company, Medford Wharf, Med- ford. Since leaving Hayden and Company, I have been assistant bookkeeper with Melville Morton and Company, Coal Merchants, River Street, Medford. In the forenoons I have acted as Mr. Morton's secre- tary, and can take dictation at the rate of 125 words a minute. You will find inclosed a copy of a testimonial that Hayden and Company gave me when I left their employ; and Mr. Morton informs me that he will be glad to answer any inquiries that you may care to make about me. His office telephone number is Main 660-Y. I believe that I am an efficient bookkeeper and reliable stenographer. I should expect a salary at the beginning of twenty-three dollars a week. Yours respectfully, EXERCISE 26 - Oral Criticize Lloyd B. Kent's letter with reference to his use of the pronoun /. What have you to say about the coherence of the sentences ? Examine closely the punctuation. EXERCISE 21 — Oral Compare the following letters on the same subject and select the one that seems to show the greater originality : Dear Sir : We have read with much interest the manuscript which you were good enough to send us, but after careful consideration we regret that it is unavail- able for our present purposes and we are returning it to you herewith. THE FORM OF A LETTER 209 It is unnecessary for us to assure you that anything else you may care to submit will receive our prompt and hopeful consideration. Yours very truly. Metropolitan Publishing Company by #. L. fC. Dear Sir : We found your manuscript, "The Quaker Boy," exceedingly interesting and unique, but more of a narrative than a story. For the reason that it is a narrative, it will be unavailable for our columns. We hope that you will send us something else for consideration. Yours very truly, Raljuk 18. §^cLcf&, Assistant Editor EXERCISE 28 -Ora/ Be ready to define the words general and specific. Explain why a specific statement is usually preferable to a general one. Are the statements in the paragraph beginning '' I am twenty- four years of age " (p. 208) specific or general ? EXERCISE 29 Rewrite the first letter in Exercise 27 and be ready to show how you have improved it. EXERCISE 30 Write a reply to the advertisemefit of Lauriat & Edwards (p. 207). EXERCISE 31 Exchange the letter that you have written in Exercise 30 for that of some other student. Prepare a written criticism of the letter that you have received. Use complete sentences in writing your criticism. The following suggestions may aid you. 2IO BUSINESS ENGLISH 1. Remark on the general appearance of the letter, pen- manship, margins, position of the heading, etc. 2. Examine the heading, complimentary address, etc. to see that the arrangement and punctuation are correct. 3. Be careful to see that the salutation and complimentary close indicate the same degree of intimacy. 4. See that the body of the letter is (a) well planned, (b) cor- rectly paragraphed. (If there are two or more paragraphs, see that the laws of unity and coherence for connected para- graphs apply.) 5. See that each paragraph (a) deals with only one subject, (b) has its sentences well arranged, (c) shows variety in the use of sentences. 6. Examine the sentences for (a) unity, (b) coherence, (c) emphasis, {d) euphony. 7. In short, see that the letter is reasonably clear ^ accurate^ and concise. 8. Rewrite your letter and preserve the rewritten copy. CHAPTER VII LETTER OF APPLICATION 130. General requirements. One of the first letters that in- terest the young man or woman going into business is the letter of application. If you were asked what the purpose of such a letter is, you would probably say, " To get the position, of course." While such an answer would be correct, there is another viewpoint that must be considered, for the immediate purpose of most letters of this kind is to secure an interview. There is no set form that can be given to be followed blindly. A letter of application must be adapted to circumstances, and it is in meeting these circumstances that the applicant's fitness for the place will be shown. He may be asked to call, and then be required to give an exhibition of his ability by sitting down and writing out his application offhand. He may know some member of the firm personally, and must then suit his letter to the degree of acquaintanceship he has with the firm. On the other hand, he may know the firm only by name, or he may know simply that he is to write to ** X," Herald Office or some such address. Usually the applicant is expected to apply in his own hand- writing. Such things as erasures, ink blots, and incorrect spell- ing or folding give an unfavorable impression of the writer. Letters of application are likely to be most effective when truthful, dignified, and frank, but not boastful. Hamlet's advice to the players may well be remembered : Do not '" split the ears of the groundlings. ... Be not too tame neither, but let your own discretion be your tutor." You can leave to your letters of reference what you cannot well say yourself ; ''Let another 212 BUSINESS ENGLISH man praise you, and not your own mouth." And yet few busi- ness men will dislike a plain statement of what you have done and honestly think you can do. You do not need to say that you are honest and reliable, for your teacher, principal, or last employer can give you credit for such things with more dignity than you can yourself. But you can speak of your success in certain studies, of your training in bookkeeping, or of the satis- faction you gave your employer as a delivery man on a grocery wagon- If you have built up a new paper route yourself, or worked in a clothing store on Saturdays, or helped your father in his business, and think that you did your work well, it is likely your prospective employer will be glad to hear briefly about it. It is obvious that an applicant for a position will, if he is wise, apply only for a position which he is reasonably certain of being able to fill. Furthermore, he should remember that the prospective employer is looking only for someone fitted to undertake a particular job. It is therefore personal fitness to meet particular requirements that must be emphasized. A letter of application may properly state the following facts : 1. The circumstances which led to writing the letter. For example, I should like to apply for the position men- tioned in your advertisement in today's Sun. Learning from Mr. James S. Childs that you are looking for an office boy, I should like to apply for the position. The Shawmut Mercantile Agency has advised me to apply for the position of stenographer in your office. 2. The age of the applicant or a statement from which the approxi- mate age may easily be deduced. 3. General qualifications : kind of studies taken that bear directly on the position applied for ; practical- experience ; any .special quali- fications ; specific instances of ability. 4. Any further information : testimonials ; names and addresses of persons to whom applicant may refer ; question of salary, if it seems wise to mention it ; request for personal interview. LETTER OF APPLICATION 213 Form of Address for Envelope A 9668 Herald Office Boston, Mass. The following hints are also worthy of attention : Do not say, ''I saw your adv. (or ad.)." Use some expression a little more dignified, such as, "I have seen your advertise- ment." In giving your age and qualifications do not think it necessary to write your autobiography. Concise, simple state- ments are what count. You may give as references the names of persons who know about your training. It is usually best not to include copies of testimonials unless the advertisement that you are answering asks for them. Offer to submit copies if desired. In a type- written letter it is usual to mention at the bottom of the letter, on the left-hand side, the number of inclosures (p. 177). Be careful in referring to salary. If you are asked to state the salary you wish, you must use your judgment. It is better for a beginner to look for a place where merit will receive pro- motion than to look for as much money as possible at first. On the other hand, no honest business man should expect you, if you are a person of experience, to undervalue your services. 131. Grammar and the rules of composition. It should scarcely be necessary to repeat that a letter of application must avoid mistakes in grammar ; " I seen your advertisement," in- stead of '' I have seen your advertisement," is likely to destroy the value of an application at the very beginning. 214 BUSINESS ENGLISH The following suggestions may help : 1. An outline or plan is a good preliminary to your actual letter. It will help you to assemble in a good order the points of which you should speak. 2. Unity is necessary. You wish to be considered favorably for the position. Everything in your letter is to develop that topic. 3. Coherence is necessary. You are trying to make clear to your prospective employer your fitness for the position. Your ideas should be well arranged, so that he may understand clearly what you have to say. 4. Euphony must not be forgotten. Beware of needless repetitions. Too many sentences beginning with /, or faults of a similar nature, must be guarded against. 5. Emphasis. Your letter must win an interview; get the telling points where they will receive the most attention. Remember that other applicants are likely to write good letters ; yours should be the best^ — at least the best you can produce. It may be necessary to step aside from the beaten path and blaze a new trail. Like a story teller who brushes aside a formal introduction and thrusts before the reader a thrilling action, so you may feel it best to place a strong argument at the very first of your letter. But it is not sufficient to gain attention ; you must gain it in an agreeable manner and hold it. Model forms for letters of application are given on pages 174-175. 132. Answers to advertisements. The following letters, written in answer to newspaper advertisements, are worth care- ful study. Do not suppose that they are models which you are in future to follow blindly. No doubt better letters can be written ; these examples give only a general idea of what may be required in some cases. One may well consider his letter of application as a kind of epitome of his autobiography. As such it will give the exact facts that will show his fitness for the position for which he has applied. It would be difficult for you to find a better test of your ability in composition than the writing of an effective letter of application. LETTER OF APPLICATION 215 EXERCISE 1 Analyze the letters given below and be prepared to show to what extent they fulfill the requirements of letters of application : ^^y ANTED — Young man with some practical knowledge of machinery to make repairs and assist foreman. Fair salary, and opportunity for increase. Apply by letter in own handwriting. Crown Laundry Co., 510-512 Burton St., Bristol. 309 Lake Ave. Bristol, Ohio June 17, 19 — Crown Laundry Co. . Bristol, Ohio Gentlemen : In reply to your advertisement in the Bristol News of June 2, I wish to say that I am seeking the kind of position you offer. I am nineteen years old, and expect to graduate from the Bristol Technical High School this month. During three years of the course I have been work- ing with many kinds of machinery, and have helped to set up and repair the machinery in one of the school shops. My father is a chauffeur, and I have helped him in repairing automobiles. Last summer I took a party of excursionists on a three weeks' tour. While we were in West Epping, away from repair shops, my machine was badly damaged. I had to re- pair two cylinders, and rig up a temporary steering wheel . Inclosed you will find a copy of a letter from Mr. George G. Short, owner of the Short Garage and Repair Shop, Bristol, Ohio. I have been acting as chauffeur for him and working about the garage after school. I am also permitted to refer to Mr. H. L. Moulton, Principal of the Bristol Tech- nical High School, and to Mr. James T. Waters, Head of the Mechanical Department of the same school. Yours truly, Jvv-uvicf ^. ^yyiiZk 2i6 BUSINESS ENGLISH Lincoln, Iowa October 5, 19 — Mr. John C. MacLeod Superintendent of Public Instruction Madison, N.C. Dear Sir : I have learned from a friend that there is a vacancy in the Willow Street Grammar School of your city and I wish to apply for the position. I am a graduate of the Lincoln High School and of the State Normal School at Columbia, class of 1909. For the last three years I have been teach- ing the sixth grade in Grammar School Number 5, in this city. Inclosed you will find testimonials from Prin- cipal R. B. Parrish of Grammar School Number 5, and from Dr. Frank T. Lyons, Superintendent of the Columbia State Normal School. I am also permitted to refer to Professor Raymond Powell, of the Edu- cation Department in the Normal School, and to Mr. Louis L. Palmer, Superintendent of the Lincoln schools. I should welcome a personal interview at your convenience. Yours respectfully, {Mui^) (LyyveAf ?n. ISM Note. Yours respectfully is used correctly in the above letter (see page 192). To have used Yours truly ^ however, would have been in equally good form. 133. The impersonal advertisement. An impersonal advertise- ment is one in which the advertiser's name does not appear. As it usually requires only a brief answer, the applicant may properly omit both salutation and complimentary close. The chief thing to be sought in such cases is a personal interview. A word as to the presumed fitness of the applicant may be added. LETTER OF APPLICATION 217 An impersonal advertisement and an answer are given below : 'Yy ANTED: High-grade salesman of experi- ence, possessing initiative, personality, and character, open for engagement for New England or local territory. Address X 378, Cleveland Herald, June 18, 19 — X 378, Cleveland Herald : I think I can fill satisfactorily the position which you advertise, and I should welcome a per- sonal interview. 52 Lake Avenue St. Louis, Mo. But though such a letter may be effective in answering any kind of advertisement, the fact is, there is no rule of three by which to write letters of application. What may suit one em- ployer may displease another. Here, as elsewhere, originality is sure to count. The following letters give more explicit informatioh than does the one above, written by Charles E. Hamilton. QFFICE ASSISTANT, with experience in bookkeeping and typewriting, wanted for position involving much detail and requiring judgment and accuracy; salary ^25. Address, giving age, education, experience, and references, A 956, Herald Office. 17 Wakefield Avenue Toledo, Ohio July 31, 19— A 956 Herald Office Gentlemen : I wish to apply for the position advertised in the inclosed clipping from the morning Herald. I feel that I am competent to meet the requirements which you have specified. 2l8 BUSINESS ENGLISH I am twenty-seven years of age. After gradu- ating from high school I took a two years' business course in one of the best commercial schools in Toledo, studying both bookkeeping and typewriting. Following this, I have worked for three years in a lawyer's office, where I am at present employed. I now wish to enter an office where the work requires greater individual responsibility and judgment than here, and where there is room for advancement. I have permission to refer you to Mr. James E. White, Principal of the White Commercial School, and Mr. John R. Seaver, Principal of the Redbush High School. If you wish further references, please communicate with Mr. Horace Greene, Presi- dent of the Toledo Woolen Company, or Mr. Frank Morse of the Second National Bank. Very truly yours. /^FFICE BOY in an engineering office; high- school graduate preferred ; state age, educa- tion, and experience. Address A 9668, Herald Office. 24 Ash St . Boston, Mass. A 9668 August 6, 19 — Herald Office Boston, Mass. Dear Sir: Please consider me an applicant for the posi- tion which you advertise in this morning's Herald. I am twenty-one years of age, a graduate of the Belmont High School, Massachusetts, in the class of 1910. The following year I took a graduate course in mechanical drawing in the Mechanic Arts Insti- tution of Boston. I am at present an apprentice in the shops of the J. W. Morse Company, machinists. I should be glad to have a personal interview and can furnish references if desired. Yours truly. LETTER OF APPLICATION 219 "YEOMAN with managerial ability wanted to take charge of a high-class business. Ad- dress A 963, World Office. A 963 World Office Gentlemen: Having noticed the inclosed advertisement in this morning's World, I wish to apply for the position referred to. I feel that my business expe- rience has been sufficiently broad to adapt me to any work requiring managerial ability. If you desire references or more complete in- formation regarding my experience, I shall be glad to give details upon request. Very truly yours, EXERCISE 2 Make brief outlines for the letters on pages 174 and 175. Notice the last sentence in each letter. Which seems to be the most suitable ending } Have you anything to say about the omission of a request for an interview in the letter on page 175 ? Which letter is the more specific? EXERCISE 3 Study carefully the model letters on pages 2 1 5 and 219 and be prepared to state how fully they meet the special requirements in each instance. Note any expressions which you can improve. EXERCISE 4 In accordance with the outline given below, answer the fol- lowing advertisement : A7"0UNG MAN wanted to grow up in office of old established wholesale house. This means a life position to the right person ; must be of neat appearance, courteous, and adaptable ; salary, ^15 a week, with yearly advance. Address C 3454, Advertiser Office. Outline Direct occasion of writing ; age ; school training ; business training ; references ; inclosures. 220 BUSINESS ENGLISH EXERCISE 5 1. Write a letter answering the following advertisement in accordance with the outline given below : JUNIOR CLERK. American, high-school grad- J uate, age 18-20, good at figures; good place for right person, beginning ^12 weekly. Address C 3403, Tribune Office. Outline Age : nineteen years. Education : general high-school course. Business training : after school, delivery man for J. D. Brown's hardware store; summer vacations, office clerk in Sunset Hotel, Los Angeles, Calif. References : J. D. Brown, Tacoma, Washington ; John L. Stevens, proprietor of Sunset Hotel, Los Angeles. Inclosure : copy of letter from John L. Stevens. Other information : general intentions. 2. Write the answer recommended in section 133 as suitable when replying to an impersonal advertisement. EXERCISE 6 Make outlines, as in Exercise 5, for two of the following advertisements : WANTED: ADVERTISING ASSISTANT — Young man, knowledge of stenography and typewriting, some experience in advertising department, good in English, willing to turn his hand to anything for the sake of development along advertising lines ; salary, $15 to start. Address, by letter only. Client, Box 3536, Boston. YOUNG LADY for clerical work in office, 8 miles from Boston, experience not necessary, but must be accurate at figures, small pay to start with, good chance for advancement. W 301, Globe. OFFICE MAN — One experienced in leather business pre- ferred ; advancement made on merit ; state experience and salary desired. Address B 9390, Tiynes Office. 4 LETTER OF APPLICATION 221 EXERCISE 7 — Oral Discuss the merits and defects of the following letters as answers to the advertisements which precede them : Do not forget that a person who can sell baby-grand pianos is not necessarily the one to approach prospective buyers of hand organs. A/y ANTED : Young lady for clerical work in private club library of 20,000 volumes ; sal- ary to start, ^15. Apply by letter only, giving age and qualifications. Room 21, 275 Call St., Winchester, Ky. Gentlemen : I have noticed your advertisement in the Daily Mail for a young lady to do clerical work in a private club library and herewith make application for the position. I am nineteen years old and graduated from high school a year ago last June. For the past six months I have been assisting in the public li- brary in this city, and left there only when the work for which I was hired was completed. If you wish information in regard to my ability, I can refer you to Miss Sarah A. Smith, Librarian. Yours respectfully, fayyiet 7fl^^o-w~M T '\7'ANTED. Live wires that can get a message across the first time. You can sell our Jubilee Spark Plug Intensifier if you can sell autoists something they all want. Auto Specialty Company, Dayton, Ohio. Gentlemen : Your ad. for live wires to connect autoists with your Jubilee Spark Intensifier looks good to me. Your proposition ought to go with a little pep behind it, and that's what I've got — more than a little. I want to go after some of this business. Please phone Hardwick and Larson, Main 706, City or the American Novelty Company (ask for Mr, Lyall). They'll back me. Yours for business. 222 BUSINESS ENGLISH EXERCISE 8 - Oral Remark on the following beginnings of letters, pointing out the merits and defects of each. I have five years' business experience of a kind that I believe has fitted me exceptionally well for the position advertised by you in this evening's Herald. I am an applicant for the position of corre- spondent in your grocery department, advertised in this evening's edition of the Chicago News. I respectfully ask. your consideration of my application for the position of correspondent, which was advertised in this morning's Herald. I know how to write letters, for my brains have been well trained in college and business. EXERCISE 9 Following the outline you have made, write a letter answering one of the advertisements in Exercise 6. Pass your letter to some other pupil, who will prepare a written criticism of it. Revise your letter in accordance with the criticism that has been made of it. 134. Value of carefulness. Few persons can dash off a letter of application. The successful applicant for an important posi- tion found it necessary to devote one whole week to the composition of his letter and rewrote it twenty times or more. Every word was weighed and made to tell. Of course the writer of this particular letter felt sure that what he wrote would be submitted to almost microscopic scrutiny. A beginner may think that his letter asking only for a beginner's place is not likely to be examined so carefully, but anyone starting to make a career for himself will find it pays to do to the best of his ability what he undertakes. His letter of application may be his first important means of creating an impression. LETTER OF APPLICATION 223 The letter given below was actually written by a young man applying for the position mentioned in the advertisement. On the whole it is the kind of letter the average young man might write. It has good points and is on the face of it frank enough, but it is just the average letter ; almost any boy could write it, and it is certainly not the letter to be picked from fifty or more as the best. 'T^HE Cleveland Courier wants a bright young man, high-school graduate, to learn journalism at this office from the bottom up. Don't write your autobiography, but tell us briefly what you have been doing. Editor Cleveland Courier 42 Webster Street Cleveland Ohio June 3, 19 — 1 Editor in chiefs Cleveland Courier Cleveland, Ohio Dear Editor: ^ — * Seeing your ad.^ in your paper in which you state that you wish a competant^ young man to learn Journalism, I am taking this chance^ of putting myself at your disposal. ^ ^As regards, 1^ experience in Journalism, I am sorry to say that I am lacking. 11 I am sure, 12 how- ever, that I have sufficient ability to prove myself entirely ^^ satisfactory to your demands. I am a graduate of the Curtis High School.^* From this school I am confident ^^ that you would receive excellent references. In regards salery^^ i am willing to leave this matter in your hands as I am sure that you would estimate my worth far better than I could. Hoping that you will give this application fair consider- ation, ^^ I remain, 18 Yours sincerely 19 lA)-. c/. 'Sv&oAa^my Note. The superior figures in the letter indicate the corresponding paragraphs in Critical Suggestions on page 224. 224 BUSINESS ENGLISH EXERCISE 10 Before reading the suggestions given below, carefully examine the letter on page 223 and make a note of all necessary changes. Critical Suggestions 1. Is the punctuation in the heading correct and complete ? 2. Is Editor in chief a good title in the complimentary address ? 3. Is the salutation satisfactory ? Is the punctuation after the salutation the best? 4. See if you can express the first sentence more concisely. 6. ad. Is this a good abbreviation ? 6. competant. Does this word look right ? 7. Is chance the best word for this sentence ? 8. putting myself at your disposal. Try some other phrase. 9. Compare the second paragraph with the following : "I have not had any experience in real journalism, unless writing for the high-school paper may be counted in my favor. I have, however, talked with a number of persons engaged in journal- istic work of various kinds, and feel that I should like journalism. I know I shall be willing to try hard to learn." 10. Is there need of a comma after regards} 11. Compare the sentence beginning As regards with the following: *^ I have not had any experience in real journalism." 12. Is sure a little too strong ? Comment on the expression / have sufficient ability. 13. Omit entirely and see if you have weakened the sentence. 14. What important information is added by giving the writer's year of graduation ? 15. Try to get a better word than confdent. Perhaps you prefer, " The principal of the Curtis High School, Mr. Frank R. Carherny, will furnish you with information regarding my work in school." 16. In regards salery. Point out the errors. 17. Is it wise to insinuate that your application will not be given a fair consideration ? Is anything lost if this sentence is omitted ? If it is not omitted, would you change the paragraphing ? LETTER OF APPLICATION 225 18. What does I remain imply ? Should a comma follow it ? 19. When is Yours sincerely a correct complimentary close ? What is the rule for the capitalization and punctuation of the complimentary close ? 20. Examine carefully the capitalization throughout the letter. 21. Try to think of some reason for placing the ideas in the second paragraph before those in the third. 22. Are there any important facts omitted in the letter? Can you write a better letter than this ? Try it. EXERCISE 11 Make a written criticism of the letter given below (see page 203, Exercise 21). Rewrite the letter. Tl^rANTED — Young man with some practical knowledge of machinery to make repairs and assist foreman. Royal Foundry Co., 50-55 Gray St., Roxbury . 2261 Dorchester Ave. Boston, Mass. June 25, 19 — Royal Foundry Co. 50-55 Gray St. Roxbury Dear Sirs: In reply to your ad of the 6/25/21 in the Globe I wish to say that I graduated from Merchant High School this summer. In school I received a fair idea of the construction of machinery, and this with what I have learnt from my brother who is a stationary engineer and who has always done mechanical work leads me to believe that I could fill the position which you have offered. Yours respectfully SeyO. c/. COwyyhuyiCjftcyyv 226 BUSINESS ENGLISH EXERCISE 12 Write one of the letters required below : 1. Apply for a position as an assistant in the shipping depart- ment of the wholesale grocery store of Parnell & Parsons. 2. Apply for a position as teacher of English (or any subject you prefer) in the Lawrenceville High School, New Jersey ; principal, Warren W. McCallum. EXERCISE 13 Write one of the following letters : 1. Make a written application to the American Vehicle Company, Bremen, Ind., for the position of agent for their automobiles, carriages, etc. 2. Write to the Thomas Business Agency, 475 Arch Street, Chicago, 111., stating the kind of position you wish and asking what they can do for you. EXERCISE 14 Write a letter in which as a normal-school graduate, or a college graduate who has had no experience in teaching, you apply for a position as teacher in a public or private school that you know. EXERCISE 15 Apply for a position as teacher in one of the schools described below: THE HOME SCHOOL FOR GIRLS. "The school that 's full of sunshine " offers the advantages of a home in a village world-known for its healthfulness. Thorough in- struction and vocational guidance. $1200 for school year. Walsh B. Pelham, Principal, Tarrytown, N.Y. Box 90. MITCHELL SCHOOL FOR BOYS. 50 miles from New York. 75 th year. 21 years under present head master. New site and new buildings. Athletic field. Swimming pool. Gymnasium. Prepares for all colleges and technical schools. Individual instruction. Address Head Master, Newton, N.J. LETTER OF APPLICATION 227 EXERCISE 16 Reply to any three of the following advertisements : CHAUFFEUR WANTED. Young man, unmarried, some years' experience. Careful driver. References required. Ad- dress K. F. T., Times Office. HIGH-GRADE experienced salesman wanted to handle a new, widely advertised, and universally demanded automobile accessory, on a liberal commission plan. H 166, Globe Office. « LEDGER CLERK and general office assistant wanted who is quick and accurate with figures ; state in first letter salary ex- pected, age, education, business experience, and give references which will be considered confidential. Address E 897, Herald Office. WELL-KNOWN SPORTING-GOODS HOUSE desires the services of an aggressive sporting-goods man, familiar with all sports. Must be well recommended ; none other than man of ability need apply. Address Box 209, Roxbury. STENOGRAPHER WANTED — Young lady of excep- tional experience ; must be neat, accurate, and able to qualify as an Ai stenographer; filing experience necessary; good opportunity and liberal salary to right party. Address Y 1 1 04, Sun and Times Office. WANTED — Young lady with some knowledge of stenog- raphy, to assist in publishing house. Reply in handwriting and state salary expected. Address B 513, Public Ledger Office. A CREDIT MANAGER wanted by long-established whole- sale house; must have had thorough experience in handling credits. Write (pen), stating experience, age, references, etc. Box 7, Hanover St. Post Office. DRAFTSMAN wanted, mechanical, on paper working and printing machinery, capable of laying out work from instruc- tions and designing details ; state age, salary, experience, present employment. H 158, Traveller O^c^. 228 BUSINESS ENGLISH BUSINESS OPPORTUNITY — Wanted, an ambitious partner, with some capital, to take an active interest in a motion- picture theater at one of the best summer resorts. For particu- . lars, address C 9210, Inquirer Office. SALESWOMAN wanted to handle the most popular and nationally known electric washing machine on the market. References required. Electric Sales Co., 38 West Sixth St., Philadelphia. A YOUNG WOMAN, with some knowledge of stenography, wanted to answer telephone. Previous business experience not required. Apply by letter only. Richards & Co., 200 Causeway St., Deering, 111. STENOGRAPHER wanted who can read her notes with ease ; must be rapid, accurate, and have had abundant expe- rience ; permanent position, salary satisfactory. Address MANUFACTURER, Box 301, Framingham, Mass. EXERCISE 17 Write a letter of application, using as many as you can of the words in the list in Exercise 1 2, page 73. If you choose, you may answer one of the advertisements given in the exercise above. EXERCISE 18 Write a letter, applying for the kind of position you would like to have and for which you think you possess the necessary qualifications. EXERCISE 19 Cut from a newspaper an advertisement the requirements of which you think you could fill. Write a letter as if you were actually applying for the place and inclose your letter in an envelope. Be prepared to submit your letter to some other student for criticism. LETTER OF APPLICATION 229 EXERCISE 20 Read the advertisement and the letter given below. Rewrite the letter, after noting carefully the suggestions beneath it : J)RAFTSMAN WANTED — At Laconia,N.H., to lay out drawings from freehand sketches and make drawings similar to those shown when changes are explained. Apply by letter or in person. Milton Car Co., 60 Essex St., Laconia, N.H. 87 Mt. Vernon St. Barrington, N.Y. June 4, 1921 Milton Car Co. 60 Essex St. Laconia, N.H. Dear Sirs: ^ In reply to your "ad. "2 in the morning Post of May 30, kindly consider me an applicant for the position of draftsman at Laconia, New Hampshire. 3 1 have had four years of drawing at the Merchant High School, Boston, where references may be obtained from the head master.* Yours truly, C. H. Sheridan 1. " Gentlemen " is better than Dear Sirs. 2. Ad. is not a good abbreviation. The use of quotation marks in a case like this seems to be an attempt to justify a doubtful expression. 3. Better begin a new paragraph here, as this is a new idea. 4. Give the head master's name and address. The letter does not state definitely whether or not Sheridan has had freehand drawing or mechanical drawing or both. He can easily afford to give more details. It might strengthen his case if he inclosed a copy of a letter from the head of the drawing department in the school. Sheridan may receive the appoint- ment, but his statement is rather bare of details and is not likely to be selected as impressive from among thirty or forty letters. CHAPTER VIII THE BUYING LETTER 135. Need of caution. Buying is not by any means simple in its details. Caution should be used, because statements in a letter may prove legally binding. If a buyer's order is accepted, he must, as a rule, accept delivery of the goods even if he has in the meantime changed his mind ; if the goods are not satisfactory, the buyer must prove that they are not what his letter specifically asked for. The general rule in the law of sales is an old Latin maxim, caveat emptor (let the buyer beware). This tendency to throw the legal responsibility upon the buyer is supposed to have the effect of making men self-reliant and cautious and of decreasing law- suits. If you buy specifically a Rex Motor #/, but find that it will not do your work, you cannot return it unless the seller consents to receive it. 136. Essential parts of a buying letter. The buying letter must be clear and as concise as possible. It has three points that should be especially noted : 1. Exact identification of goods ordered. 2. Directions for shipment of goods. 3. Provision for payment of cost of goods. In the case of a regular charge customer the third provision is not always expressed, but is, of course, tacitly understood. 137. Identification. Many firms send out catalogues in which the articles they have for sale are identified by various means, such as a picture, description, special number, weight, power (of engine or motor), or price. Some such method is the prac- tical way of identifying goods, and where possible the buyer should use the seller^s method of identification. 230 THE BUYING LETTER 231 The following descriptions illustrate the modern seller's method of informing the purchaser how to name exactly the article wanted : No. UAA. MAJOR-LEAGUE UNIFORM (made to order, of All- Wool Carter- Brown Flannel). The only difference between this uniform and No. UA is that a medium-weight shirt is supplied instead of the heaviest weight. No. UB. Shirt, any style, in- cluding lettering . Each ^10.50 No. UA. Pants, any style. Pair 10.50 No. UA. Cap, any style. Each 2.00 No. 3X. Hose, plain colors or striped Pair 3.00 No. 7. Belt, best quality of leather, tan or black. Each i.oo $2y.oo ALLENDALE'S COUNTERPANES, the staple Quilt for over fifty years, in homes, hospitals, hotels, etc. Recommended by physicians. Laundered easily as sheets. Extremely durable. Send for Description A to Reliable Quilt Co., Pawtucket, R.I. No. 620G. THE LAST WORD IN A PROFESSIONAL BASE- BALL MITT. The finest golden- brown horsehide obtainable. As soft and flexible as a glove. Has a sole -leather guard at the top of the back for protection of fingers. Rawhide laced all around. No " breaking in " required. Used by many of the catchers in the major leagues. Each, $14. 232 BUSINESS ENGLISH ALLEN'S SPECIAL MOTORS 3 H. P. Single Cylinder 30 lb. 6 H. P. Double Cylinder 60 lb. 12 H.P. Four Cylinder 100 lb. 30 H.P. Six Cylinder 200 lb. A HIGH-GRADE MOTOR that will give constant and efficient service. Especially adapted for canoes and light boats. Aluminum base, copper water jacket, steel shaft, bronze bearings. The Allen Manufacturing Co. Toledo, Ohio EXERCISE 1 Write a letter, ordering one of the articles just described. Inclose a post-office money order in payment. Write a letter, asking for more information about one of these articles. Write a letter, ordering a duplicate of something that you now own, — a book, fountain pen, chair, or the like. EXERCISE 2 - Oral You have probably found in your own experience that most stores will take back or exchange almost any article. Be pre- pared to explain in class how this can be reconciled with the statements made on page 230 about the need of the buyer's being wary. 138. Paragraphing. If an article requires an extended descrip- tion for identification, a separate paragraph should be devoted to it. Such a method follows the requirements of correct para- graphing, which rules that an important topic merits a distinct paragraph. If there are two or more such descriptions, many business men prefer to have each description on a separate sheet. The letter on page 233 illustrates the correct form. THE BUYING LETTER 233 Prescott, Conn. September 6, 19 — Swanson & Sanborn Philadelphia, Pa. Gentlemen : I wish you to send me an open stove suitable for a sitting room. I cannot find in catalogues anything that exactly suits me, but Mr. James Eaton tells me that he bought recently from you an open- grate stove somewhat similar to the old-fashioned "Franklin," the style of which is, I think, what I wish. The grate in Mr. Eaton's stove is 18 in. long and 7 1/2 in. deep. If you have a stove with a somewhat larger grate, I should prefer it, but if you have not, I will take one similar to Mr. Eaton's. Also send 6 ft. of 8-in. pipe. Please send goods by freight. Also please send by express the following: 300 lb. Barbed Wire Fencing 15 lb. 1-in. Wire Staples 1 keg 3-in. Wire Nails Please charge to my account. Yours truly. The second part of this order may very properly be written on a separate sheet. It is an order for stock articles, about which there is not likely to be any discussion. These are to go by express, as distinct from the stove, which is to go by freight, and they would probably be sent forward at once. EXERCISE 3 — Oral Analyze the above letter before your class, showing how it conforms to what you regard as an ideal letter of its kind. 139. Directions for shipment. Directions for shipment are given when there can be reasonable doubt as to the best way to ship the goods. As a matter of fact, many firms have an expert 234 BUSINESS ENGLISH shipper, whose business it is to know the best carrier for any particular consignment. The buyer, however, may have special reasons for wishing to receive his goods by freight, express, mail, or in any particular way, and he should then state his wishes definitely. But the carrier, whether named or not, is liable for goods committed to his care. The seller, however, is liable for damages due to improper packing. It is correct to order a variety of articles in one paragraph, provided that you have a brief and clear way of identifying each article. Notice the following points : 1. Each item should be given a separate Hne. 2. The name of each article should be capitalized, but not the amount, quantity, etc. 3. No punctuation is needed at the ends of the lines. Letters ordering Goods 1932 Commercial St. Atlanta. Ga. March 15. 19— Smith. Clark & Co. New Orleans. La. Gentlemen : Please ship us at once by freight : 100 hhl. Roller Process Flour 10 hbl. Porto Rico Molasses 15 hhl. New Orleans Molasses 25 hags 0. K. Oatmeal 15 hhl. Fine Granulated Sugar 2 hhl. Brown C Sugar 2 hhl. Golden Wheat Starch 20 chests Orange Pekoe Tea The above are to be billed to us in accordance with the prices and terms Quoted in your letter of March 10. Yours truly. Jordan. Button & Co. f.&.B. THE BUYING LETTER 235 Wellington. Kans T. F. Roach & Co. ^^^"^^ ^ Ottawa. Kans. Gentlemen: Please send me the following articles by express and charge to my account: 5 lb. Rio Coffee, 35^ ^1 75 1/2 bbl. Pearson's Best Flour, $14.50 7.25 1 Fireless Cooker #15. mfg. by Kinne & Co. 16.00 1 "Cold Blast" Lantern, size 3 1.20 Yours truly. The following expressions copied from actual letters will give some idea of how to state directions for shipment : 1. Please ship goods by cheapest route. 2. Please make shipment through Earle and Grew's Ex- press Co. 3. Please have the goods sent by the Soo line, fast freight. 4. Please send the goods by Adams Express, with insurance for full value. 5. Please forward by parcel post. 6. The South Shore Electric Express Company will deliver these goods at my door. 7. These goods should be delivered to the Lake Transpor- tation Company, Rand's Wharf. 140. Provision for payment. Arrangements satisfactory to the seller regarding payment for goods must be made in the buyer's letter. Everyone is likely to know whether the seller will expect him to make payment in full before goods are shipped, or will permit *'part payment," ** C.O.D.," ''subject to approval," ''charge account," etc. If one intends to make payment in advance, his letter should state the form in which the money is remitted and the amount of remittance. 236 BUSINESS ENGLISH Forms like the following are sometimes used in making remittances or provision for payment : I inclose a check on the Trenton City Bank for ^18.50, which includes cost of collection. You will find inclosed a draft for $350 on the Meridian Trust Company, indorsed in your favor. I have inclosed an American Railway Express money order for $32, which includes express charges . Please ship the goods by freight, f.o.b., on sixty days' credit. We refer you to the City Na- tional Bank of Conway and to our rating in Brad- street's. Model Form 29 Bow St. Cincinnati January 1 19— Park, Smith and Company Grand Rapids Michigan Gentlemen: Please ship via fast freight the following goods, sub- 1 ject to your best cash discount: 4 #3116 Antique Card Tables 12 #635 Brass Bedsteads 3 #59A Cheval Glasses 6 #3016 Fancy Rockers 2 #835 Music Cabinets 2 #1396 Oak Sideboards 3 #1896 Oak Dining Tables 18 #3192 •• " Chairs 9 #876 Woven Wire Springs I am permitted to re fer you to the Second National Bank of Cincinnati as to my business standing, and am prepared to | remit on receipt of your invoice. Yours truly. THE BUYING LETTER 237 EXERCISE 4 Write the following letter : April 5, 19—. D. A. Macrady, Kirby, N.Y., orders of George P. Morris, 152 Central St., Albany, N.Y., i pr. men's shoes, No. 6, " Redford," style 4, $7.50; i bbl. flour, " Cree- don," $12; 10 lb. rice, $0.90; i cask kerosene oil, $ i o. Shoesare to be sent by express, remainder of order by freight. Payment by personal check on First National Bank of Troy, N.Y. EXERCISE 5 F. K. Livingstone, Gardner, Wis., on June 6, 19 — , sends the following order to M. R. Hovey & Co., West Allis, Wis. : 6 doz. No. 672 ladies' white canvas outing shoes at $50 a doz. ; 5 couch hammocks, khaki-colored, same as order of May 29, 19 — . Charge account 30 days. Goods to be sent by express. In writing this letter remember that though it duplicates a previous order, it must be complete. The buyer should not com- pel the seller to refer to a previous letter in order to identify goods. In other words, each letter should be complete in itself. It is not usual to think of the buying letter as requiring the you attitude. It is, however, a desirable point of view when considering the clearness of what you have written. Put your- self in the reader's place. That you can understand what you have written is not a certain guarantee that your reader can. An effective buying letter should contain the words that con- vey to the reader the exact meaning that those words convey to you. EXERCISE 6 Write a buying letter, complete in all details in answer to the following circular notice. Order all or any of the goods specified. Check your letter according to directions given on page 230, to see that no important statement is omitted. 238 BUSINESS ENGLISH MENS BELTS, 45c. (Limited Quantity) ENGLISH OXHIDE - TAN AND BLACK A DISCONTINUED LINE, WE GIVE YOU THE BENEFIT Black or Tan Leather With Brass Buckle $2.00 Black Tubular Calfskin With Gun Metal Buckle 2.25 Same in Pigskin 2.50 Solid Pigskin Leather Covered Buckle 4.00 Black Seal Goat Double and Stitched, with Solid Nickel Buckle 4.00 WINSHIP LEATHER STORE 71 Broadway Harrisburg, Pa. 141. Subscriptions. In subscribing for a newspaper or maga- zine it is best to state specifically (i) the amount of money inclosed ; (2) when the subscription is to begin ; (3) how long it is to run. 643 West Sixty-third St. Philadelphia, Pa. December 1, 19 — The Curtis Publishing Company Independence Square Philadelphia, Pa. Gentlemen: You will find inclosed an express money order for one dollar and fifty cents, for which please send the Ladies' Home Journal to my address for one year, beginning with the first issue of January, 1921. Yours truly. THE BUYING LETTER 239 EXERCISE 7 Y I. Subscribe for one year to Munseys Magazine, $3 ; pub- lishers, The Frank A. Munsey Company, 175 Fifth Avenue, New York City. 2. Renew your subscription to The American Boy, ;?2.50 a year ; pubhshers, The Sprague PubHshing Company, Detroit, Mich. 3 . Write a letter to the publisher of a local newspaper, asking him to send his paper to your summer home for two months. 4. Write a letter to Street & Smith, cor. of Seventh Avenue and 15 th Street, New York City, publishers of ^//^j-Z^^'i- J/^^^- zine. Ask them to change your address as a subscriber to that magazine. Note i. In asking a publisher to change your address, give the old address as well as the new. Note 2. If the writer does not mention the issue with which his sub- scription is to begin, the publisher usually sends the next month's issue. EXERCISE 8 \ 1 . Write a letter, ordering six articles from a grocery store, a hardware store, or a department store. Ask to have goods charged to your account. 2. Write a letter to a farmer in a neighboring town, asking him to send you CO. D. one bushel of apples (mention variety) at the price quoted in his advertisement in a local paper. 3. Write to a mail-order house in Chicago, and ask to have sent to you by parcel post a pair of shoes listed in their catalogue. Mention catalogue number and give size of shoes wanted. Inclose money order. EXERCISE 9 Write a letter, giving a cash order for one of the articles de- scribed below. Without destroying its clearness, see how con- cise you can make your identification of the article you wish. 240 BUSINESS ENGLISH TAFFETA RIBBON REMNANTS — 4^ inches wide, all silk, from 2 to i o yards in length ; colors, pink, white, cream, maize, navy, old rose, royal blue, reseda, brown, gray. Price, 20 a yard. Lipson Company, 57 Arch St., Chicago, 111. THE ONLY SELF-THUMBING REEL MADE — $6; New Model F with jewel caps — $7.50. 2 inches high. Pil- lars, 1 1 inches. 4-multiple ; sliding click and drag. Inside the spool is a simple device that thumbs the reel mechanically, centrifugally provides a slight pressure (reduced to nothing as the bait slows down), and controls the speed more evenly than any thumb can do it. Everite Reel Co., Washington, Ind. EXERCISE 10 To complete the following exercise each student should write three letters. Secure from an advertisement, a catalogue, or an exercise in this book a description of some article and the name and address of the seller. 1. Write a buyer's letter for the article you wish to have. Pass your letter to some other student. 2. Write a seller's reply to the letter passed to you, giving one of the following replies : a. Seller has not the desired article in stock and cannot secure it before a month's time, but he describes an article which he has in stock and recommends it as a substitute. b. Seller says that the price named by buyer has been super- seded in the new catalogue by a 10 per cent advance. He holds buyer's letter, awaiting further information. c. Seller writes that by agreement with his representatives he does not sell to retail trade, and gives buyer the names and addresses of two firms in buyer's state that handle article described. 3. Pass the letter you have just written to the student who wrote the buyer's letter to which yours is an answer. 4. Answer the seller's letter you have just received, termi- nating the correspondence. CHAPTER IX THE SELLING LETTER 142. Importance. Selling letters are in many respects the most important part of all business correspondence. Just what proportion of the business letter-writing of the world is made up of selling letters no one knows, but the aggregate certainly represents millions of letters annually. The average cost of a sales letter is conservatively estimated to be not less than six- teen cents. A little figuring makes evident how enormous a sum must be spent each year for sales letters. That such vast amounts are spent on the production and distribution of this type of letter is indicative of the value placed upon it by the business world. A brief consideration of the extraordinary vol- ume of business done by mail-order departments and houses is a concrete illustration of the possibilities of selling effectively by written communications. 143. Object. The name of this letter suggests its one prime object, — the selling of goods or services. Although a personal interview, or often a telephone message, is generally regarded as a very effective means of selling, the use of such means alone could not accomplish the increasingly large share of the world's business which is being done by letter. Indeed, a letter is often necessary to supplement or /^ confirm the statements made by word of mouth. Obviously, too, where a salesman can visit but a limited number of ^ possible customers in a given time, the selling letter in the same time can reach hundreds. It is not sufficient, however, merely to have your letter delivered to your prospective cus- tomer ; it must be effective when it does reach him ; that is, it 241 242 BUSINESS ENGLISH must either effect a sale or pave the way for one. To the extent that a sales letter fails to do either of these two things it has not fulfilled its mission. 144. Characteristics. The selling letter is a form of adver- tisement, for it calls attention to something for sale. We shall learn in the chapter on advertising that the aim of an adver- tisement is to (I ) attract attention ; (2) arouse interest ; (3) create desire ; and (4) inspire action. A selling letter which is sent to a person who is definitely seek- ing a purchase may receive attention even if not in an especially attractive form, but even here the selling letter gains by being at its best. As we shall see, in the case of the great majority of letters of this sort it is necessary that they meet all the requirements outlined if they are to accomplish their purpose. Clearly, in order to attract favorable attention the letter must have a pleasing appearance. Interest will not be aroused and desire created if it is colorless or offensive in expression. Nowhere is it more necessary to follow the canons of grammar and composition than in letters of this type. Action, or the placing of an order, can result only if desire exists. Some of the devices for inspiring action will be discussed later. EXERCISE 1 Write briefly, explaining what is meant by ''the canons of grammar and composition." Mention some of the reasons why it is important to observe these. 145. Classification. Selling letters may be classified under two heads : 1. Circular (general) letters, including follow-up letters. a. To the " trade " in general. h. To persons known or unknown to the writer. 2. Personal letters. a. To a particular person, offering to sell him something. b. To a particular person, answering his inquiry about some- thing he wishes to buy, or a reply to an inquiry. THE SELLING LETTER 243 146. The circular letter. A circular selling letter is a form of advertising. In it the seller seeks to interest in the article for sale prospective buyers whom he does not know person- ally or to whom he has not the time to write personally. The ineffectiveness of this kind of letter frequently lies in its impersonal character. The one who receives it is not likely to be as warmly interested in its contents as in those of a per- sonal letter. He probably feels that hundreds and perhaps thousands of persons have received similar letters. Few personal letters, known to be such, are passed unread ; but thousands, probably millions, of circular letters find their way to the wastebasket after receiving scarcely a glance. A circular letter should be so written that it will receive at least a little of the attention accorded a personal letter. Some business firms, taking advantage of the accuracy of duplicating and typewriting machines, prepare circular letters which, in appearance at least, resemble personal letters. There seems to be no sound reason why a circular letter need attempt to appear anything else than what it is. Few business men are likely to be ^deceived into believing that such a letter is really personal. If it is to have consideration, it must have merit as a circular letter and not because it is a good imitation of a personal letter. The writer of this type of letter who knows his trade can often add what amounts to a personal touch by showing his sympathetic understanding of its needs. 147. Specific directions. A circular letter should be suffi- ciently broad to reach everybody for whom it is intended and yet personal enough to have individual interest. A letter of this kind should have the following qualities : 1. It should have at the beginning a statement likely to interest the receiver at once. 2. It should mention the strong points of the article for sale. 3. It should be direct and to the point. 4. It should be truthful and, as far as possible, be its own evidence of the truth of its statements. 244 BUSINESS ENGLISH Generally a circular letter should plainly indicate what the sender wishes the receiver to do. If he is expected to mail an order, a blank form which he can fill out should be inclosed ; if it is desired that he should inquire further, he should be shown how to make inquiry easily ; if the advertiser wishes the prospective customer to allow an agent to call, the cus- tomer should receive a card, upon which is printed such a request for him to sign. Circular Announcement THE CONTINENTAL CLOTHING HOUSE Weston St., Milwaukee SPECL\L INDUCEMENTS FOR CUSTOMERS December 23, 19— Dear Sir: During the month of January we hold our ANNUAL REDUC- TION SALE of Winter Overcoats. Men's Furnishing Goods. Hats, and Shoes. We shall make radical reductions from regular prices that will show you a saving in many cases of from 25 to 50 per cent. Thursday, December 26. Friday. December 27, are set aside for you to make your selections before the sale is advertised in the newspapers, Saturday. December 28. Our charge customers may take full advantage of this important January sale and have purchases charged to their account, the bill of which will not be rendered until February 1. Yours very truly. The Continental Clothing House P.S. Please present this letter. THE SELLING LETTER 245 148. The personal touch. A circular letter may be addressed to a particular class of customers with whom the sender may claim a certain acquaintance ; for instance, the " charge " cus- tomers of a firm, customers who are married women, the subscribers to a former issue of stock, etc. A circular letter addressed to such a class may differ much from one sent indiscriminately. It is generally assumed that the receiver will be somewhat pleased and interested if he is made to feel that he belongs to a special class with whom the writer believes it pays to correspond. Dear Madam : We desire to express our appreciation of the patronage you have accorded us, and take pleasure in announcing our greatest sale. Inclosed you will find a circular which will more fully explain the purpose of our great THIRD OF A CENTURY SALE We shall use every endeavor to conduct this sale in such a manner that you will be served promptly and without annoyance. We trust you may secure some of the exceptional values we shall offer during the week of June 24-29, 19 — . Very truly yours, F. S. Bowditch Company To Students: Now that the vacation is approaching and you will be homeward bound, why not let Colman's Ex- press Company handle your baggage? This company maintains delivery service in most college towns as it does here in Greenfield. We know from experience the kind of service that col- lege students wish. A call on our office by tele- phone or otherwise will mean the prompt collection of your baggage and its delivery at your home ad- dress in the shortest possible time. The receipt that is given to you carries with it free insur- ance up to $50. 246 BUSINESS ENGLISH Not only does this service mean high-class transportation, safety, and efficiency, but the cost in many cases is considerably less than the charge made for drayage to and from the station. In addi- tion it saves you the annoyance and trouble neces- sary in locating and making arrangements with draymen as well as the inconvenience of declaring value and checking baggage at a crowded station. Further information will be gladly furnished by the company's representatives, and a trial this year will convince you that Colman's Express Com- pany's service is not only the most convenient but the safest and most economical method of trans- porting baggage. Yours very truly, j7. /if, ^a^w-a^ayv, General Traffic Agent Dear Sir: For that trip that you are soon to take — your April vacation, the convention, or the summer sea- son — you will need some kind of trunk, light- weight traveling bag, or suit case. , It may be that a new hand bag, a leather jewel case, or a set of brushes is what you lack. We appreciate the patronage that you have given us. Our spring stock has just been opened, and we are glad to extend to you, as one of our customers, an opportunity to have first choice. Yours very truly, Grinnell and Sims 149. Miscellaneous uses. The circular letter is also frequently used in making general announcements, such as change of location, dissolution of partnership, change in rate of discount, introduction of a new line of goods, and the like ; but in the end such letters are directly or indirectly designed for the pur- pose of all selling letters, — to keep the seller and his goods in the mind of the possible buyer. THE SELLING LETTER 247 AFTER SEPTEMBER 1, 1921 WE SHAIili BE AT OUR NEW STORE lU^ QUENTIJiJ SQUARE JAMES J. liLOTD COMPANY This announcement is really a kind of circular letter in the form of a card. 150. The follow-up letter. When the cumulative effect of two or more communications relating to the same subject is desired, follow-up letters are used. For example, a publisher may wish to call attention to a certain book. One letter in regard to this may go unheeded by the recipient, but if two or more letters are sent, it is probable that his interest will be aroused. Only persons of mature knowledge and with broad experi- ence can be expected to write good follow-up letters. In general, the remarks that apply to circular letters apply here, but as a rule each follow-up letter should be in some way more em- phatic than the one preceding it ; it should refer to and be a natural sequence to the preceding one, and yet should be self-explanatory and complete within itself. Below are given illustrations of a first circular letter and two follow-up letters : Dear Sir: Never have more important problems faced this country than today. It is imperative that every man should become familiar with the economic, social, and political development of our country, and with the conditions which have determined that development. The current problems of the United States should be interpreted in the light of facts, both past and present. To enable a busy man to familiarize himself with the conditions and problems suggested above, we have recently published "An American History" by Professor D. J. Maxwell, the eminent writer and historian. 248 BUSINESS ENGLISH Professor Maxwell has treated his subject broadly, fairly, and fearlessly, and with due regard to the present as well as to the past. Cause and effect are clearly shown. This new work (600 pages) is bound in durable cloth and is fully and artistically illustrated with choice wood engravings and half-tone insets, and is amply supplied with superior maps. If you wish to examine "An American History" please sign and return to us the inclosed card, and a copy of this book will be sent you, express paid. Price and terms are printed on the card. Yours truly. Brown and Company Dear Sir: Not having received from you a card in response to our letter of January 3, with reference to Pro- fessor Maxwell's "An American History," we venture to inclose an illustrated and descriptive pamphlet which will give you a good idea of the book. The reader of "An American History" will be pre- pared for an understanding not only of the periods of discovery and colonization, etc., but of the periods of reconstruction and of the political and industrial development since the Civil War, and an intelligent appreciation of modern politics. Please note the inclusion of a discussion of such subjects as The Importance of the Great West and its Development The Growth of Machine Politics Civil-Service Reform Immigration Growth of "Big" Business Conservation of National Resources America and the World War We urge you to sign and return to us the in- closed card. Yours truly. Brown and Company THE SELLING LETTER 249 Dear Sir: In the New York Sun, issue of January 20, 19—, there appeared the following review of Professor Maxwell's "An American History": "The author and publishers are to be congratu- lated upon the appearance of this new history. It is a timely book and is enlivened by the clear, vigorous style so characteristic of Professor Max- well. The Colonial Period and the Revolutionary War are finished and out of the way before one fourth of the book is consumed. At the close of the Civil War there is nearly one third of the book (200 pages) yet unused. From Bull Run to the fall of Richmond takes only thirty pages. This propor- tion is maintained. The Reconstruction Period, a subject full of possible controversy, is treated frankly, boldly, and fairly. The rest of the book is devoted to a discussion of present-day problems, — issues like railway regulation, control of trusts, conservation, direct legislation, and corruption in politics. America's part in the World War and sub- sequent problems are vigorously and clearly set forth. The reader is given a chance to think on live topics and to put the study of history to a practical use." The Chicago Times, issue of February 1, con- tains the following: "If Maxwell's *An American History' is as widely read as it deserves to be, we shall have a democracy in fact as well as in name. This book has red blood in it." We believe that a book deserving of such high praise is worthy of a place in the library of every American. Will you not show your interest in this book by mailing today the inclosed card? To do this will cost you nothing and will enable you to judge for yourself as to the merits of Maxwell's "An American History." For terms please read the inclosed card. Yours truly. Brown and Company 2SO BUSINESS ENGLISH EXERCISE 2 As representative for A. B. Groce and Company, prepare a circular letter with two follow-up letters in which you offer for sale (i) preferred stock of the Whittier Magazine Company at lOO, 7% guaranteed, and (2) common stock of the same company at 84, paying the present year 5% on par (100). In your second letter state that since you first wrote, the magazine company has declared a common-stock half-yearly dividend on a 5^ basis. Say that you still have, however, a few shares of common stock at 84, although the price is certain to rise. In your third letter state that no preferred stock will be on the market after the sale of the lot which you hold, as the directors of the magazine company have voted that in future all transfers must be made direct to the company or to present stockholders. EXERCISE 3 Prepare a circular letter and two follow-up letters, offering for sale house and bungalow lots with lake frontage. In your first letter, describe them with some detail, stating your terms. In your second letter, state that you have sold a certain number since first writing, mentioning at least one buyer of some prominence. In your last letter, offer special terms, giving as your reason that you wish to close out the property quickly and keep within the restrictions to which you bound yourself and which require you to sell only to certain classes of persons. EXERCISE 4 As representative of your firm, prepare a circular letter with one follow-up letter, in which you offer for sale something about which you have some first-hand knowledge. The following list may suggest something to you : a large dictionary, a popular encyclopedia, furniture sets on terms, ''Ready-to-Build" houses, gasoline motor boats, automobiles, weatherproof paints, agri- cultural machines, kitchen stoves. THE SELLING LETTER 251 EXERCISE 5 Note to Instructor. This exercise should be assigned at least two weeks before the date on which it is due. (I) Select, from magazines, newspapers, catalogues, and the like, one or more (at least three, if possible) interesting adver- tisements about some article ; (2) mount your advertisements on sheets of paper ; (3) underline in the advertisements what you consider to be the three strongest selling points ; (4) out- line the contents of a circular sales letter and two follow-up letters, making each of the three selling points the main idea of a letter ; (5) write the three letters ; (6) assemble your work and submit it tO your instructor. 151. The personal letter. Personal letters are of two kinds : (i) those which are adapted to individuals from circular sales letters ; (2) those which are intended for one person only and which would not be suitable for another. The circular sales letters which have been described in the previous part of this chapter are generally sent broadcast by business houses to regular and prospective customers. The first kind of personal letter which is mentioned is in content substantially like the general circular letter, but it is separately written with a particular person in mind in each instance, and the name and address of the person are given. A small- business man or an agent may have a select few of his cus- tomers, to whose attention he wishes to bring some special thing which he has for sale. He sends a personal but formal sales letter. This may precede or follow more personal letters or may supplement the circular letter or other advertising matter. For example, a life-insurance agent may wish to bring to the attention of a few of his acquaintances through the medium of such a letter a certain form of policy in advance of a personal letter or an interview. Similar letters might be written by bond salesmen, brokers, agents for farm products, or anyone who has something special to sell. The following letters are illustrations of this kind of correspondence. 252 business english New Bedford Mutual Life Insurance Company CHARLES H. JONES, SPECIAL AGENT 176 Congress Street, Boston August 15, 19— Mr. Elias M. Wesley Watertown, Mass. Dear Sir: Your age will change on September 10. After that date life insurance will be rated at your age on your next birthday. Do you know that you can make a considerable saving by taking up the matter before September 10? After that date you will be rated at your next age, thirty. Furthermore, in delaying action you even run a risk much greater than your chance of dying, — the risk of becoming uninsurable. Life-insurance com- panies rejected, during the past year, one out of every nine applicants. This is eight times the death rate at the age of thirty. Premiums may be paid annually, semiannually, or quarterly. If it is not convenient for you to pay any portion of the premium just now, I can easily arrange for you to have the benefit of insurance at your present age without immediate cash payment on your part. While I consider the contract described in the inclosed circular as the one most likely to inter- est you, I shall be very glad to mail you informa- tion regarding other policies if you will return the inclosed card. My long experience and close association with the Company are at your service. Very truly yours, t&Q^ /if. ^cyyu&Qy, Special Agent THE SELLING LETTER 253 March 15, 19— Mr. George M. Henry Waben, Illinois My dear Mr . Kenry : All personal property in your possession on April first is taxable for the current year. Have you not on hand a little money that you would like to invest at this time in gilt-edge nontaxable stocks or bonds? We inclose a list of such. Please note that these securities yield a net return rang- ing from 4 1/2 to 6 per cent, an unusually high rate for investments of this grade. We have in our possession full information in regard to the securities which we have to offer. This we will gladly put at your disposal. Please sign the inclosed card and return it to us in the accompanying stamped envelope if you wish one of our salesmen to call on you. Yours truly, Patey, Bryant and Company EXERCISE 6 Outline a letter offering for sale a bicycle (typewriter, auto- mobile, wagon, force pump, or any machine or vehicle with which you are familiar). Following the general directions of your outline, write 1. To a young man who would probably want terms. 2. To a person considerably older than yourself who would probably pay cash. 3. To a second-hand dealer. EXERCISE 7 You have for sale ten barrels of apples. Write a suitable letter to each of the following, adapting it in each case to the individual. Describe your merchandise and name your price. 254 BUSINESS ENGLISH 1. To a lady, offering her one barrel for home use. 2. To a boarding-house keeper, offering one barrel at a cer- tain figure or five barrels at a lower rate. 3. To a grocer, offering the lot for a lump sum. EXERCISE 8 You are leaving town and wish to sell the furniture in your room. Write sales letters to the following persons : 1. A young man who has just come to town, and who is likely to furnish a room, offering him the lot on terms. 2. A married man (or woman), offering an opportunity to select what is wanted. Terms cash. 152. Reply to a letter of inquiry. From the point of view of the seller his advertisement has been successful when it leads to an inquiry from some prospective buyer. A letter of inquiry gives the seller the opportunity to write directly to the inquirer, telling him about the article for sale. Of course, not all letters of inquiry are followed by sales ; but if the seller fails to make a sale after receiving such a letter, he should remem- ber — like the good sportsman who fails to land a fish — that he has probably left something undone. 153. The letter of reply to a letter of inquiry, i. The letter of reply must be clear. If the seller fails to answer the inquiries clearly, the sale is probably lost. 2. It must have a fixed point of view. The writer should put himself in the place of the questioner. His letter must not necessarily be one that anybody ought to understand, but one that the inquirer will tmderstand. 3. It must be courteous. Every inquirer should be considered worth thoughtful attention. Small orders often precede larger ones. Conciseness is desirable, but in an answer to a letter of inquiry no necessary detail of explanation should be omitted. THE SELLING LETTER 255 Letter of Inquiry Houston, Texas May 15. 19— The Galveston Motor Company Galveston. Texas Gentlemen: I have been favorably impressed by your advertisement, in the Texas Courier, of a Locomobile, and should like to know whether you would allow my chauffeur to bring the car over here next Saturday on an experimental run. I do not drive a car myself, but should like to see your machine. You do not mention terms. Is $1500 your best cash price? ^ Yours truly. EXERCISE 9 Criticize the reply given below to the above letter. Rewrite and improve. May 16, 19— Mr. A. A. Clement Dear Sir: Your favor to hand and beg to state we have a man of ours who demonstrates our cars to inquiring parties. The car will be run out for two parties who want to buy next Saturday. If you want this bargain you had better see it yourself Saturday as it is liable to go at any time. $1500 is our cash price — no disc't. Yours respectfully, /. B, m'SvaXA 154. Replies to general inquiries. A business man is likely to receive many letters of inquiry about his goods, in which the writers give no clue as to what first induced them to write to him. They may not refer to catalogues, advertisements, or 256 BUSINESS ENGLISH circular letters, and they may give only the vaguest description of what they want. Such inquirers, however, should be given careful attention. Below is given such a letter of inquiry with an appropriate answer : McAlester, Okla. June 2, 19 — Stoddard-Wright Co. St. Louis, Mo. Gentlemen: I have been told that there is an artificial baseball curver which can be slipped on the finger in some way to help an inexperienced player to learn how to curve a ball. I don't seem to be able to find just what I want in any of our local stores, and I should like to know if you have such a thing for sale. I have inclosed a stamp for reply. Yours truly. Note that in the reply the Stoddard-Wright Company have changed Bob to the more dignified form, Robert. Mr. Robert Stewart ^^^® ^' ^^— McAlester, Okla. Dear Sir: In reply to your letter of June 2, we regret to say that we do not have in stock any such article as you describe. We are informed, however, that there is an artificial baseball curver, patented some years ago, designed to be fastened on the hand, and we have written our New York agent about the matter. On receipt of his reply we shall write you further. Under a separate cover we have sent you our catalogue of sporting goods. On page 65 you will find marked a mechanical baseball curving machine that may interest you. Yours truly, Stoddard-Wright Company THE SELLING LETTER 257 EXERCISE 10 Miss Mary L. Rose (supply address) writes, asking you to send at once, C.O.D., express prepaid, 3 doz. manila-covered, ruled blank books, about 8i x 6i in., at 8o'WyiQX}-n^ Manager Note. When a firm thinks it is not well known to the seller, it may properly make reference to its method of payment. 266 BUSINESS ENGLISH New York, N.Y. April 10. 19— M. U. Osgood Company Pawtucket, R.I, Gentlemen: In reply to your inquiry of April 8. asking for quota- tion on shovels etc., we are pleased to quote you the fol- lowing discounts from our price list: Shovels. 50 and 5% (in lots of 500) Pickaxes, 50 and 5% (in lots of 500) Heavy Rakes, 60% Heavy Hoes. 50 and 2 1/2% These goods are' Al quality, and we know they will give you the best of satisfaction. As we have a large stock at this time, we could make immediate shipment. We hope that we shall be favored with your order, which we assure you will be given our best attention. Yours very truly, M. F. Nye and Company by -&\t R. fObo^nt^ 278 THE LETTER OF INTRODUCTION 279 A generalletter mtrtly makes some statements that will enable the receiver to know who the bearer is. It does not necessarily indorse his ability, character, or financial standing, but of course it is not supposed to introduce a person whose acquaintanceship is likely to prove injurious or obnoxious. EXERCISE 1 - Oral Have you any criticism to make of the following letter? Mr. Gately has known Mr. Gill for only six months. Readville, Wisconsin (/ November 13, 19 — Mr. James B. Cushman Boston, Mass. Dear Mr. Cushman: Mr. George Gill, the bearer of this letter, is visiting Boston to purchase a full line of spring and summer goods for his men's furnishings store. Mr. Gill is known to me as a man of keen busi- ness ability and of unquestioned standing in our community. His paper is freely accepted in the local banks, and he will incur no obligations that he cannot easily meet. Yours truly, EXERCISE 2 Rewrite the letter in Exercise i without unreservedly indorsing Mr. Gill's financial standing. EXERCISE 3 Mr. L. E. Allen is going to Ohio to introduce a new line of teas and coffees. Write a general letter that will favorably introduce him to business men in that state. EXERCISE 4 Mr. Henry H. Dillingham has been advised on account of his ill health to live permanently in the Canadian Northwest. 280 BUSINESS ENGLISH Write a letter to Mr. Herbert L. Reading, a former acquaintance of yours, now a prominent grain merchant in Winnipeg, Mani- toba. Ask him to assist Mr. Dillingham in finding a position where he will not be overworked or too much confined. EXERCISE 5 You are just graduating from high school and think you would like to be connected with the South American trade, as you have a good knowledge of Spanish. Mr. John E. Morrison, a re- tired business man of your town, was formerly in the Argentine lumber trade and lived for some years in Buenos Aires. He is well known to your father and to you. Write the kind of letter you would expect to receive from him, addressing it to the firm with which he was previously connected, Hancock & Harding, Lumber Merchants (Shippers), Portland, Maine. EXERCISE 6 Miss Elizabeth Moore is leaving town to live with her aunt in Springfield. Miss Moore is twenty years of age, a grammar- school and high-school graduate, and has had two years' experi- ence as a bookkeeper and one year as a stenographer. Write a letter to John D. Hartwell, Esquire, a well-known attorney of Springfield, asking him to assist her in finding a position. EXERCISE 7 Frank J. McCoy, a young man of twenty-one, has worked all his life on his father's farm. He is of more than average ability and intelligence and has a good common-school education. He has also a fair knowledge of scientific farming gained from diligent reading. Having decided to fit himself as an expert on fertilizers and the rotation of crops, he thinks he would find opportunity if he could get a position on a state agricultural farm. Write a letter to Eliot R. Parker, president of the Agricultural College of the state of , asking him to talk with Mr. McCoy and help him as seems best. THE LETTER OF INTRODUCTION 281 163. The special letter of introduction. A special letter of introduction^ sometimes called a letter of indorsement, is more definite than a general letter of introduction. It usually includes a statement about the financial standing of the person intro- duced, and requires care, for the writer is in some way guar- anteeing future, often financial, transactions of the person whom he introduces. Such a letter may be mailed or given to the bearer. The following letters will serve as examples : New Orleans, La. ^ January 8, 19 — Mr. John McCabe Superintendent of Merchandise Creedon and Company Morgan City, La. Dear Sir: The bearer of this letter, Mr. Bernard J. Morse, is a patron of our bank and is personally known to me as a business man of excellent reputation. I am sure that you will enjoy doing business with him and that he will appreciate an intro- duction to the hardware dealers of your city. Yours truly, jCi/nd&Cl f. /ifcL'yyu^yyvcyyict Wayne, Pa. July 30, 19— Supt. Elmer S. Childs Transportation Department Central Division, B. & L. R. R. Baltimore, Md. Dear Sir: Mr. Frank McFarland, the bearer of this letter, has been appointed by the Executive Department of Wayne to investigate the urban and suburban pas- senger transportation system of Baltimore. He will lay his report before the transit commission of Walker County and adjoining counties. 282 BUSINESS ENGLISH Knowing your wide acquaintance among the offi- cials of the electric and steam railways of Mary- land, I am sure you can greatly assist Mr. McFar- land in his work by introducing him to men whom you think able to furnish him with the kind of information he needs. I have deposited $5000 in the Shawmut Exchange Bank, subject to his check. He will be glad to have you identify him at the bank. Yours very truly. Assistant City Treasurer EXERCISE %-Oral Be prepared to show how unity and emphasis apply particu- larly to the letter of introduction. As a rule, what is the general idea that is to be developed by a letter of this kind ? What idea is emphasized in the letter above .? EXERCISE 9 John J. Hayes, a young man well known to you, wishes to open a laundry in your town. Write a letter to Mr. Monroe Y. Mason, a former friend of yours, who owns a large laundry in the state capital. Ask him to give Mr. Hayes some insight into the work- ing of up-to-date laundry machinery. Do not indorse Mr. Hayes's financial standing, but speak well of his ability and character. EXERCISE 10 Mrs. Maurice Macaulay is to spend the winter in Carolsville. Mrs. Macaulay is an organist, and having heard that there is a fine pipe organ in the First Presbyterian Church in Carolsville, she wishes you to ask the pastor of the church, the Reverend R. J. MacLeod, to allow her to use the organ. Mr. MacLeod is not very well known to you, but is a graduate of the same high school as yourself and was formerly a resident of your town. Write the letter. THE LETTER OF INTRODUCTION 283 EXERCISE II Mr. and Mrs. Matthew J. Lane wish to see the machinery of a large gas plant. Write a letter to Superintendent M. C. Holman, of the Caledonia Gas Company, asking him to permit Mr. and Mrs. Lane to visit his gas plant. Speak highly of the plant of the Company. EXERCISE 12 James P. Beatty will be in Sunbury, S.C, during May. He is an enthusiastic golf player. Write a letter introducing him to Mr. Samuel S. 'Chase, secretary of the Sunbury Golf Club. EXERCISE 13 Miss Eva Milligan, a milliner in your town, wishes to engage in business in a large city. Write a letter to a reliable real- estate broker, asking him to assist her in finding a suitable location. EXERCISE 14 Miss Marion Noyes is going to Chicago for a few weeks to prepare a paper to read before an educational society. She asks you to write her a letter introducing her to the librarian of The University of Chicago. EXERCISE 15 Write a letter to George A. Littlefield, Superintendent of Schools, Fulton, in the state of , asking him to assist Mr. Edward Walcott, a recent graduate of a normal school in your state, to obtain a position as teacher. Give reasons why Mr. Walcott wishes to go to that particular state. In writing the letter consider some of the following points : Your intimacy with Mr. Litdefield. Your knowledge of Mr. Walcott's training. Mr. Walcott's personality. 284 BUSINESS ENGLISH THE LETTER OF RECOMMENDATION 164. A valuable study. A person just entering business is not likely to have occasion to write a letter of recommendation, but a study of its forms comes naturally after the letter of introduction. Furthermore, by learning just what a letter of recommendation ought to contain, a student will be able to tell whether he has a right to one that is likely to help him in securing a position. Nobody should ask you for a letter of recommendation, or write one, simply because of acquaintanceship. It does not follow because you know a man of influence that you have a right to ask him for such a letter. On the other hand, do not place too much reliance on a letter written by some unimportant person of whom your prospective employer probably knows nothing. Indeed, in this country, recommendations can be obtained too easily. It has been well said that if men could only live up to their recommendations, there would be few failures in life. 165. Classification. Letters of recommendation, like letters of introduction, are of two kinds, general and special. 166. Essentials. The best kind of written recommendation is one sent by a person who knows the applicant, in reply to an inquiry from the applicant's prospective employer. Such a letter does not pass through the applicant's hands and may be supposed to tell the whole truth about him, even if all the statements are not in his favor. But many business men like to have some preliminary knowledge of what others think of the applicant ; therefore it is customary to have what is known as the open or general letter of recommendation, a copy of which may accompany the letter of application. A letter of recommendation, to be effective, should be definite. The writer should speak of what the applicant has actually done, and, if possible, only of what the writer knows personally about him. Vague generalities should be avoided. Compare the two statements following : THE LETTER OF RECOMMENDATION 285 1. Mr. Ross is a bright, hard-working young man, if one may judge by four years' acquaintance with him. As railway delivery clerk for our company he has had to get up every morning at four o'clock and work until eight thirty, delivering packages of papers at the stations along the railway. He has done this to help his mother, who is a widow, but he has also been able to graduate creditably from the high school. You may be mterested in knowing that he has saved $125 and given it to me to invest for him. 2. Mr. Ross is a bright, energetic young man, who is willing to work hard and who has naturally a saving disposition. The letter should leave no doubt as to the character of the appli- cant. An omission or a dubious statement on this point is almost certain to prevent a favorable consideration of his application. 167. Illustrative forms. The following are specimen letters of recommendation : Answering an Inquiry about an Applicant May 24. 19 — Mr. L. H. Morgan, Superintendent The Winter Wear Company Morristown, N. Dak. Dear Sir: It gives me much pleasure to answer your inquiry of May 20, relative to Mr. George L. Sears. Mr. Sears worked in our shipping department afternoons after school for three years, and during the past year he has been in our receiving department. I am able to say that you will find him a hard and willing worker, and I may add that in whatever he under- takes he uses his brains. He has invented what is. I think, a unique but simple and effective method of checking goods in our somewhat complicated receiving department. This system has saved us much time and money. The firm will be sorry to lose him, but as he wishes to try a larger field we are glad to recommend him to you unreservedly as to character and ability. Yours very truly. 286 BUSINESS ENGLISH General Recommendation June 8, 19— To Whom it may Concern: Mr. James L. Keating graduated from this school in June, 1911. His diploma indicates that he has completed to our satisfaction the regular courses in commercial English, the elements of commercial law, commercial arithmetic, bookkeep- ing, stenography, and typewriting, as outlined in our catalogue. After graduating, Mr. Keating remained with us a year and made a special study of typewriting and stenography. He is familiar with the mechanism of every standard machine and can write rapidly. He understands thoroughly the Pitman and Gregg systems of shorthand. He is not a mechanical note- taker, but understands the science of stenography, and with his knowledge of English is an expert amanuensis. During his last year with us he acted as assistant in- structor in the advanced classes in typewriting and stenog- raphy. We have found him diligent, capable, and a thorough gentleman. We cordially recommend him to anyone who is looking for a young man who is willing and able to prove hia worth. Respectfully submitted. jvicUyOn 18. /i-nAAZeAf, Principal 168. A personal matter. It may be stimulating to the student to consider the kind of recommendation that is due him from his school or his employer. A letter that can truthfully state only the vaguest generalities is not likely to carry much weight. Nearly everyone has particular qualities worthy of special com- mendation. Even in a general letter of recommendation such qualities should be mentioned. THE LETTER OF RECOMMENDATION 287 EXERCISE 16 Comment on the value of the general letter of recommendation given below. How much does it really say about Miss Manning ? Make a list of the facts commented on, and a list of the points omitted that you might reasonably expect to be mentioned. It may be worth your while to consider whether you are entitled to a letter that is as good as this or better. Miss Sarah L. Manning, the bearer of this letter, has been in our employment during the past six months as/ a stenographer and typewriter. She is a graduate of the Broadman Grammar School and of the commercial department of the Cox high school, and brought us recommendations from both institutions. As you no doubt know, Mr. Cod- man, the principal of the high school, is very con- servative in what he says about his graduates, and tries to see that his recommendations mean something. Miss Manning is a bright young woman of pleas- ing personality and excellent manners. We are glad to be able to give her this recommendation and to have her use our name as a reference. Harrington & Lawson, by ^&cyuf& S^r ^^^^^^'^^ . A letter of recommendation should indicate clearly who the writer is. If this information does not appear in the letterhead or in the body of the letter, it may be placed after the signature. John L' (Zt{>'£At Chairman of the History Department of Winona College 288 BUSINESS ENGLISH A Letter of Recommendation in Answer to an Inquiry SAMPSON, PAGE, AND COMPANY BANKERS Butte, Montana, January 15, 19 — Mr. James A. War ton, Helena, Montana. Dear Mr. War ton: It gives me pleasure to answer your inquiry of January 4 relative to the business qualifications of Earle R. Sweet. Mr. Sweet was employed for three years in our accounting department, coming to us direct from the Massachusetts School of Accounting. He had practically no business expe- rience when he joined our staff and had at first consider- able difficulty in meeting our requirements for accuracy and rapidity. In fact, at one time it was necessary to appoint one of our older men to oversee his work. However, he showed commendable persistence in making his services more valuable. He was always somewhat slow, but his dependability in intention was always unquestioned, and in his third year his ability was such that he directed our bookkeeping department during the six months' absence of our head accountant. I am credibly informed that his present employers consider him an exceedingly valuable man. Yours truly. Chief Accountant THE LETTER OF RECOMMENDATION 289 A Letter of Recommendation Thayer, Williams, and Chandler queen cotton batting BRIDGEPORT, PENNA. June 10. 19 — Mr. Ogden Wheelock has been known to me personally for a long time, and I have had an opportunity to observe closely his pei^sonality and his work. He is a well-trained college man who has used his eyes and ears to advantage. His family connections have given him an opportunity to associate with men and women of Ideas. and he has seen clearly for a long time the vocational needs of the Eastern states, particularly those of Pennsylvania. He is democratic, likable, and well accustomed to meeting influential men in business and political circles. Before entering business he had considerable experience as an instructor in schools and colleges, where he showed himself a natural disciplinarian whose generous, wholesome personality made him naturally the confidant and adviser of the students. I wish to emphasize this point. He is peculiarly fitted to carry out instructions, and, in addition, he has the originality and necessary confidence that make him a natural driving force. His character is beyond question, his judgment is good, and he has the qualities necessary to make him the suc- cessful employment manager in a high-class corporation. Assistant Manager 290 BUSINESS ENGLISH EXERCISE 17 Write the kind of general letter of recommendation to which you consider yourself entitled. Divide the letter into at least three paragraphs. EXERCISE 18 Write such a letter as you think one of your teachers or someone for whom you have worked would write to help you to obtain the position you select from those named below : 1. General office boy in a wholesale leather house. 2. Assistant bookkeeper in a retail grocery store. 3. Delivery clerk for a creamery. 4. Governess in a private family. 5. Secretary to a private banker. 6. Stenographer in a commission merchant's office. 7. Ticket agent in your local railway station. EXERCISE 19 Write a general letter of recommendation for Fred A. Howard, noting the following facts : the length of time you have known x^ him, the business positions he has held of which you know person- ally, and his ability, diligence, and character. Tell of some particular thing he has done that would be likely to commend him to a prospective employer. EXERCISE 20 Write to Mr. Charles L. Tufts, a personal acquaintance of yours, who is the manager of a branch clothing store in a country town. He has written to you, inquiring about Sidney Haynes, a young man who for two years has been a salesman in your furniture department. Haynes is not brilliant, but he is a willing worker and reliable. He is not very well educated, and his personality is somewhat rough, but when customers know him they like him. His record as a salesman is good. THE LETTER OF RECOMMENDATION 291 EXERCISE 21 After consulting pages 139-142 on outlines, write the fol- lowing exercises : 1. Make a brief outline of a letter such as a teacher or an em- ployer might write, recommending a fellow student for one of the positions mentioned in Exercise 18. See that you have omitted no important facts and that you have arranged them in good order. 2. Write the letter and be prepared to submit it to a fellow student for criticism. CHAPTER XII COMPLAINTS AND ADJUSTMENTS 169. Necessity for adjustments. If everybody were honest, if nobody were careless, if everybody paid his bills, and if nobody lost his temper, business would purr along like a Liberty Motor. But the whole progress of mankind involves an adjustment to changing surroundings, and in this adjustment business plays its part. If in business we learn to look upon adjustments as *' a part of the game,'* we are likely to sympathize with the viewpoint which says '* every complaint is an opportunity to increase the selling power of the house." 170. Policy. It is necessary for a business concern to have a settled policy regarding adjustments. Fairness demands that like cases should receive like treatment. If one patron can get his money back promptly by simply making a complaint, while another has to haggle for weeks to get even a grudging com- promise, the result will be distrust and dissatisfaction. The policies that regulate adjustments fall under four general heads : 1. The customer must be satisfied. 2. The customer must be treated fairly. 3. The firm must stand on its legal rights. 4. The firm must consider the merits of each individual case. 171. Satisfying the customer. Definite adoption of the policy that the patron must be satisfied came into prominence with the growth of the large department store. It rests upon the theory that a dissatisfied customer is not a dead loss but rather a live one, and is likely to be of long and increasing detriment to a store. But to assume that the ctcstomer is always right 292 COMPLAINTS AND ADJUSTMENTS 293 is an extreme idea. Probably no firm follows it absolutely. Manufacturers and wholesale dealers cannot afford to do so, and in practice retail firms modify this policy by a liberal inclu- sion of the second point of view, that the customer should be treated fairly. 172. Treating the customer fairly. In the end most of us approve of the man who tries to give a square deal, even if we do not agree with his point of view. A public-service corpora- tion which strives to treat the public fairly usually gains public confidence. Most impersonal corporations, such as gas and electric companies, railway and express companies, and the like have in a large nieasure accepted this principle. Indeed, most corporations and other business concerns act squarely with their patrons. No doubt this is partly due to the growing sense of service and duty that has shown such marked progress in recent years, but it is also due to the simple fact that it pays to treat customers justly. This policy is well illustrated by the following incident : A corporation in Massachusetts, manufacturing electrical machines, received a complaint from a man in Florida that a large motor had refused to work almost immediately after installation. The Massachusetts company sent an expert to examine the machine. He reported that the motor had been injured through gross carelessness on the part of the purchaser, some of the bearings being insufficiently lubricated. This company, therefore, not only charged for repairing the motor but collected also the expenses incurred by the expert. In another instance, however, the same company found that its own men had failed to adjust accurately a huge fly-wheel, and as a result a valuable machine was damaged. In this case the electrical firm installed a new machine and charged the entire expense against itself. 173. Legal rights. When a firm or a business man is deter- mined to make no concessions, but insists upon his legal rights at all times, patrons may be chary of making contracts. Of course, legal rights are at times the only basis for a just settlement, 294 BUSINESS ENGLISH but one might almost as well hang up over his store Dante's terrible legend '' All hope abandon, ye who enter here " as to make it known that the only concessions he ever offers are those which the law compels him to make. By comparing ''legal rights" as a ^logan with *'the customer must be satis- fied" or ''the customer gets a square deal" one can easily understand the inadvisability of adopting the caveat emptor policy in business. 174. Considering each case. The policy which attempts to settle each claim on its merits without reference to any definite standard needs little comment. It is simply the policy of no policy. Anyone acquainted with the volume of business done in the adjustment departments of large manufacturing com- panies, railway corporations, and department stores will at once see that their offices would be swamped with unadjusted claims unless they had clear-cut plans for meeting complaints. Delay is often the most annoying thing of all to a patron who already feels aggrieved. A correct policy " takes time by the forelock." An immediate offer of adjustment leads quickly to the settlement of many a complaint that might grow to a serious difference. 175. Making complaints. It is well to point out some of the principles governing the making of complaints. A complaint is registered to get redress, not to relieve one's feelings. In making a complaint you should simply state the facts. It is usually wise not to state the redress expected, but to leave that to the adjuster. If you have to write again, you should of course be more insistent and specific in your demand. At all times personalities and innuendoes should be avoided. They serve no purpose unless it be to arouse the anger of both parties and therefore to make a settlement more difficult. 176. A few rules. Here are a few points that both complainant and adjuster should keep in mind. I . Be courteous. You gain nothing by advertising yourself as deficient in good manners : " A soft answer turneth away wrath." COMPLAINTS AND ADJUSTMENTS 295 2. Do not lose your temper. If you can think of no better reason, at least remember that it does not pay : ''He that is slow to anger is better than the mighty." Some complainants seem to delight in making cutting remarks. To the adjuster comments of this nature must be nothing but a part of the day's work. No doubt righteous indignation is well enough in its place, but that place is rarely the .adjuster's chair. 3. Do not haggle. When you have a claim to make, state exactly what you want, especially if the adjuster is lacking in decision. As an adjuster, give the customer at once what he demands if you intend to do so finally. If you delay and dis- pute and finally d(41e out grudgingly his exact demand, he will not thank you but will simply feel that he has got the better of the bargain by his bulldog pertinacity. A Letter of Complaint 34 East 8th St. New York, N.Y. May 14. 19 — The T. R. Pearl Company New York. N.Y. Gentlemen: I received this morning, at my home address, in a dam- aged condition, the cut-glass set purchased from you May 10. As you will see from your records, the goods were ordered to be delivered at 10 Harrison Street. Hartford. Connecticut. Immediately upon ascertaining the damage, I telephoned the express company and learned that the box in which the goods were shipped was too light to protect them. This has been a matter of great annoyance to me, as the set was to be presented as a wedding gift this morning. Please see that another set goes forward at once to the Hartford address. I shall return the damaged one. Yours truly. 296 BUSINESS ENGLISH EXERCISE 1 Prepare a statement about an occasion in which you were in some way dissatisfied with your treatment in a store. Explain' to the class what adjustment you received or thought you should have received. If any of your classmates are inclined to think you were unreasonable in your demands, be ready to defend your viewpoint. EXERCISE 2 Two old-fashioned but shrewd brothers run a large country store under the name of Brown Brothers (address). They have sent your general hardware store a large order, but have included an order for ten boxes of electric soap, an article anyone ought to know you do not handle. Embody in your reply to Brown Brothers one of the following statements which you consider suitable to the case : 1. We do not handle electric soap or soap of any kind. 2. We have taken the liberty of passing your order for soap to Messrs. John Black & Co., who will fill it at once. 3. We do not handle soap ourselves, but have instructed Messrs. John Black & Co. to fill your order on our account. We shall bill the soap at the figures quoted to us. EXERCISE 3 P. B. Bertram (address), well known to you personally, has written to your firm, L. Baldwell & Son (address), that as six dozen pairs of women's shoes have not arrived and are three weeks overdue, he wishes to cancel the order. You find that the shoes were shipped the day before his letter arrived. Reply, explaining that your factory order on the shoes was delayed and try to get him to accept the shipment. You find also that two weeks earlier a circular notice stating that your factory orders were delayed was sent to Bertram. He did not reply to this circular, but allowed his order to stand. Would you refer to this fact in your letter ? COMPLAINTS AND ADJUSTMENTS 297 EXERCISE 4 Write a criticism of the letter that one of your classmates has written for Exercise 3, above. Note especially the unity of the whole letter and the coherence of the sentences. EXERCISE 5 P. B. Bertram, replying to your letter written in Exercise 3, above, says that he cannot accept the shoes, since the selling season is past. You find that he has accepted the shoes from the carrier. You can therefore compel him to pay for them. He is a large buyer and you value his trade. Select from the following statements anything you wish to embody in your reply : 1. We find that you were notified that the shipment would be delayed, and as you did not reply to the notification, but accepted the goods, we must request payment of the account. 2. We do not see how we can be expected, under the circum- stances, to accept return of the goods, but as you claim to have been put to some inconvenience in the matter, we are inclosing a new bill, allowing you 5 per cent off the original account. 3. We are pleased to inclose a new statement, allowing 5 per cent on the original terms, but as we wish our customers to be entirely satisfied, you will, if this arrangement does not meet with your approval, please return the goods by freight, collect. 177. Inviting complaints. The alert business man does not look upon complaints as being impertinent criticisms of his business. Instead, he uses them to his advantage by correcting any of his methods which justify complaints and by carefully considering and adjusting them so that his patrons will be better friends than before. Of course there are those who find fault from habit ; noth- ing is ever just right. There is always a temptation to give such persons a needed lesson, but to do this is rarely if ever the province of the adjuster. 298 BUSINESS ENGLISH Then there are those who rarely or never make complaints. If Jones doesn't like the last pair of shoes you sold him, he simply puts them in the corner and buys another pair else- where. To anticipate such cases firms who believe that '' com- plaints are an asset when rightly handled " deliberately invite criticism by sending out letters asking their patrons to voice any dissatisfaction they may have. The following circulars illustrate this kind of invitation. Dear On 19 — , we sold you a We guarantee our machines and believe them to be a finished product when they leave our hands. At times, however, they are found not to come up to our expectations, and we desire to know about them. We should be glad to have you fill out and re- turn to us the inclosed blank, which will give us details regarding your machine. Any further re- marks you may care to make please put on the back of the blank. Yours very truly. Dear Sir : We notice from our records that you have not done business with us since last July. Naturally we are wondering what the cause may be. If there is anything unsatisfactory about that last order, will you not let us know? We want your future business, of course, and we can assure you that our firm would be very unwilling to permit a past transaction to remain unsatisfactory to you. Yours very truly. White & Co. By /?. L. S^exml EXERCISE 6 Write to an acquaintance, inquiring why you have received no answer to your recent letters. COMPLAINTS AND ADJUSTMENTS 299 EXERCISE 7 John and Mary Field, classmates of yours, came to your summer place to spend a week or two. At the end of three days they suddenly left, saying they were needed at home im- mediately. You are inclined to think that unintentionally you or some member of your family hurt your guests' feelings. What would you do in such an instance : let the matter alone, trusting to time to adjust the difficulty if there is one ? write a letter inquiring into the matter further ? or write a letter in which you assume that no difficulty has arisen ? Write one of the letters sugges|:ed above. 178. Anticipating complaints. When Becky Sharp foresaw that she should be criticized by the aristocratic ladies with whom she was determined to associate, she anticipated their attacks. She explained her lack of training to Lady Steyne, who, being completely disarmed by such confidence, at once took Becky's part and became her defender. Often one can weaken an attack by anticipating it. A firm that finds itself behind in filling its orders, a company whose employees are out on a strike, will save itself and its patrons much irritation by explaining frankly just what the situation is. The following is an example of such a letter : Owing to the extraordinary shortage of print paper and the condition of the labor market, we find it impossible to complete for the beginning of the school year the revised edition of Parkinson's "Universal History," now in press. We have on hand, however, a limited number of copies of the earlier edition, from which we should be glad to fill your order temporarily. As soon as the revised edition appears, we 'shall be ready to send you a sufficient number of copies to take the place of the older edition. We can make the exchange about November 1, and hope that the proposed arrangement will meet with your approval. 300 BUSINESS ENGLISH 179. The personal element. A form of business letter which is one of the most common and most effective is what may be termed the ''friendly letter." Such a letter is written by one person to another when there exists an acquaintanceship result- ing from personal contact or from business relations through correspondence. In these cases, where confidence is estab- lished, the writer is enabled to give a personal tone to his letter, and the receiver is more likely to be influenced than he would be if the letter had been written by an unknown person. Whenever the character of the business permits, even the largest firms and corporations strive to maintain such relations with their customers that to the respect engendered by honor- able dealings this personal element may be added. This is accomplished partly by agents who travel from place to place, making the personal acquaintance of customers, and partly by the visits of buyers to the home place of business or to its agencies. Frequently a buyer will send his order or letter to that mem- ber or representative of the firm with whom he is acquainted. A reply from such an acquaintance is likely to have a personal touch, and the letter is almost certain to be much more effective than one from an unknown writer. When the personal equation enters into business correspond- ence, the letters will naturally show great diversity. Such letters will vary with the personality of those by whom and to whom they are written and with the degree of acquaintance between the writers. The personal relation is likely to be of great importance in making adjustments. Either in making a complaint or in ad- justing one the fact that you know personally the one to whom you are writing places you immediately in a position where you are at least sure to have careful consideration. Furthermore, you ought to be able to get your reader's viewpoint better than you would if you did not know him. COMPLAINTS AND ADJUSTMENTS 301 It is obviously possible to give only the most general direc- tions regarding the writing of the business letter which contains the personal and friendly touch. The writer should remember that 1. He is under obligation to sustain and, if possible, to in- crease the confidence of the one to whom he writes. 2. The buyer or prospective buyer is under no obligation to place an order with the writer unless the offer made is as good as or better than that of someone else. 3. Sincerity and frankness should be apparent. 4. No personal touch should obscure the business aim of the letter. " Business before personality " may be suggested as a precept. 5. An adjuster represents his firm, not himself; he should not satisfy an unreasonable complainant simply on the ground of personal friendship, nor should he on the same ground expect to avoid satisfying a reasonable complaint. 6. He should not assume an unwarranted tone of intimacy. 7. This letter calls for more care and acumen on the part of the writer than almost any other kind of business correspondence. 180. Illustrative forms. The following letters illustrate the forms a friendly adjustment letter may take : San Diego, Calif. Dec. 28, 19— Mr. C. S. Selden c/o Michigan Furniture Company Grand Rapids, Mich. My dear Selden: Usually the furniture which I buy of your house comes in good order, but the last lot, your invoice No. 8993, was in bad shape. Chiffonier No. 3831 was scratched and the mirror broken. A leg on one of the chairs was cracked and the leather on couch ' No. 617 was scratched, while the finish on the whole lot was not up to the standard. A part of 302 BUSINESS ENGLISH this furniture I had sold to one of my best custom- ers on the coast from the description given in your catalogue, and he is impatiently av/aiting its ar- rival. You can therefore imagine that I am in a most unhappy frame of mind. Perhaps the rail- road company is responsible for the breaks and scratches, but it looks to me as if your packers were at fault. The poor finish is clearly up to you. I am writing to you personally, for I know that you will give this matter your immediate attention. Wire at once, letting me know what you are going to do to help me out. Yours truly. Grand Rapids, Mich. January 1 , 19 — Mr. Henry Powers San Diego, Calif. My dear Powers: Your letter of December twenty-eight was re- ceived this morning. You have just cause for com- plaint, and I should not have blamed you if you had shipped back all of your last invoice and canceled the order. Let me thank you, however, for the op- portunity to give this matter my personal attention. In accordance with my telegram of this morning, we are sending by fast freight a duplicate of your last order, transportation charges prepaid. Please send us by slow freight the lot about which you com- plain, freight charges to be paid by us. We will credit on your bill the charges which you have already paid. I have asked a trustworthy foreman to examine every piece of furniture which we are now sending to you and to supervise its packing. It is a source of much chagrin to this house and to me personally that you should have received a shipment from us in the condition you describe. COMPLAINTS AND ADJUSTMENTS 303 I think you are sufficiently well acquainted with us to know that an occurrence of this sort is un- usual. Indeed, nothing like it has come to my at- tention during my twenty years' connection with this house. I expect to visit the coast in March and hope at that time to accept the cordial invitation to enjoy your hospitality which you extended some time ago. Cordially yours. EXERCISE 8 John L. Cushman (address) has written to your firm, inquir- ing about one of the articles mentioned below. He says that he wants something '' reasonable in price, and good." 1. Prepare two letters in answer to Mr. Cushman's inquiry. In one of your letters assume that you do not know him, and in the other assume that you know him personally and have sold him goods. 1. A vacuum cleaner. 2. A basket ball. 3. A suitcase. 4. A Colt revolver. 5. A thermos bottle. 2. Mr. Cushman replies to your letter, saying that he thinks you have not taken sufficient pains to give him a defi- nite answer to his original inquiry. Read over your letter to Mr. Cushman and make a suitable reply to his complaint. Even if you consider that your first letter was adequate, it may be unwise to say so. EXERCISE 9 Write the letters required in any two of the following groups. Make a suitable letterhead for each letter. 304 BUSINESS ENGLISH 1. (a) Write a letter to Edward Collins, publisher, New York City, complaining that in a shipment of books which you have just received there are three defective copies. (b) Write the reply dictated by Edward Collins, who recog- nizes your name as that of a valued customer. 2. {a) Write to Richard Silver, a salesman with whom you are well acquainted and who is a representative of the firm of James MacDonald & Stafford, importers and wholesale dealers in china, glassware, and crockery, saying that one of your best customers wishes to return for credit a moderate-priced dinner set which you recently ordered from Mr. Silver and which you had sent direct, to save time. The customer is dissatisfied with the pattern and would prefer an English to a French china. Ask Mr. Silver if his firm will take back the dinner set and give full credit therefor. (b) Write Mr. Silver's reply in which he grants your request but urges you to try to sell your customer another set. He offers to send samples and prices. 3. (a) John Dexter of Richardson, Scannell & Dexter, com- mission merchants, 21 Forty-third Street, Philadelphia, Pa., writes to Henry A. Johnson, Waco, Texas, offering to take on con- signment for sale, subject to a commission, five carloads of onions like sample just received, shipment to be made within thirty days. Dexter used to travel in Texas as a buyer for the firm of which he is now a member. (p) Mr. Johnson, who is well acquainted with Dexter, writes, saying that he is unwilling to send any more onions to Scan- nell & Dexter because he feels that his last lot was sold for less than the top market price. (c) Mr. Dexter replies, explaining that at the time the first shipment was received and sold, onions were a glut on the market. A week later, because of an unexpected and temporary shortage, a slightly higher price was realized. Mr. Dexter thinks this statement will satisfy Mr. Johnson and expresses the hope that his original offer will be accepted. He adds that there is every prospect that onions will bring a good price during the next few weeks. 4. (a) S. P. Jones, of Peterson and Jones, retail grocers, Acme, Pa., writes to a friend, Ernest G. Cobden, Randolph, Vt, COMPLAINTS AND ADJUSTMENTS 305 who has a large sugar orchard, ordering 50 ten-pound pails of maple sugar and 250 gallons of maple sirup, delivery to be made as early as possible. The hope is expressed that this year's prices will be somewhat lower than those of the previous year. {b) Cobden agrees to fill the order, predicts a good season, but says that prices will be about the same as those of last year. 5. (a) You have received from Nelson Smith and Company, Philadelphia, Pa., a shipment of crockery in which several pieces are broken. Write to the salesman with whom you have been accustomed to deal and to whom you gave this last order. On the occasion of a recent visit which you made to Philadelphia, this salesman showed you every courtesy. (J?) Write the salesman's reply. 6. (a) John D. McHenry, Superintendent of Schools in Mem- phis, Tenn., writes to Parker, Jones, & Co., publishers. New York City, saying that ten of the geographies which he received in a recent shipment were defective. (b) Mr. Parker, who knows Superintendent McHenry, writes, saying that ten new books are being sent by express, charges prepaid, and asks that the defective copies be returned at the expense of the publishers. When the defective copies are re- turned, a memorandum of credit in full will be mailed by the publishers. 7. {a) Robert J. Poland, West Fairlee, Wis., writes to the Mendell Power and Pump Company, Chicago, from whom he has just received an engine, complaining that a part of the cylinder head is missing. This is a serious matter, for he needs to use the engine. (b) Write a suitable reply. EXERCISE 10 — Oral {Review) Be able to answer the following questions : 1. Why has the letter on page 302 five paragraphs? 2. Why is the first sentence a suitable statement to be placed at the beginning of the letter on page 301 .? 3. Is there a topic sentence in the letter on page 288 ? 4. Is the statement in the last sentence in the letter on page 288 particularly suitable as an ending? 306 BUSINESS ENGLISH EXERCISE 11 - Oral {Review) Examine the letters that some other member of your class has written for Exercise 9. Discuss 1. Choice of ideas (unity). 2. Arrangement of sentences (coherence). 3. Accuracy of statements. 4. Conciseness. CHAPTER XIII CREDITS 181. Credits. In large firms there is a special department called the credit department. Its business is to ascertain the financial standing pi patrons of the company. The credit man- ager, or credit man, as he is usually called, occupies an ex- tremely important position. He must not destroy business but help to increase it, for, in a broad way, his work is really in cooperation with the sales department. The credit manager must guard the interests of the firm, but he must also see that no patron lacks credit who is worthy of receiving it. 182. Credit investigation. The means of investigating the financial standing of an individual or a firm has reached a high degree of efficiency. Such mercantile agencies as R. G. Dun and Company and The Bradstreet Company keep on file in- formation about every individual and firm of financial impor- tance in the country. In addition, banks, chambers of commerce, clearing houses, and collection agencies gather a large amount of local material of a similar kind. The common and widespread use of credit information in addition to the information required today in connection with state and federal income taxes has habituated most of us to rigid inquiries about our financial standing. At the same time there are still some who feel sensitive about giving definite facts concerning their liabilities and assets. This sensitiveness increases the difficulties of the credit man, who is bound to find out the truth, but who is anxious not to lose a customer by appearing unduly cautious or inquisitive. 307 308 BUSINESS ENGLISH On the whole, mature judgment and long experience are requisite parts of the qualifications of a credit manager. The inexperienced student cannot undertake the more difficult problems which daily face the credit department, but from the following exercises he will get some insight into the work, and will learn some of the methods of approaching the problems of a credit manager. EXERCISE I -Oral Be prepared to show how the information given below may bear on a person's financial standing. Is there any question that you consider unnecessary.? Can you suggest six more questions 1 1. Name. John i?. Fischer, 2. Age. Thirty-eight. . , , r Residence, 4^ Broad Street, Atlanta, Ga, ^Business, 20 Smith Ave., Atlanta, Ga, 4. Married. Yes. 5. Number of children. Two. 6. Occupation. Grocer. 7. Length of time in present situation. Three years. 8. Annual income. $6joo net. 9. Annual expenses. $5500. 10. Value real estate. $18,000. 11. Mortgages, notes, etc. $8000 mortgage. 12. Value stocks, bonds, etc. None. 13. Cash in bank. $800. 14. Honesty. Above question. 15. Business judgment. Good. 16. Remarks. Health is not very good ; father-ifi-law, John D, Ryan, wealthy, is backing him. EXERCISE 2 A classmate of yours wishes to borrow fifty dollars from your father to purchase a paper route. Your father has asked your opinion about the matter. Write a letter or statement on which your father may base his decision. CREDITS EXERCISE 3 309 John C. Snow wishes to build a barn and has written to the L. C. Wood Company, asking them to supply lumber valued at about four thousand dollars. He offers to pay one thou- sand dollars cash and the balance after the harvesting of his tobacco crop. Write a reply to Mr. Snow. At the bottom of your letter place a statement of the (supposed) facts upon which you based your letter. EXERCISE 4 A classmate whom you know well is away on a summer vacation and has written to you, asking for the loan of twenty dollars. 1. Write a letter granting the request. 2. Write a letter refusing the request. EXERCISE 5 You are accustomed to renting your summer cottage during July and August for $150 a month. You require payment in advance on the first of each month. Mrs. Charles B. Swanson has written to you, asking that you rent her the cottage, the $300 to be paid on August i. Write her a reply and at the bottom of your letter place a state- ment of the (supposed) facts on which you based your letter. EXERCISE 6 1. Write a letter to Smith, Gordon 81 Co., Scranton, Pa., asking for information concerning the financial standing of John A. Gardner, who wishes to buy on credit merchandise to the value of ^850. Make your letter definite. 2. On the supposition that you have received favorable information in regard to John A. Gardner write a letter granting him the credit he asks. 3. On the supposition that you have received unfavorable information in regard to John A. Gardner write a letter refus- ing him credit. 3IO BUSINESS ENGLISH EXERCISE 7 Adam C. Stewart, a retail grocer, who has not bought previ- ously of your firm, has asked by long-distance telephone for you to have ready groceries to the value of $1000. He says his automobile truck will call for the goods, which he wishes on thirty days' credit. Stewart does a big business and is a generous buyer, but his business is none too sound, and you are unwilling to give him credit. At the same time you would like his trade on a cash basis. Suggest how you would handle the matter (i) by telephone ; (2) by letter. CHAPTER XIV COLLECTIONS CLASSIFICATION 183. For the purpose of the collection department of a busi- ness, buyers may be divided into two classes: (i) those who make payment at the time required ; (2) those who do not make payment at the time required. All customers may at first be placed in class one. Customers making payment promptly require little more than routine attention so far as the collection of accounts is concerned. There are various methods by which the buyer can be informed that his account is due ; for example, the bill and the monthly statement. 184. The bill. The first notice of indebtedness which a buyer receives is usually a bill, or invoice. This is an itemized statement of goods purchased, services rendered, or expenses made on account. When the bill represents the purchase of goods, it should be sent at the tiihe the goods are shipped, in order that the buyer may compare the items in the bill with the goods received and give immediate notice of any error. A bill sent out by a professional man, such as a doctor, may read simply '' For services rendered." The fundamental pur- pose is, of course, to collect the amount due as soon as pos- sible. This is to be done with a minimum of discussion or argument. The student will observe that in the form given on the next page there is not only an itemized statement of the goods sold but also a note which is designed to relieve the purchaser from the embarrassment of feeling that the bill is in any sense a dun. 3" 312 BUSINESS ENGLISH Crockery, Cnma, Glassware 33 Summer Street Boston, Mass. November 7, 19^— Mr. Henry L. Hardy 903 Lake Ave., Newton Highlands. Mass. Bought of JAMES MCDOUGALD y STRAFFORD CO. Corey Hill Pattern 1 doz. Plates $3.65 1 doz. Plates 2.50 1 doz. Coffee Cups & Saucers . . . 4.00 1 doz. Oatmeals 2.70 1 Scallop 1.20 1 Platter . . ' 1.50 1 Sugar 1.25 1 Cream .65 1 Bowl .35 1 Open Vegetable Dish 1.30 1 doz. Plates 3.15 1 China Cracker & Cheese Tray . . . 2.00 Net $24.25 Note. The sending of this bill is not to be considered as a request for payment at this time, but is to enable the purchaser to correct promptly any possible error. Statements of accounts are mailed the first of each month and contain only dates and amounts conforming to the bills sent currently. 185. The delinquent debtor. If a buyer does not make pay- ment when his account is due, he is, from the point of view of the collection department, a dehnquent debtor. Many firms have a routine by which he may be brought to book. 186. The second notice. As a second step a notice is sent on which is printed some statement such as " bill rendered,*' to show that the account is overdue and should be paid ; but it is usually injudicious to give the debtor an impression that he has been singled out as a special case. COLLECTIONS 3x3 187. The third notice. The debtor who does not pay on the second request usually requires special attention. A particular knowledge of his case is desirable. He may be solvent but simply careless, or he may be willing but unable to pay. The wording of the third notice depends on the attitude of the business house regarding collections in general or on its attitude toward particular debtors. Some firms send a third notice as a part of the regular routine, in which all debtors are treated alike; other firms require that the third notice shall assume the form determined by the head of the collection de- partment. He usually has ready several kinds of printed forms, varying in emphasis, which he orders sent out as his judgment determines. Generally it is best not to make the third notice personal, but to have it printed, to avoid the appearance of sending a dun. The following will give some idea of the regular forms : I . Print on the statement some such notice as the following : " We request an early settlement of the above account." Name ^ S i lo 28987. 3-6 Ace. No PERKINS'S, Chicago Amount Wm. PERKINS S sons COMPANY Ace. No CHICAGO Sold to__ ACCOUNT RENDERED We beg to call your attention to the inclosed account, which is now overdue. We ask you, there/ore, kifidly to favor us with a Prompt Remittance. WM. PERKINS'S SONS COMPANY 314 BUSINESS ENGLISH 2. Inclose a card similar to the following: WE BEG TO CALL YOUR ATTENTION TO THE INCLOSED ACCOUNT, WHICH IS NOW OVERDUE. WE ASK YOU, THERE- FORE, KINDLY TO FAVOR US WITH A PROMPT REMITTANCE. WM. PERKINS'S SONS COMPANY 188. Special notice, or dun. When the third statement has failed to arouse the debtor, his case requires immediate and special attention. No hard-and-fast rule can be given for approaching him effectively. A customer whose trade is, in spite of slow payment, profitable to the seller cannot be dealt with as summarily as a customer whose business is no longer desired. The following letter was written to a slow-paying customer. His financial standing was uncertain, but he was such a large buyer that his creditor wished to keep his trade. Fort Worth, Texas September 3, 19 — Mr. H. P. Button Wichita Falls, Texas Dear Sir: We inclose a statement of your July account and beg leave to call to your attention that it is now overdue three months. As you know, we made the price on the shipment on a cash-payment basis, and since we have to pay cash ourselves, a large account like yours, when carried on our books, withdraws a corresponding amount from our business. Under present conditions the margin of profit for a wholesaler is very narrow. Therefore an ac- count carried for any length of time becomes an actual loss. May we not hear from you at your earliest convenience? Yours very truly, F. 0. Fetch & Co. COLLECTIONS 315 If a debtor fails to reply satisfactorily to such a letter as the one given on page 314, and the creditor decides to collect the account in any event, a letter like the following may prove effective : Dear Sir: As you have not replied to .our letter of the 1st inst., with reference to our account of ^1650.84, we must ask for a settlement by February 28. Our agent, Mr. John Gardner, has told us that you said something to him about giving us a note for three months, indorsed by The S. P. Schelling Com- pany, if we wciuld send you our spring quotations on flour. Under no circumstances can we entertain such an arrangement, and we must state that if your account is not paid on the date above mentioned, we shall place the matter in the hands of our attorneys for immediate collection. Yours truly, F. 0. Fetch & Co. 189. Illustrative forms. Letters similar to the following may be used as fourth notices, according to circumstances. Dear Sir: We beg to call attention to your account amount- ing to . . . , dating from . . . , which no doubt has been overlooked. A prompt remittance, therefore, will be appreciated. . . , ^^ Yours very truly. Dear Sir: We have an account on our ledger against you, amounting to . . . and dating back to last . ., to which we have repeatedly called your attention. We feel that we have been considerate in the matter, and trust that you will favor us with an immediate settlement. ^^^^^ ^^^^ .^^^^^ 3l6 BUSINESS ENGLISH Dear Sir: We were much surprised, on referring to our books, to note that your account amounting to . . ., long overdue, remains unpaid after the many communi- cations we have sent you regarding it. Although we are averse to subjecting our charge customers to additional annoyance and expense, if this is not settled by . . . , we will place the matter in the hands of our attorney for collection. Yours very truly. Gentlemen: Unless your account is settled by June first, we will refer it to the Merchants' Collection Agency. Yours truly. Study the models on pages 317 and 318. EXERCISE I -Oral 1. If the idea to be developed in a dunning letter is the pay- ment of an account at once, show how the principle of unity applies to a letter of this nature. Explain why emphasis will very likely require that a statement calling for immediate pay- ment be placed at the close of such a letter. Give a reason why such a statement may well appear both at the beginning and at the close of the letter. Why should the writer be particularly careful to state correctly the amount that is due } 2. Where should you place the following letter in a series of collection letters t I hope that the inclosed circular will contain some timely suggestions for your spring trade. The articles described on pages 23 and 24 have never been introduced in your district, and it might be worth your while to feature them during the coming spring opening. I believe that a statement of your account for $250 has been sent to you. The fact that our terms are cash enables us to give to our customers the advantage of such opportunities as we have outlined in this letter. May we not hear from you at once? COLLECTIONS 317 A Collection Letter STEEL PRODUCTS COMPANY 7 Water Street Birmingham, Alabama August 10. 19 — Addison Contract Company New Orleans. La. Gentlemen: We are at a loss to understand the reason for your failure either to answer our letters about the payment of the inclosed account or to pay our recent draft, which was returned indorsed, "Cannot pay now." We sincerely hope that you are not meeting with any difficulties in your business. However, if this should be the case, you can depend on us to cooperate with you in every reasonable way. If you feel that you require a further extension of time to meet this bill, do not hesitate to place the facts before us. On the other hand, if you are in a position to do so. we trust that you will send a check immediately. When we put through your order, we expected you would pay the bill, unless, of course, unforeseen contingencies should arise. To disregard the obligation imposed on you, without offer- ing any reason therefor, is bound to reflect on your credit standing. We want you to feel that you can at all times rely on our cooperation and fair treatment, and we confidently expect similar cooperation on your part. A prompt response will help to avoid any further misunderstanding. Yours truly, felieAyQxyyv &. HM/nteA^ JCW/EB Credit Manager 31 8 BUSINESS ENGLISH A Collection Letter C. L. CARTER COMPANY MOTOR CARS AND TRUCKS 640 Crandall Avenue, Sacramento, California November 27, 19 Mr. Charles A. Dawson Pearl Street Berkeley, Calif. Dear Sir: About this time of the year, after the rush is largely over, it is customary for us to go over our accounts care- fully to discover any items which some of our customers may have overlooked. Permit us to call your attention to a charge against you, dated July 13, for $4.24. This is for thirteen gallons of gasoline and three quarts of cylinder oil which were put into your car at the time it left us. If this charge is correct, will you please send us your check in settlement? Very truly yours. C. L. Carter Company by /i-amAAf 3^. fSoAt'Cyyv Credit Manager HTB/EN EXERCISE 2 On February 14, 19 — , E. C. Ferry shipped to George A. Harris certain goods, and at the same time mailed him an invoice, which stated that the terms were cash. 1. Explain how E. C. Ferry might deal with the account on April I, following. 2. Prepare two different types of statements dated May i, and show how each might properly apply to the case. COLLECTIONS 315 3. Prepare a letter designed to collect the account but not to injure future business relations between Mr. Ferry and Mr. Harris. 4. Prepare a letter designed simply to make certain the collection of the account. EXERCISE 3 Suppose that Mr. Harris has replied to your letter under 4, Exercise 2, offering to make part payment and to give you his note for sixty days for the balance. 1. Write Hariris a letter refusing his offer and insisting on payment in full. Would you give reasons.? 2. Write a letter accepting Harris's offer. EXERCISE 4 On June 17, Guy W. Ray of Chattanooga, Tenn., sold to Mrs. L. Pike of Louisville, Ky., a bill of goods amounting to ;? 1 75.50. Write for Guy W. Ray a series of four dunning letters. EXERCISE 5 Oscar Lapham of Minneapolis, Minn., bought of Powers & Healy, Chicago, III, on August 15, a piano valued at $700. The bill was not paid by October i, as agreed. Two letters have already been sent to Lapham by Powers & Healy. Write two more in the series. Make them polite but insistent. In other words, you are to make reasonably certain of collecting the money. 190. Acknowledging payment of money. In acknowledging a payment it is usually considered sufficient to return the bill stamped Paid, Many firms, however, consider this a little too formal and add some such expression as '' Thank you," or *' We thank you for your remittance." A neat form of acknowledg- ment is to return with the paid bill a card similar to the one given on the following page. 320 BUSINESS ENGLISH <^t&(My& a^^oli tan €acd ^, EXERCISE 6 Read over the letter on page 314, sent by ¥. O. Fotch & Co. to H. P. Button. Supposing that Button pays the account on receipt of this letter, prepare the kind of acknowledgment you think suitable as a reply. EXERCISE 7 If Button pays promptly on receipt of the letter on page 314, be ready to discuss the kind of acknowledgment you would send. Remember that F. O. Fotch & Co. have forced Button to settle, that a formal receipt is usually sufficient, that a mer- chant is supposed to be busy, and that if he seems too anxious to placate a customer, he may lose in dignity. Prepare a reply for F. O. Fotch & Co. EXERCISE 8 Look over the other letters on pages 315-318 and see if there are any which, having brought about prompt payment, call for special acknowledgment. Prepare an acknov/ledgment of payment brought about by any of these letters. CHAPTER XV MISCELLANEOUS LETTERS In this chapter various letters which require special mention are briefly discussed. It is often advisable to ratify formally, by a letter which may be filed, a statem^ent made by telephone or telegraph. A Letter ratifying a Telephone Conversation The Federal Variety Company 15-19 West Street PHILADELPHIA. September 11, Id- Mr. James P. Ford Scranton, Pa. Dear Mr. Ford: Your telephone order for immediate shipment of Christ- mas toys has been put through, and you will find inclosed a statement of the goods listed. In accordance with your request the goods will be billed to you at sixty days, f.o.b. This extension of time is, as I told you. contrary to our usual practice, but under the circumstances we are very glad to meet your wishes. The shipping office tells me that the goods will be in transit not later than next Saturday, and we hope that they will arrive in plenty of time for your holiday rush. Your name has been placed on the list of those receiving our special announcements, and we trust that you will give us an opportunity to offer quotations on your spring pur- chases. We thank you for your present order. Yours truly. g/jj Mgr., Wholesale Dept. 321 322 BUSINESS ENGLISH EXERCISE 1 Edwin M. Carleton, buyer for Edward Walton and Com- pany, Olney Falls, Colorado, has telegraphed to the Fisher Fiske Company, Los Angeles, California, requesting immedi- ate shipment of 200 school desks as described in the Fisher Fiske Company's catalogue for the current year. 1 . Write a letter for Mr. Carleton, confirming his telegraphic order. 2. Write for the Fisher Fiske Company a letter confirming their telegram accepting Mr. Carleton's order before receipt of his letter. I EXERCISE 2 ^ You have sent a telegram to Patrick J. Mullen, Emporia, Kansas, offering him the position of advertising manager in the firm of Walbeck and Williams, Jefferson City, Missouri, at a salary of six thousand dollars a year for three years. ^\ ^ "Js^ Write a confirmation of your telegram. 3 ^>N Mr. Mullen has telegraphed acceptance of your offer. Write his letter confirming his acceptance. EXERCISE 3 1. John P. White has telephoned, asking you to ship to his farm two carloads of Bitzer's Fertilizer. Supplying all details of addresses, write to Mr. White, confirming the acceptance of his order ; give price and date of shipment. 2. James A. Bruce has been in the employ of your company for one year as educational director. He has told you that he has been offered a better position on a three years' contract. You have assured him that his work has given entire satisfac- tion, but you know the directors of your company will not make a contract with him for more than one year at a time. Write Mr. Bruce a letter confirming your conversation. Mention two reasons why you think he should retain his present position. MISCELLANEOUS LETTERS 323 Even if an inclosure is self-explanatory, courtesy may require that a brief letter accompany it. A Letter accompanying a Report International Life Insurance Company MILWAUKEE, WISCONSIN November 11. 19 — BOARD OF DIRECTORS International Insurance Company Hartford, Connecticut Gentlemen: ^ Inclosed is my report for the year ending December 31, 19—. Respectfully yours. ZlMZtva/yyv Prepare advertisements that should interest the following persons who are looking for positions. Make a list of the points to be mentioned in each advertisement. 1. A domestic servant. 2. A chauffeur. 3. An office boy. " 4. A graduate of high school. 5. An inexperienced stenographer. 6. An experienced bookkeeper. 342 BUSINESS ENGLISH ft^ A tf EXERCISE 25 V ^ Prepare an advertisement of a situation for which you consider yourself qualified. EXERCISE 26 '^n Prepare an advertisement, stating that you wish to rent a ^ , ^/summer cottage. EXERCISE 27 Prepare an advertisement, stating that you wish to buy a second-hand automobile. CHAPTER XVII REPORTS AND SUMMARIES THE REPORT 201. Subject matter of reports. An employee may be called upon to submit a written report to the management. Such a report may be the account sent to the head office at the end of the year by the manager of an agency ; it may be an account of the working of the ventilating system in a store ; it may be a report on the outstanding ''charge" accounts; it may deal with the sales resulting from newspaper advertising or with almost any conceivable subject that the managers of the business wish to know about. The following reports should be studied as furnishing ex- amples of common, though widely varying, kinds. The first is one that a student should readily learn to write ; the second requires more care, especially in arrangement. Report of a Meeting of Boy Scouts The regular meeting of Troop 5 was held on Friday even- ing. April 15, with President John Oyler in the chair. The records of the last meeting were read and approved. The secretary announced that the following scouts had passed tests for merit badges: assistant patrol leader Robert Marston. scouts Philip G. Farley, Reginald Curry, and John Plympton. Philip Marston was admitted to the troop as a tenderfoot and assigned to the Lynx patrol. It was voted to hold the usual field day and exhibition on Saturday, June 4. Scout master R. E. Kimball gave notice that the next hike to Camp-site would be on Saturday, April 23. On motion of scout Briscoe, the meeting was adjourned so that the usual tests might be made. i/yi^. Sec. 343 344 BUSINESS ENGLISH Report of a Sales Manager Chicago. 111. January 1, 19 — Mr. Mark R. Kenerson, President Acme Pencil Pointer Company Pennsylvania, Pa. Dear Sir: I submit herewith a tabulated statement showing the total number of Acme Pencil pointers sold for the year end- ing December 31, 19 — . To this statement has been appended a memorandum of the annual sales of the company since its incorporation five years ago. You will see that our sales have increased ten per cent over those of the preceding year. There are now twenty-two agents traveling for the com- pany — five more than a year ago. Our policy of maintaining agencies in various cities has been fully justified. During the year new agencies have been established in Cleveland, Ohio; Kansas City, Missouri; Dallas, Texas; Toronto, Canada; and London, England. The total number of agencies is now fourteen. We are finding competition very keen. Two new pointers have been placed on the market this year, both resembling our machine in construction and efficiency. In closing, permit me to make two recommendations: 1. That, if possible, a pointer be devised which can be sold for a dollar less than our present Standard Al. 2. That some of our most efficient agents receive a ten per cent increase in salary. In spite of the liberal policy of the company, I am finding it difficult to retain the services of our best men^ Respectfully submitted. 202. Preparation of reports. A properly written report con- tains the basic principles of expression that are common to all kinds of writing, — unity, coherence, emphasis, and euphony ; but its essential qualities are accuracy and clearness. The style or REPORTS AND SUMMARIES 345 tone must suit the occasion. If the report is on a technical sub- ject and intended for experts, it may use highly technical terms ; but if it is designed for popular reading (as is, for example, the annual report of a superintendent of schools), it should use a vocabulary and a style familiar to the average person. In short, a good report must be adapted to the viewpoint of the reader. In collecting material for a report much of its success depends on systematic note-taking. The following points are suggestive, especially for long reports : 1 . Decide tentatively on the viewpoint to be taken. 2. Collect facts, be sure of them, and place them on cards or arrange them by some other convenient system. A loose-leaf notebook is preferable to one that is bound. 3. Look over the notes, discarding those which are irrelevant and adding others if necessary. 4. Arrange these in a logical order. 203. Writing the report. In writing the report, 1. Give attention to the opening paragraph, deciding on the point of view. Make clear the subject to be discussed. 2. See that each paragraph is a unit. 3. Place important statements near the beginning or close and the less important ones in the middle. 4. In a long report it is often wise to close with a summary. 5. The report may be preceded by an outline if this will be an aid to clearness. 204. Models. Elaborate reports are readily found. Good models for study are the annual reports of the school supenn- tendent of your town or city and the reports of the departments of any city government. The federal government (through the Printing Bureau at Washington) and the various departments of your state publish numerous reports of interest to busmess men ; these documents may be had free or at a nominal cost. Such institutions as insurance companies, banks and pub he- service corporations publish reports which are freely distnbuted 346 BUSINESS ENGLISH for advertising purposes. Below is given the contents of and an extract from a well-known report on commercial education : Letter of transmittal. Preface. Part I. The commercial curriculum ; 1 . The problem. 2. Types of organization giving secondary commercial education. 3. Purposes. 4. Suggestions for a commercial curriculum. 5. Need for definiteness of aim. •* 6. Relations of commercial education to the business community. 7. Educational aims of commercial curriculums. 8. The short curriculum considered. 9. Commercial work in the seventh, eighth, and ninth years. 10. Suiting the curriculum to community needs. Part IL Suggestions regarding courses in the commercial curriculum: 1. English. 2. Foreign languages. 3. Science. 4. Social studies. 5. Commercial studies. Part III. Conclusion. Appendix. The admirable chapter on business English in the report of the National Joint Committee on English, which represented the Commission on the Reorganization of Secondary Education and the National Council of Teachers of English, has simplified the task of this committee.^ Some aspects, however, call for further consideration. First, the committee urges the importance in the commer- cial curriculum of instruction and training in the use of oral English. Probably 90 per cent or more of the English used in business, and in life generally, is oral, and yet fully 75 per cent of school instruction in English has been in written work. By rnore oral work, time can be saved for habit-forming drill, and at the same time a better command of the English language can be secured. Oral reports, sales talks, verbal instruction, 1 " Reorganization of English in Secondary Schools" in Bulletin No. 2 (191 7), United States Bureau of Education. REPORTS AND SUMMARIES 347 conversation, etc., all are of vital importance. Frequent short oral reports are better than infrequent longer prepared papers. Constant practice, not intermittent and occasional effort, is necessary to form habits of correct speaking and writing. The oral work must, of course, be carefully supervised. Students must be taught to speak with enough deliberation to insure clear statement and correct grammatical expression. Interruptions by other pupils must not be permitted, as they tend to make the speaker talk faster than he can think. Short-time assignments enable the teacher to insist that the pupil who has the floor shall proceed without interruption to the end. Criticism of his efforts should follow, due care being taken to suit the criticism to the grade in which it' is given and to keep it on a high level. Daily practice in understanding and executing oral orders should be given. Business men justly complain that few boys or girls can understand an order that contains more than one or ' two factors. The office boy who is told to " go to the vertical file in the outer office, pull out the left drawer of the middle section, and get folder number 89 " can generally be counted on to return for instructions one or more times before accom- plishing the assigned task. Regarding selections for reading, the committee urges that consideration be given to the needs of commercial students throughout the six years covered by the report. They should read articles on current events, many of which will be found in the high-grade magazines and leading weeklies. In addition, we urge that a part of the reading deal with practical affairs. Such a classic as Franklin's " Autobiography " will serve a good purpose as literature and, in addition, will prepare for practical life. The committee also urges that commercial students read some of the great inspirational writings of Shakespeare, Milton, Tennyson, Stevenson, and also the best representatives of American literature. We believe that freedom from the tradi- tional college-entrance requirements will make possible the care- ful selection of material and its adaptation to the specific needs of pupils pursuing this curriculum. Particularly would we sug- gest the desirability of reading more from contemporary literature and from writers immediately preceding the present age. More detailed suggestions for the six years of the curriculum foUow. 348 BUSINESS ENGLISH EXERCISE 1-Oral Be prepared to give a short talk on one of the following : 1. Books that everyone should read. 2. Books that a business man should know. 3. The best magazine I know. 4. Any subject suggested by the extract given above. EXERCISE 2 1. Make an outline of a day's work in school. 2. Write a report, following your outline. EXERCISE 3 1 . Make an outline of what happened at some public meeting or entertainment. 2. Write a report according to your outline. EXERCISE 4 After making an outline, write a report on your progress in the study of stenography (or typewriting, bookkeeping, commercial arithmetic) this year. EXERCISE 5 A friend of yours has written you a letter about the advis- ability of renting a cottage next season at the place where you spend your summers. Write him in detail, giving favorable and unfavorable points about the place. EXERCISE 6 Prepare a report, to be read at a business meeting, on one of the following subjects : 1. The football season, the baseball season. 2. A general survey of the work of the debating club or the dramatic club. EXERCISE 7 Prepare a report, giving an account of the growth and present condition of student activities in your school. REPORTS AND SUMMARIES 349 EXERCISE 8 As secretary-treasurer of the Club, prepare an annual report to be read at the final meeting of the year. EXERCISE 9 Your firm have been using two kinds of typewriting machines, the and the . They need five more machines. 1. Write a brief report on the relative value of the two kinds they now have. 2. Write a report, recommending that they buy a new kind of machine. ' EXERCISE 10 The following subjects will furnish extended exercises in either oral or written compositions and will require about the same preparation as business reports. Each student may be required to investigate and report on a special subject. Single-entry and double-entry bookkeeping compared. How to close a journal in bookkeeping. National banks. Post-oflice savings bank. The zone system of the parcel post. Railway zones. Cash registers. Filing and indexing. Board of trade. The meaning in business oi^rm and company. The meaning in business of limited stock company. The meaning in business of syndicate and trust. Employment bureau. The function of rating houses (Lloyd's, Dun and Company, Bradstreet's). Commercial draft. The stock exchange. Stock taking. The insurance business. Standard time. 3SO BUSINESS ENGLISH THE SUMMARY 205. Purpose of the summary. The summary is an abridged statement of a longer account. It is frequently employed in business as a means of giving information in concise form. For example, the head of a department may be asked to sum- marize his yearly report for the benefit of the head of the firm, who does not care to examine the details of the whole report ; or a clerk may be required to summarize the complete corre- spondence covering a business transaction. Many firms keep for reference brief summaries of important letters. 206. Good examples. The student should examine carefully, as classic examples of condensation, some of the stories of Shakespeare's plays in Lamb's " Tales from Shakespeare." The book reviews which are a regular feature of certain editions of many newspapers and of some magazines furnish excellent material of a similar kind. Many of the articles in an encyclo- pedia are good examples of condensation. Remember that most statements can be condensed. The hat dealer who first prepared his sign to read '' Good Hats for Sale Here " condensed it as follows : Good Hats for Sale Here Hats for Sale Here Hats for Sale Hats Stopford A. Brooke has compressed into a small volume of little more than two hundred pages a readable account of a thousand years of English literature. The following paragraph is a summary of the second selection in Exercise 37, page 144 : Goethe says that bookkeeping is a remarkable discovery. This study trains a pupil, because it compels him to work for months with diligence and accuracy if he desires to reach a correct re- sult. Since mistakes involve much labor, the pupil must exercise foresight ; but if the books balance, he has sufficient reward in REPORTS AND SUMMARIES 351 his satisfaction. The consciousness of having performed work accurately strengthens his desire to be accurate. His character has been strengthened. The following paragraph is a summary of the selection in section 105 : Disputes over accounts may cause such serious loss to a retail business that many merchants aim to settle them exactly as the customer demands. A prominent Chicago merchant requires his employees to act in all such cases as if the customer were right. When a woman brought to his store a hat which she had not boi^ght there, he immediately gave her the credit which she demanded. He did this, knowing that the woman would later discover her mistake and advertise widely his liberal treatment. If a customer believes she is right in a controversy, a merchant must setde it to her satisfaction. Such a policy pays. 207. Method of preparation. When preparing a summary, note the following points : 1. A plan or outline will aid in giving prominence to essential facts that must be retained (p. 140). 2. Clearness must not be sacrificed for the sake of brevity. 3. Complete sentences must be used. 4. The requirements of unity, coherence, and emphasis must not be violated. EXERCISE 11 — Oral In a three-minute talk give the class some idea of a book which you have read recently. Use an outline if you consider it necessary. EXERCISE 12 -Oral Report to the class the main facts of a speech or a lecture that you have heard or read. EXERCISE 13 -Oral Explain briefly the fundamental facts about shorthand. 352 BUSINESS ENGLISH EXERCISE U-Oral Summarize in a brief talk the chief facts that are given in some advertising pamphlet explaining the advantages claimed for a certain fountain pen (a typewriter, an automobile, a sewing machine, a hotel, etc.). EXERCISE 15 Make an outline of the letter on page 344 and write, in not more than fifty words, a summary based on the outline. EXERCISE 16 Make an outline of what has been said about slang on pages 9 and 10 and write a summary based on the outline. EXERCISE 17 Write a short paragraph, summarizing the report which you, as secretary-treasurer, wrote in accordance with the requirements of Exercise 8. EXERCISE 18 Write a summary of your last lesson in history or in some other subject. EXERCISE 19 Make a careful outline of Chapter V and write a summary of the chapter. EXERCISE 20 In a paragraph or two write the story of a play that you have recently attended. EXERCISE 21 1. Make an outline of the most interesting book that you have recently read. 2. Write a brief summary based on the outline which you have just made. REPORTS AND SUMMARIES 353 EXERCISE 22 Bring to class a newspaper editorial of which you have written a brief summary. EXERCISE 23 Write a summary of the selection in Exercise 42. EXERCISE 24 Select a letter that you have already written, and rewrite it, condensing it as much as possible without leaving out essential facts. CHAPTER XVIII THE TELEGRAPHIC MESSAGE 208. Classification. A telegram is a telegraphic message sent wholly by land; a cablegram is one sent by means of a submarine cable. A message from New York to San Francisco is a tele- gram ; one from New York to London is a cablegram. A message sent by the Marconi, or wireless, system is called a wireless message. It is often called a Marconigram. All telegraphic messages imply haste and are expressed in the fewest words compatible with clearness. However, clear- ness, as applied to a telegraphic message, refers only to the point of view of the receiver. Its meaning need not be under- stood by others, and it is often worded expressly to conceal the meaning from anyone else. From the point of view of the wording, there are three kinds of telegraphic messages : 1. The plain-language message, which is written in any language, using the ordinary alphabet. 2. The code message, in which arbitrarily chosen words signify certain expressions. 3. The cipher message, which is made up either of groups of letters, so that they cannot be pronounced^ or of figures. The cipher code is really a kind of private alphabet. 209. The telegram, i. The telegram heading is usually limited to the city or town, state, and date. 2. Such forms of courtesy as the salutation Dear Sir and the complimentary close Yours truly are omitted. 3. Such words as the and a, or any word not necessary for clearness, are omitted. 354 THE TELEGRAPHIC MESSAGE 355 4. Each of the following is counted as one word : a. Every dictionary word. (Any word of more than fifteen letters is counted as two words.) b. Every isolated letter, such as L in George I. Brown. c. Every word in a person's name. THE UNION TELEGRAPH CO. INCORPORATED 15,000 Offices in America Cable Service to all the World W. H. ARMISTEAD, President and General Manager Receiver's No. OtlN U the following me88ajre»ub>ect to the I BOfitnn Mflcso Jnlv 1 i r» terms or» baclt hereof, which are hereby agreed to. ) JJ^Pt^^^^ y XVidSB., dUXy 1, 1Q To_ Wm. M. Brown & Co. fast New York City Ship freight twenty number sixty library tables Manning, Ball & Co. D:^^READ THE NOTICE AND AGREEMENT ON BACK.=:C2 d. The name of a city, town, state, or Canadian province, or its abbreviation. e. Each word in the name of a county or parish, as East Carroll, La. (three words). / Each figure, as 500 (three words). Notice that if this is written Jive hundred^ it is only two words. g. Every pronounceable cipher word. A cipher word of more than ten letters is counted as two words. h. Every abbreviation, as " John Bums, Jr." (three words). Note. Most companies allow f.o.b., C.O.D., and other commercial abbreviations to be counted each as one word. 3S6 BUSINESS ENGLISH 5. Any number of words up to ten is sent at the minimum standard rate. There is therefore no advantage in restricting a telegram to less than ten words. 6. No charge is made for the signature of the sender or for the name and address of the person who is to receive the mes- sage. If the sender adds his street and number, a charge is made for such addition. 210. Classification of telegrams. There are six kinds of telegrams : 1 . The regular day message, to which standard rates apply ; that is, a fixed rate for ten words or less and an extra charge for each additional word. 2. The night message, which is sent during the night for delivery the morning of the next business day. 3. The night letter, which is transmitted under conditions similar to those affecting the night message. 4. The day letter, which is handled as a " deferred service " and is not allowed to interfere with regular day messages. 5. The repeated message, which is a message telegraphed back to the originating office for comparison. 6. The telegraphic money order, in which the telegraph company transmits money for the sender. 211. The cablegram. Cablegrams are subject to rules based upon the International Telegraph Regulations, which were origi- nally drawn up in Europe. These rules differ materially from those affecting the domestic telegram in the United States. EXERCISE 1 Put into a telegram of not more than ten words each of the following groups of facts : 1. I will be at the North Central Station at five o'clock in the afternoon next Saturday. Meet me and bring any letters that I ought to see without delay. 2. I cannot very well come to Oldtown until Wednesday. Telegraph me if the delay will inconvenience you and I shall try to come. THE TELEGRAPHIC MESSAGE 357 3. We will pay your expenses one way if you will come on Thursday to see us regarding a position we can offer you as floor superintendent at two hundred dollars a month. 4. Send me 15 kegs of tenpenny nails by fast freight and charge to my account. 5. I wish you to countermand my order for one carload of wharf pea coal, but wish to have sent immediately three carloads of nut coal. Charge the coal to my account. EXERCISE 2 Express the following in forms suitable for telegrams. Be careful that your /meaning is clear. 1. I cannot accept your offer of a position unless you will give me a contract for a year. I will not accept a salary of $100, as I am getting $115 in my present situation. 2. Please send to me at once by telegraph to the Washington County Bank $150, and charge to my account. 3. F. B. Searles and Company are reported in town as being insolvent. You should order the B. & P. R. R. to hold up delivery at Chicago of our shipment of goods which was forwarded recently. EXERCISE 3 Write a telegram to your family, telling them to expect you home for the Christmas vacation. EXERCISE 4 Telegraph to your father, asking his permission to remain in the city during your Easter vacation. EXERCISE 5 Send a message to the father of your roommate, saying that he is seriously ill. EXERCISE 6 Wire to Chicago to the Hotel, asking them to reserve a room for you. Be specific. 358 BUSINESS ENGLISH EXERCISE 7 Send a telegram to Annie L. Smith, 14 Claibone St., Des Moines, Iowa, telling her that her mother has just left your town on a certain train and is due to arrive in De^ Moines at a certain time. EXERCISE 8 Write the telegrams that are implied in the following narrative : The firm of Gordon & Co. unexpectedly find themselves in immediate need of a head buyer for their silk department. Mem- bers of the firm know personally Henry P. Hardwicke, who is head of the merchandise department of a large store in another city. Gordon & Co. are satisfied that Hardwicke is the best man they know for the position, and they telegraph to him, offering him $2000. Hardwicke replies that he is unwilling to come for less than $2500 and a two-year contract. Gordon & Co. reply that they will sign a contract for two years, giving him $2000 the first year and $2500 the second. Hardwicke accepts this offer. EXERCISE 9 Order by telegram the merchandise specified in the letter on page 234. EXERCISE 10 1. Write a telegram on any ordinary business subject, such as an order for merchandise, the cancellation of an order, or an inquiry concerning a delayed shipment. 2. Pass the telegram written under i to some other student and prepare a telegraphic reply to the telegram handed to you. CHAPTER XIX REVIEWS AND TESTS TEST 1 1. Define the following grammatical terms, giving examples of each : phrase^ subordinate clause^ main clause^ simple sentence. 2. Rewrite the following sentences, making them grammatically correct. a. I do not know who you mean. b. The students had already began their test. c. Yours of the 27th to hand and contents noted. d. Awaiting a favorable reply, Yours truly, J. Doe. 3. Rewrite the following sentences, making them more forcible. a. Yours of the 27th to hand and contents noted. b. Awaiting a favorable reply, Yours truly, J. Doe. c. Having noticed your ad. in the paper, I wish to apply for the position. d. Do not crowd around the doors, to facilitate the movements of our employees, 4. Discuss wherein business English may be different from other kinds of English, as legal, scientific, sporting, or poetic language. Discuss also wherein the various kinds of English are alike. TEST 2 1. Explain the errors in the following sentences and rewrite them correctly : a. The object of education is to enable a person to use what he has learned in his life's work. b. Gross weight is when the weight of the merchandise and the weight of the container is taken together. 2. Explain the important uses of shall and will Give examples. 359 36o BUSINESS ENGLISH 3. Show that you understand what is meant by a '* dangling parti- ciple "; give an illustrative example and explain how you would correct the error. 4. Define in sentence form the following words and expressions. You may illustrate definitions by examples. a. ad valorem c. letter of credit e. lady b. below par d, vocation / woman TEST 3 1. Comment on the following sentences, correcting them where necessary : a. While waiting for my change at the counter, a fire alarm was sounded. b. As shorthand is said to have been invented by the Romans, they should have the honor of giving it a name. c. He had two ambitions, the first of which was a desire for money; in the second place he craved power. 2. Discuss emphasis in sentence structure, showing how emphasis may be obtained and what elements may make a sentence weak. Give illustrations. 3. a. Outline the principles that should govern the making of a complaint. b. Write a letter of complaint to represent the customer in the fol- lowing instance : A man purchased a cut-glass set at McCarthy's New York store and asked to have it sent by express to another city, where he was to attend a wedding. When the set arrived, it was found that one of the pieces was broken. The buyer was particularly annoyed, as he could not give an appropriate wedding gift. He believed that it was evident that the breakage was due to careless packing. TEST 4 I. Point out the errors in the following sentences and rewrite them : a. I object to him working that way. b. The dean told the secretary that his letters were in his own desk. c. Whether his object was writing for pastime, or to please a friend, or money, we do not know. REVIEWS AND TESTS 361 d. He asked me to pay the note and if I had the blank with me. e. Replying to your favor of recent date, there is no adjustment that we can accept on your account due except immediate payment of the same. 2. Define and give examples of the following: a. synonym b. antonym c, homonym 3. Define the standard by which you decide whether or not an expression is accepted as being in good use. Give your grounds for accepting or rejecting the following : a. " dictated but not read " b. " your valued favor of the 30th ultimo " c. ^' his credit is O.K." d. " a clever chap for the job " e. " put through the deal and wire me " 4. Name and define the three fundamental qualities of all good expression. TEST 5 1. Write in a column the words in the selection below. Beside each word indicate what part of speech it is. Similarly indicate all words or phrases that are (a) subjects of verbs; (J?) objects of verbs ; (c) objects of prepositions. The delay in your shipment is an unfortunate occurrence. We are sincerely sorry for it, and we want to thank you for notifying us so promptly. We will trace the shipment at once. 2. a. Make clearer by improved unity : " Coffee is a harmless beverage. That is when it does not contain caffeine.'* b. Make clearer by improved coherence : " We guarantee each and every part of this flexible shaft against workmanship, material, and to give satisfactory results." c. Improve structure and diction : '' We beg to let you know that as we are now manufacturing kimonos on a very large scale, and we have reduced the prices on many of them." d. Improve for emphasis : " The stockings are called ' Everwear ^' because they will wear a long time before there are any holes in them." e. Improve for emphasis : " There being only a few of these suits left, we are selling them at a great discount." 362 BUSINESS ENGLISH 3. Using the following as a topic sentence, develop a paragraph by the deductive method : " As a reference book alone Davis and Lingham's ' Business English and Correspondence ' is worth its price." TEST 6 1. Point out errors in the following sentences and rewrite them : a. New York is larger than any city in the world. d. The great event is when the train arrives. c. In winter the clerks suffer from cold drafts and in summer the heat is suffocating. d. An athlete must possess strength, nerve, and be able to think quickly. 2. Explain the fundamental difference between the errors in the two sentences given below : a. Those kind of lamps are ugly. b. The two twins are both good stenographers. 3. Name the four fundamental qualities of any composition and define each. 4. Define good use as applied to words, and show by applying your rules that you can decide which of the following expressions are justifiable in business writing : verily^ tell the worlds ultimo^ sine qua non, boiled down (meaning " condensed,") quite a bunchy beg to state, TEST 7 In each of the sentences following substitute a more suitable word for and. 1. We guarantee satisfaction and\i you are not satisfied with your purchase, we will return your money. 2. I have lived for two years on the same street as Williams has and have not yet spoken to him. 3. There are no railroad giants included in this list, and it is my purpose to devote a separate volume to them. 4. The world can match our statesmen, philosophers, or poets, and no other nation can match our galaxy of doers. 5. I hurried up to Jim' s room and found that he was not there, and it was evident that he had not been away long. REVIEWS AND TESTS 363 6. There may be luck in getting a good job and there is no luck in keeping it. 7. He was told that he had passed in algebra and had failed in plane geometry. 8. He never was much of a talker and he was the next best thing : he was a good listener. 9. He had to work every day outside of school hours and he, nevertheless, contrived to win the medal for the best scholarship in the fourth year. TEST 8 1. Write a letter of application in reply to the following adver- tisement : ' NEW YORK and Boston Stock Exchange house desires the services of a young man over 1 8 ; excellent chance for advancement for one who is bright and ambitious ; experience unnecessary. Apply only by letter to Drew & Co., S^ Devonshire St., Toledo, stating age, education, etc. Note. Take an entire sheet for this answer. Be sure that the letter is complete as to heading, complimentary address, salutation, complimentary close, and signature, and that its form is perfect. 2. Comment on the beginnings and endings of letters. In the course of your discussion be sure to speak, among other things, of (a) first impressions, (d) point of view, (r) the you attitude. 3. Write a short theme in which you give a resume of the last book you were asked to read outside of class. TEST 9 1. Define unity and coherence as applied to a paragraph, showing that you understand the distinction between the two terms. 2. Answer one of the following advertisements, supposing in your letter that you are qualified for the position. WANTED : An educated, experienced, refined American young lady stenographer and general office assistant in editorial office; an unusual opening for capable person ; salary small at the start ; appli- cation must be in own handwriting, stating age, education, experi- ence, references, and salary expected. Address V.G.N., SpringAeld Republican, 364 BUSINESS ENGLISH WANTED : A good accountant with some knowledge of stenog- raphy to assist secretary of Cleveland Chamber of Commerce for three months with promise of permanent position if satisfactory ; young man of good appearance, inclined to work, with business office or newspaper experience preferred ; should be able to meet city men of prominence ; reply in own handwriting, stating age, pay wanted, education ; inclose references, give details ; all letters confidential. Address X. Y.Z., Cleveland Plain Dealer. TEST 10 1. Assume that you are proprietor of a printing concern in a small town where rents and other expenses are comparatively low. Outline a series of letters (one first letter and two follow-up letters) designed to secure business from corporations in large cities. 2. Outline the principles governing adjustments and write an ad- justment letter. 3. Oscar Lapham of Minneapohs, Minn., bought of Powers & Jones, Chicago, III, on August 15, a piano valued at $700. The bill was to be paid by October i. Two letters have already been sent to Mr. Lapham by Powers & Jones. Write a letter designed to collect the account. TEST 11 1. For the benefit of a student who has never seen Davis and Lingham's " Business EngHsh and Correspondence, Revised," describe, compare, and contrast it with some standard work of a more general nature on composition and rhetoric. 2. Discuss the contents and essential qualities of a letter of appli- cation. Write such a letter to illustrate your remarks. 3. In approximately one hundred and fifty words give from your standpoint an account of a meeting of some school society or associ- ation. Make your picture as vivid as you can and state your opinions frankly. 4. Criticize the expression of the following letter and rewrite it : Answering your advertisement, beg to advise the writer is in the market for some good invention, of general utility to manufacture and market, and wish you would please mail me a list of your patents that you have for sale. Awaiting your reply, I am very respectfully, REVIEWS AND TESTS 365 TEST 12 1. Comment on the following letter and rewrite it Gentlemen: On the 25th you say, "Copy mailed today." That copy did not reach me. Mail another. Yours truly, 2. On a separate page answer, in correct form, the following letter, assuming that nobody in your salesroom remembers what goods Mr. Alster looked at. American Dry Goods Company Boston, Mass. Gentlemen: I guess I'll have to have some of those goods you showed me when I was in Boston. I thought I could get along without them, but business is picking up, and you had better send them along. Please get them here soon, as I want them for Christmas trade. Yours truly, St. Johnsbury, Vt. 3. Write the plural of your own name and give the rule. 4. Differentiate between unity and coherence. Show how unity may be obtained or violated in a sentence. TEST 13 1 . Define good use as applied to words, and show by applying your rules that you can decide which of the following expressions are justi- fiable in ordinary business writing : perchance^ not on your life ^proximo, esprit de corps ^ beg to advise^ most ready, thanking you in advance. 2. Show that you understand the following expressions: trite, parallel structure, periodic sentence. 3. Write a letter of application that you consider suitable for the kind of position you could hold. Precede the letter by a short explanatory statement regarding the position. 4. Discuss emphasis from the point of view of the paragraph. 366 BUSINESS ENGLISH 5. Point out anything that you would criticize in the following letter. Rewrite it. James A. Ford Company Boulder City . . . Colorado June 21 19 16 The Stenotile Company Indianapolis, Indiana Gentlemen: We have just closed the first year's work in Steno- tily in this school. I am so greatly pleased with the result of this work that I feel under obliga- tions to at once write you regarding it. We have enrolled, during the school year, an aggre- gate of twenty-eight students in Stenotily and were limited on account of the number of machines. It was largely an experiment and we felt as though we should be conservative until its value can be thor- oughly demonstrated. This has now been done to our complete satisfaction. The Stenotile students have worked during the same periods and under the same circumstances and with the same instructor as the Stenography students; the conditions surrounding the two classes has been substantially the same and yet the progress of the classes in stenotily over that of Stenography has been marked. So very pleased are we with the results attending this work, that we have made a requisition for double the number of machines for next year's work which will permit of a much larger enrollment. Knowing that you will be glad that we are not only satisfied, but greatly pleased with Stenotily in our school, I remain Sincerely yours REVIEWS AND TESTS 367 THE DAY'S WORK As a preparation for writing the exercises which follow, you are to suppose that you are connected with some firm. Write a definite statement, giving the name of the firm, the business, the location (town or city and state), your position, etc. 1. Write a letter, asking an applicant for a position to call at a certain time. 2. Order by telegram a consignment of goods. 3. Write a letter, canceling an order for merchandise. 4. Write a letter addressed to a valued customer who has failed to reply to a request for payment of an overdue account. 5. Write to a firm with whom you have had no business dealings, asking quotations on merchandise which you wish to buy. Would you give references? 6. Write to your representative in another state, asking him to collect an overdue account from a delinquent buyer. 7. Prepare for a newspaper an advertisement of a special sale. 8. Telegraph to a distant city, asking a firm to send you by express a small but valuable consignment. 9. Write to a firm, complaining about the condition of goods that you have received from them. You have once before had similar trouble with this firm. 10. Write to a manufacturer, stating that you wish to acquire in your vicinity the sole agency for his goods. 368 BUSINESS ENGLISH EXAMINATION QUESTIONS IN BUSINESS ENGLISH From Recent Examinations prepared by the University of the State of New York and Commonly Known as the Regents' Examinations Answer questions i and 2 and six of the others 1. You are interested in the sale of {a) a new pencil with metal case in which fillers of lead are carried ; (<^) a typewriter of standard make; (c) a chocolate almond bar; {d) a magazine dealing with business. a. Select one of the above and arrange in outline form the points you would use in writing a sales argument. b. Supplying the necessary data, write a letter based on the outline that you have prepared in answer to a. m 2. Answer both a and b. a. Mention three principles that enter into the composition of a good collection letter. / b. Theodore Smith & Sons, 69 Walpole St., Rochester, N. Y., bought from you a bill of goods the payment for which is now three weeks overdue. Ten days ago you submitted a statement of their account and called their attention to the indebtedness. No reply has been received. Write them a suitable letter. 3. Criticize the following sentences and write them in correct form : a. The machine which you use for copying your letters is inadequate to the needs of your establishment, failing to copy quickly enough, and it renders the department inefficient by preventing it from turning out a sufficient amount of work. • b. In your letter it says you will be here on the loth. c. We use only the best materials obtainable, but our sales during the past year have increased. 4. Draw up a suitable form letter, outlining the quahfications of the graduates of the commercial course in your school. This letter is to be written so as to interest business men and induce them to employ those who finish the course. REVIEWS AND TESTS 369 5. Explain four of the following business expressions: (a) turn- over, (<^) assets, (c) to meet an obligation, (^) to postdate a bill, (e) to buy on margin, (/) the check was raised, (g) price is 94 with accrued interest. 6. You are secretary to the advertising manager of the Elmira Chronicle^ a weekly publication of 72 pages with a circulation of 15,000. Duncan & Co., manufacturing jewelers, 350 Fifth Ave., New York City, write asking for particulars about your publication with a view to advertising in it. They want to know how often it is issued, the number of pages, its circulation, and the advertising rates. As requested by your employer, write the letter inclosing a printed card with advertisiijg rates. 7. Explain the difference in meaning between the words in each of four of the following groups : {a) complimentary, complementary ; (p) eminent, prominent; {c) advise, advice; ((T) plaintiff, plaintive; (J) recent, resent ; (/) eligible, legible. 8. Write the correct salutation in addressing a letter to {a) John White and Richard Thomas, partners; (b) The Independent Paper Company ; {c) Miss Lillian Arch ; {d) Miss Ray Bonwit and Miss Frances Teller, partners in a tailoring business ; {e) Mr. James Brown and Miss Ellen Jones, conducting a stationery business. 9. Write the proofreader's mark for {a) dele, (p) capital letter, (c) italics, (d) let it stand, (e) small letter, (/) insert apostrophe. B Group I. Answer questio?i i and two other questions from this group 1. Answer either a or b. a. Write a theme of about 200 words on one of the following topics : (1) The selection of an advertising medium. (2) The use of the trade acceptance. (3) How to attract trade to your store. (4) Assistance of the newspaper to a business man. (5) How to make a bank deposit. b. As file clerk, write a report to your employer, recommending a change in your filing system. 2. In reply to your request for a remittance, Williams & Co., 325 Main Ave., Kingston, N. Y., have written offering to give you their 370 BUSINESS ENGLISH check for $1250 for one half of the amount due and their 60-day note for the balance. This account is now two months overdue, and you do not feel that you can accept this arrangement. Write a letter to Williams & Co., refusing this plan and returning the note. 3. Write a letter of application for a position with the Empire Manufacturing Company, 516 Ellicott St., Buffalo, N.Y. You do not know that a vacancy exists with this company, but you feel that you would like to be associated with the firm, and you take this means of getting your name and qualifications before them. 4. WVite a circular letter advertising an electric washing ma- chine. This letter is to be sent to housewives who advertise for laundresses. Group II. Answer five questions from this group 5. Explain the meaning of each oifive of the following : a. The price of the lot is $25 a front foot. b. A personal application is required. c. We can book your order now for May delivery. d. The new transportation company has been granted a franchise. e. This is to confirm our telegram of yesterday in which we ordered four standard desks. f. We have a two-day option on the house. g. We have carried this company as long as we can. 6. Rewrite the following in good business style : a. In reply to yours of the loth inst., we beg leave to state that we are unable to fill your order for 60 days. b. Having seen your ad. in the Times-Standard^ I beg to be con- sidered an applicant for the position. c. Would request that you kindly give your prompt attention to this matter. d. Yours received and contents noted. e. Hoping to hear from you by return mail, I remain 7. As a retail dealer in ofiice equipment, write a letter to C. H. Appleton & Co., Buffalo, N.Y., wholesale dealers, or dmng five arti- cles and stating what arrangements you can make for settlement. Specify also how the goods are to be shipped. 8. In five of the following sentences, substitute more exact words for those in italics : REVIEWS AND TESTS 371 a. He has a m'ce position with that company. if. Send him a couple of those circulars. c. This is a sample of my best penmanship. ^. The report shows a deficiency of $ 1 00. ^. The admittance to the game was 50^. f. The terms are 25% off of \he price list. g. The lawyer sent an invoice for his services. h. He was given the alternative of- becoming chief clerk, going into the accounting department, or joining the sales force. 9. Answer either a or b. a. Write the copy for a display advertisement in your local news- paper, announcing a special sale of trunks, suit cases, traveling bags, and brief cases. ' b. Supplying the details, write the copy for a classified advertise- ment for the sale of a modem city house. 10. Your employer, S. J. Dixon, directs you to wire Mr. C. E. Hayes, 297 Madison Ave., New York City, that he will meet Mr. Hayes at Hotel Pennsylvania at three o'clock on Friday afternoon to discuss the program for the next meeting of the association. Write the telegram. APPENDIX A POSTAL INFORMATION Sources of information. The Post-Office Department of the United States issues a pamphlet containing '' general information upon sub- jects relating to the Postal Service. It is published for the use and guidance of the public and is free for distribution." Every student should apply at his post office for one of these pamphlets and make a careful study of the contents. A copy of the " United States Postal Guide " is kept on file at most post offices, and may be consulted by the general public. With detailed information thus available we need give only the briefest outline of the functions of the Post-Office Department, and a resume of some of the information for which there is common use.^ Classification. The business of the postal service may be broadly classified under five heads : 1. The post office proper, for the handling of ordinary mail matter; that is, of the first, second, third, or fourth class. 2. The money-order department, for the selling and cashing of money orders. 3. The registry department, for the greater security of valuable mail matter. 4. The postal savings system, for the receiving of deposits in a manner similar to that of a savings bank, with the added security of the United States government for payment. 5. The parcel-post department, for the handling of packages larger than are ordinarily sent by mail, which are to be transmitted to any part of the United States or its possessions, or to certain foreign countries. (Parcel- post matter constitutes the fourth class.) 1 " The World Almanac and Encyclopedia," published annually, gives authoritative and comprehensive information, which has been revised by the Post-Office Department. 373 374 BUSINESS ENGLISH DOMESTIC MAIL MATTER Classification and rates of postage. Domestic mail matter includes mail for delivery within the United States and its dependencies, includ- ing Porto Rico, the Philippines, and the Canal Zone. First-class matter includes written and sealed matter, postal cards, and private mailing cards. The rate for letters is two cents for each ounce or fraction thereof. The rate for single postal cards and private cards is one cent. The limit of weight is seventy pounds for local or first, second, or third zone ; fifty pounds in other zones. Second-class matter (un- sealed) includes newspapers and periodicals when sent by other than publisher or agent ; the rate is one cent for each two ounces or fraction thereof. Copies of newspapers or periodical publications must be complete. There is no limit of weight. Third-class matter (unsealed) includes miscellaneous printed matter, for which the rate is one and one-half cents for each two ounces or fraction thereof, and books, catalogues, seeds, bulbs, and plants, for which the rate is one cent for every two ounces or fraction thereof. The limit of weight is eight ounces. Fourth-class matter^ or domestic parcel post ^ now includes gen- eral merchandise, farm and factory products, books, etc. in packages of limited dimensions, exceeding eight ounces but not exceeding sev- enty pounds in weight within the first three zones and fifty pounds for all other zones. The rates vary with weight and distances. Special delivery. For an additional fee of ten cents or over, varjdng according to weight, for each letter or parcel, including packages sent by parcel post, special delivery may be had ; that is, upon arriving at the nearest post office to the addressee the letter or package will be delivered at once by special messenger. Special handling. For an additional fee, ranging from ten cents to twenty cents according to weight, fourth-class matter will receive the same attention as first-class matter. Air mail. The charge for air mail is five cents for the first ounce and ten cents for each additional ounce or fraction thereof. Registry system. For an additional fee of fifteen cents or over, varying according to value, for each letter or parcel, not including packages sent by parcel post, special care in the transit and delivery of matter is guaranteed, and, if desired, a return receipt or an APPENDIX A 375 acknowledgment of delivery signed by the receiver may be returned to the sender. The amount recoverable from the government in case of loss is limited to $1000. Insurance. Third-class and fourth-class mail may be insured against loss, rifling, or damage in an amount equivalent to its actual value, varying from $5 for a fee of five cents up to $100 for a fee of twenty-five cents. Money-order system. This system offers a safe, cheap, and con- venient method of making remittances by mail. Money orders are issued in varying amounts from one cent to $100, and as many orders as desired may be obtained. Money orders may be secured at the local post office or, from the rural carrier. Postal savings system. This provides country-wide facilities for depositing savings, at interest, with the United States government as security. Any person ten years of age or over may become a depositor. Deposits are accepted from individuals only. No account can be opened for less than $1. Simple interest is allowed at the rate of two per cent for each full year that the money remains on deposit, beginning with the first day of the month following the one in which the deposit is made. No person is permitted to have a balance to his credit of more than $2500, exclusive of accumulated interest FOREIGN MAIL MATTER In general, mail matter sent to foreign countries is subject to the rules and regulations of those countries. Almost all countries are in the Postal Union, and have adopted certain regulations regarding the treatment of foreign mail that apply throughout most of the world. Thus, undelivered mail of the first class is returned to the sender; mail upon which insufficient postage has been paid is subject to double rates; registered mail is handled with special care; and any mail may be opened if it seems to contain dutiable matter. APPENDIX B PROOFREADING Since a business man is likely to have much of his advertising and circular matter printed, it is well for him to be able to correct proof by means of the ordinary signs used by printers. There is considerable variation among printers in regard to some of the signs employed. Those given on the next page are in practically universal use. In making a correction two signs are employed : one in the body of the proof, to call attention to the exact place where the change is to be made ; the other on the margin of the proof sheet, to tell the printer what change is made. The main thing, however, is to make your correction so that the printer will understand it. Write out your correction if you think it cannot be made plain in any other way. Fre- quently proofreaders draw a line from the symbol in the margin to the place in the body of the text where the correction is to be made. Where several words require a different order, the words are num- bered in correct order and necessary directions given in the margin. If a number of words have been left out of a line, write them at the most convenient place in the margin and draw a line from them to the place where they are to be inserted. A caret may be used to mark this omission. The proofreader's marks which are found on the following page by no means represent all that are used. They are the ones, however, which are most commonly required for making ordinary corrections. These marks may appear difficult at first, but they are really simple, and, with a little practice, may be handled with ease. If you will prac- tice correcting your own compositions and letters by means of these symbols, you will become not only proficient in their use but also alert to some of your own deficiencies. 376 APPENDIX B 377 Some Marks used by Proofreaders «/? Take X out Take out (dele) ^ the clerk*s judgment Take out and close up C^ at any ppiee Substitute Ct^:,,^ First^Bank Insert Tfc-. a(§al^argaiR Transpose i'f^A the electric car Put in italic QM.^ NEW YORLpITY J O. NEW YORK CITY Put in capitals Put in small capitals / ^ Norton TRUST Company Lower case ^ at an end;^The new company Begin a new paragraph O The sale was over Insert period ?/ Chicagc/Ill .^PQ^ the ^catcpt game Substitute comma Retain matter crossed out /T C the advertising department Move to the left 7 a commission house -7 Move to the right ^^) Smith's Champion Brand ^ ^ a run on the bank.^;^ Set in heavyfaced ty-pe No paragraph ^ ^ c:^Moreover this ([) 58 ^ ^ ^ C^0 ^/ Cl^Y that he might go^the wheat on a train to Prt^^ CaJ>./J^ New York ^\\y, follow it to the^ill, then to b /^. C. / ^ ^' ^V? wholesale establishgmenj^hen to the retail/ store, 7/ a ^^ ;2i< t^^^ to t^'^e bakery, Ohen/^ii^ to( smalj /tfi? grocery ^/Ou, £,C / Xt/ ^^^^^ his Family bought there bread. Finallw he / ^ would ride to his home land so would arrive alon'g n^. with the wh^ which he saw planted hundreds of ^^/ mil^ away. — Keller and Bish op, yTndustriaQ and / ^ommerciaiyGeoeraDhv " "" (tJommercial /Geographv l/ZDV P^At^ c(ji^&^*^xA>>^ Tyc EXERCISE 2 Copy the following selection and correct it by reference to the letter on page 301. Use proofreader's marks for each correction. Rewrite the selection, making the corrections indicated by the signs. usually the Furniture which I buy of your house comes in good order but the lasj lot, your invoice No. 8963 was in bad shake. Chif- fonier No. 3881 was scratched and the glass was broken. A legs one on of the chairs wa cracked and the leather on couch No. 617 was scratched, where the finish on the whole was not upto the standard. A part of tHis furniture I had sold to one op my very best customers on the Coast from the description given in your catalogue ; and he is impatiently awaiting its arrival. You can therefore imagin that I am not in a happy state of mind, perhaps the rail road company is responsible for the breakes and acatches, but it looks to me s if your packer were at fault while the poor finish is up to you. I am writing to you personally for I know that you will give me your immediate attention. Wire at once letting us know what you are going to do about it. APPENDIX C FILING CORRESPONDENCE The large number of papers that are a part of modern business, and the necessity for frequent and sure reference to such papers, has created the filing problem. Accuracy of filing is absolutely necessary, for there must be no likelihood of loss through misplacement. Then every paper should be where it can be quickly found, as dispatch in business is important In addition, economy of time must be considered in the placmg of papers in the files, as must also economy of space, for each year the filing cabinets occupy more room. Fundamentally, all filing systems are based on the fact that eveiy- one knows the regular order of the letters of the alphabet and the regular order of the cardinal numbers (i, 2, 3, etc.). 379 38o BUSINESS ENGLISH A city directory illustrates the alphabetical arrangement of facts. In the enormous directory of any large city there are many thousands of names, but one can easily find information about any person by simply looking for the name in alphabetical order. In books in which the matter is not arranged alphabetically, the subjects are given alphabetically in the index, with references to the pages where they are treated. An effective filing system is as necessary to most businesses as is a good index to most books. APPENDIX C 38 f Classification. Fundamentally, filing systems are of two kinds: alphabetic and numeric. In the alphabetic system the letters or other records to be preserved are placed in files arranged according to the sequence of letters in the alphabet. In other words, the records are arranged alphabetically, as are the words in a dictionary. In the numeric system the files are arranged according to the sequence of the cardinal numbers (i, 2, 3, etc.). In addition to these two systems there are various others, such as those that combine both the alphabetic and numeric features or are arranged topically, geographically, etc. 1 . A direct alphabetic correspondence filing system is illustrated on page 379. Such a hie usually contains only names of persons and firms. 2. A numeric correspondence fil- ing system is illustrated on page 380. In such a system persons, firms, and subjects (such as Applications for Employment) are each given a number, and in an alphabetically arranged card catalogue (the index) is recorded the name of every per- son, group of persons, or subject filed, with the number under which the corresponding papers are filed. Large envelopes or folders are used, in which are placed the papers belonging to one person or subject. These folders are arranged alpha- betically in the first system and numerically in the second. The routine. The routine of one of the most effective systems m use maybe described as follows: all original letters etc., with their mclo- sures and carbon copies of the replies, if any, are brought daily to a table to be distributed by the filing clerk. Conveniently placed at her left is a cabinet containing a card index. Each card has written on it the name of some correspondent, and these names are filed alphabetically. Aborn, A. L., 96 Adams, D.W., 13 Adams, Samuel, 932 The number at the right indicates the number of the folder in which letters to or from the persons whose names appear are to be placed. 382 BUSINESS ENGLISH The clerk takes each letter or whatever it may be, and, after ref- erence to the card index, writes upon the letter always in a certain place (for example, the upper right-hand comer) a number showing the folder in which it is to be placed. Experienced clerks can, without referring to the index, recall the numbers assigned to the mail of large correspondents. Only persons, firms, and others, with whom there is regular cor- respondence have numbered folders reserved for their communica- tions, and consequently have their names in the card index. Letters from occasional correspondents are filed in appropriately lettered folders ; for example, Aa-Ab Bel-Bem Ac- Ad Ben- Bey Baa-Bah Bua-Bul Thus, a letter from John L. Bemis, who writes only occa- sionally, would be filed in the section lettered Bel-Bem. When all the correspondence for the day has been properly numbered, it is placed in a dis- tributing file ; for example, all letters numbered from i to loo in the first section, those from loi to 200 in a second section, and so on, the unnumbered letters being grouped in a lettered distributor. Aa-Al Ba-Bay Am-Az Bea-Ber The correspondence being thus partly sorted, it is a simple matter for the clerk to distribute the letters in chronological order in the permanent file. Usually at the beginning of the year, but varying in frequency according to the demand for space in the filing cabinet, the correspondence in the permanent file is transferred bodily to boxes of convenient size, each box being numbered, consecutively, 1-3, 4-10, II, 12-25, 26-40, etc., or A-Al, Am-Az, etc. These boxes are placed in orderly sequence on shelves in a store- room or vault. As the file number of any given correspondent is APPENDIX C 383 always the same (or, if any change is made, such change, with the date, is indicated in the card catalogue), to refer to the letters etc. of any correspondent for any given period of time is always a simple matter. EXERCISE I — Oral Explain what you mean by '' subject filing " and show how it could be applied to some business with which you are familiar. EXERCISE 2 — Oral Explain how you could use an alphabetic filing system to keep all the corrected wri^en work prepared by your class in their studies. EXERCISE 3 — Oral Explain how you would proceed to arrange for your school a filing list in which a record of everything concerning each pupil, such as attendance, standing in scholarship, written examinations, written class work left permanently with the teacher, rewritten work, written work returned to the student, etc., would be filed or recorded so as to be readily accessible. Note. The illustrations in this chapter are reproduced through the courtesy of the Library Bureau. APPENDIX D GRAMMATICAL SUPPLEMENT This supplement is especially designed to be used in connection with the second part of the chapter on grammar. It is derived in part from the " Report of the Joint Committee on Grammatical Nomenclature," appointed by the National Education Association, the Modern Language Association of America, and the American Philological Association. In some respects the terms recom- mended by these associations differ from those more commonly known and of older usage. Such differences as seem important are noted in the text below. There is considerable variation in grammatical nomenclature. For example, the word good in " John is good'^ is variously called attribu- tive complement^ predicate adjective^ subject complement, complement of intransitive verb, predicate attribute, and adjective attribute. The ex- pression that some grammarians call a subordinate clause others name a dependent clause. In addition, some of the grammatical classifications are not mutu- ally exclusive. Thus, the sentence " Please walk more slowly " is often said to be an imperative sentence. It is, however, also a declarative sentence, for it declares or states something. Parts of Speech. The parts of speech are Noun Adjective Adverb Conjunction Pronoun Verb Preposition Interjection The parts of speech are defined on pages 12-22. Nouns. Nouns are common or proper; abstract; collective. One should note that these classes are not mutually exclusive. That is, a common noun may be also abstract, as is the noun adaptability in the sentence " He does not show adaptability ^ Declension is the inflection of a noun or pronoun. Nouns and pronouns are declined to show number and case. Number is a variation in the form of a noun or pronoun to show whether it means one person or thing or more than one. A noun or 384 APPENDIX D 385 pronoun is in the singular number when it means one : letter, reply, box. A noun or pronoun is in the plural number when it means more than one : letters, replies, boxes. The plural is formed from the singular in several ways. 1. Most nouns form their plural by adding s to the singular. Singular pen chair office Plural pens chairs offices 2. Most nouns ending in s, sh, ch, x, or z form their plural by adding es to the singular. Singular dress brush church box chintz Plural dresses brushes churches boxes chintzes 3. Most nouns ending in y preceded by a consonant form their plural by changing y to i and adding es. Singular lady city body Plural ladies cities bodies 4. Some nouns ending inforfe form their plural by changing /or fe to V and adding es to the singular. Singular knife half loaf Plural knives halves loaves Many nouns, however, simply add s in the regular way. Singular chief roof fife Plural chiefs roofs fifes 5. Nouns ending in form their plurals irregularly, some by adding s, others by adding es, and others by adding either s or es, Filipinos cargoes mottoes pianos manifestoes calicos ^r calicoes 6 A few nouns form the plural by what today seem unusual changes, but which were the regular rule when English was a highly inflected language. Singular child mouse tooth goose PLURAL children mice teeth geese 7. Some nouns have the same form for both the singular and the plural. cannon deer fish (rarely >A..) sheep trout 386 BUSINESS ENGLISH 8. a. Some nouns are used in the plural only. bellows riches tidings dregs b. Some nouns are plural in form but singular in meaning, means alms news politics • 9. The important part of a compound word takes the plural °* sonj-'in-law daughterj^-in-law 10. a. Proper nouns are changed as little as possible. Henry, Henrys Mary, Maryj- James, James^j b. To pluralize a person's name when used with a title, the title is usually inflected. Messrs. Smith the Misses Jones 1 1 . Certain foreign nouns retain the plurals of the language from which they are derived. alumnus alumni 12. Letters, figures, and other signs form their plural by adding an apostrophe and s to the singular: z, fs-^ 2, 2^s\ a, a^s\ b, Fs\ 6^, d^'s. This entirely exceptional formation of the plural must not be confused with the regular use of the apostrophe in the possessive case. The distinction of gender (masculine, feminine, and neuter) may be largely disregarded in nouns. The gender of nouns is important chiefly when the nouns are used as antecedents of personal pronouns. For example, in the sentence " The stenographer resigned his {her) position " it is necessary to know the gender of the word stenographer in order to use the cor- rect pronoun. Usually, however, the gender is plain. Thus, a noun de- noting a male is in the masculine gender, — man, boy, father ; a noun denoting a female is in tho: feminine gender, — woman, girl, mother. The case uses are the following : I. Nominative: Subject : John is here. Predicate : It is, John who is calling. Of Address : John^ it is time to go. Of Exclamation : Lucky Johti ! Absolute : John having come, we went into the house. APPENDIX D 387 2. Accusative (also called Objective) : Direct Object: I s^.'n John. Secondary Object : His father taught John Spanish. Retained Object : John has been taught Spanish by his father. Adjunct: John painted the ^\\^ds yellow. Subject of Infinitive: I told/^^^^^'^<^ does not really modify shipment, but we or some similar word. We should be in the sentence and in such a position that the reader will immediatelv associate the participle with it. The sentence would be better expressed thus : " Following your instructions, we forwarded the shipment last Thursday." Similarly, the gerundive forms are frequently misused ; as, ^' Talking on the telephone with Mr. Jones, he said that you were in town. This is better expressed in some way that will connect the person particularly referred to in talking at once with that word, as m: ^Talking on the telephone with Mr. Jones, I learned that you were in town" or "While talking with Mr. Jones on the telephone, I learned that you were in town." Such ambiguous uses as have Just been pointed out are usually called dangling participles or gerunds. They destroy coherence. 392 BUSINESS ENGLISH 8. Tense : Present: I write. Past: I wrote. Future : I shall write. Present Perfect : I have written. Past Perfect : I had written. Future Perfect : I shall have written. Past Future : I knew that he would write. Past Future Perfect : I knew that he would have written. T\\^ principal parts of a verb are as follows : 1. The first person singular of the present indicative {see^ do). 2. The past indicative (saw^ did). 3. The past participle {seen, done). All the forms of a complete verb are built up by various combina tions of these principal parts with auxiliary verbs. PARADIGMS OF VERBS THE VERB BE OK AM Present Tense SINGULAR PLURAL I. I am. We are. 2. You are. You are. 3- He is. Past Tense They are. I. I was. We were. 2. You were. You were. 3- He was. Future Tense They were. I. I shall be. We shall be. 2. You will be. You will be. 3- He will be. They will be. Present Perfect Tense I. I have been. We have been. 2. You have been. You have been. 3- He has been. They have been. APPENDIX D 393 Past Perfect Tense 1 . I had been. We had been. 2. You had been. You had been. 3. He had been. They had been. Future Perfect Tense 1 . I shall have been. We shall have been. 2. You will have been. ' You will have been. 3. He will have been. They will have been. Infinitives, Present^ to be ; Perfect^ to have been. Participles, Prese^it, being ; Past, been ; Perfect, having been. Gerund, being. THE VERB SEE (ACTIVE VOICE) INDICATIVE MOOD Present Tense SINGULAR PLURAL 1. I see (do see, am seeing). We see (do see, are seeing). 2. You see (thou seest). You see. 3. He sees. They see. Past Tense 1 . I saw (did see, was seeing). We saw. 2. You saw. You saw. 3. He saw. They saw. Future Tense 1. I shall see (be seeing). We shall see. 2. You will see. « You will see. 3. He will see. They will see. Present Perfect Tense 1 . I have seen (been seeing). We have seen. 2. You have seen. You have seen. TT i_ They have seen. 3. He has seen. ^' ^ Past Perfect Tense 1 . I had seen (been seeing). We had seen. ^7 I, ^ o^L You had seen. 2. You had seen. TT u ^ ooor. They had seen. 3. He had seen. 394 BUSINESS ENGLISH Future Perfect Tense 1. I shall have seen (been seeing). We shall have seen. 2. You will have seen. You will have seen. 3. He will have seen. They will have seen. THE VERB SEE (PASSIVE VOICE) INDICATIVE MOOD Present Tense SINGULAR PLURAL 1. I am seen. We are seen. 2. You are seen. You are seen. 3. He is seen. They are seen. Past Tense 1. I was seen. We were seen. 2. You were seen. You were seen. 3. He was seen. They were seen. Future Tense 1. I shall be seen. We shall be seen. 2. You will be seen. You will be seen. 3. He \vill be seen. They will be seen. Present Perfect Tense 1. I have been seen. We have been seen. 2. You have been seen. You have been seen. 3. He has been seen. They have been seen. Past Perfect Tense 1 . I had been seen. We had been seen. 2. You had been seen. You had been seen. 3. He had been seen. They had been seen. Future Perfect Tense 1. I shall have been seen. We shall have been seen. 2. You will have been seen. You will have been seen. 3. He will have been seen. They will have been seen. APPENDIX D 395 Adverb. The degree of adverbs is similar to that of adjectives: efficiently, more efficiently, most efficiently, very efficiently. Adverbs used to introduce questions and adverbs used to introduce subordinate clauses are called, respectively, interrogative and relative adverbs : He said : '' When are you going home ? *' He will telephone when he gets back. Preposition 1. Simple: about, in. Compound : inside of, instead of. 2. A preposition with a substantive is called a prepositional phrase : at home^ at school. Conjunction 1 . Simple : and, although. Compound-: in order that, provided that. 2. Coordinating : and, but, or. Subordinating : although, if, because. 3. Correlative : both . . . and, either ... or. Common Term. The term substantive is applied to any word or expression that performs the functions of a noun. To act wisely at all times is difficult. John told me to go home. .He busied himself with studying the signatures. Sentences 1. Affirmative: I went. Negative : I did not go. ^ 2. Declarative: I went. Go to your seat. (This sentence is also called Imperative.) Interrogative: May I go? 3. Exclamatory : What a wonderful sight it is ! ' NONEXCLAMATORV: It is a wonderful sight. (Th|s sentence would be exclamatory if it were expressed with a high degree of emotion.) 4. Simple : John came. . j „ u„„o COMPOUND : John came, but his brother stayed at home. COMPLEX : John will come if his brother will suy at home. 396 BUSINESS ENGLISH Clauses 1. Declarative : I work hard because / like my work. Interrogative : He asked me if I liked my work. Assumptive: If I am mistaken^ I am ready to make amends. 2. Principal : John may go when he is through with his work. Subordinate (Substantive): I believe that he is ready. Subordinate (Adjectival): The boy who has just come in will give you the key. Subordinate (Adverbial): When he had finished his work, John went home. Relation of clause to content : Essential : He told me to select the desk which I preferred. Nonessential : He assigned me to a desk, which I at once resolved to claim for the remainder of the term. Phrases Substantive : Running your machine at such high speed tests your nerves. Adjectival : You are doing business with a man of the highest integrity. Adverbial: We shall be there in a few minutes. INDEX Abbreviations, list of, 79 ff.; in a letter heading, 177 ff. ; in the complimentary address, 181 ff. ; allowable, 192 ; of states, 203 Abstract nouns, 12 ; as common nouns, 384 Adjective clauses, 29 Adjectives, defined, 16; special classes, 16 ; pronominal, demonstrative, and proper, 17; classified, 388; degrees of comparison, 388 ff. Adjustments. See Complaints Adverbs, defined, 18 ; confused with adjec- tives, 19 ; noun used as adverb, 24 ; degrees of, and how used, 395 Adverbial clause, 29 Advertisement, definition and classification of, 328 ff. ; breadth and language of, 330 ff. ; essential qualities, 332 ; writ- ing advertisements and situations wanted, 333 ff. ; requiring special preparation, 336 ff. ; how studied, 338 ; buyer's, 340 ff . Ambiguity defined, 124 Antecedent of pronoun, 15 Antonyms, definition and use of, 96 ff. Apostrophe, in forming plurals, 32 ; use of, 60 Articles defined, 16 Balanced sentences defined, 133 Bill, 311; model of, 312. See Collections Brackets, 60 Business English defined, i Buying letter, importance and essential parts of, 230; paragraphing, 232; directions for shipment of goods, 233 ff- ; provision for payment of goods, 235 ff. Cablegram, defined, 354 ; rules affecting 356 Capitals, use of, 62 Carefulness, value of, 222 Case, possessive, 34 ; its uses, 386 ff. Catalogues, use of, 230 ff. Circular letter, 243 ff. See Selling letter Clauses, defined, 29; noun, adjective, •and adverbial, 29 ; independent and dependent, 29 ff.; connected and coordinate, 30 ; with shall and w/7/, 48 ; in a compound sentence, 119 ; classifi- cation of, 396 ; relation to content, 396 Climax, how produced and emphasis by, i56ff. Coherence, defined, no; by arrangement, 124; influence of point of view on, 126 ; in a paragraph, 149 ; in a group of paragraphs, 161 ff. ; how destroyed, 391 Collections, classification and the bill, 311 ; delinquent debtor and second notice, 312; third notice, 313 ff.; special notice, or dun, 314 ff. ; acknowledging payment, 319 Collective noun, 13 Colon, 57 Comma, 54 ff. Common noun, 13 Comparison, of adjectives, 388 ff. ; of adverbs, 395 Complaints and adjustments, cause for, and policy concerning, 292 ff. ; fair treatment and legal rights, 293 ff.; principles governing, and rules for, 294 ff. ; inviting, 297 ff. ; anticipating, 299 ; personal element in, 300 ff. ; illustrative forms, 301 ff. Complex sentence, 28 Complimentary address, 180 ff.; arrange- ment of, 184 ff. Complimentary close, 192 ff. Composition, defined, 107; compared with grammar and rhetoric, 107 ff.; kinds of, 108; fundamental qualities of, 108 ff.; laws of, in letter writing, 205 Compound conjunctions, 21 Compound sentence, 28 Compound words, 69 Conjugation of verbs, 389 ff. Conjunctions, defined, 20; coordinating, subordinating, and compound, 21 *, classification of, 395 397 398 BUSINESS ENGLISH Connected paragraphs, definition and qualities of, 158 Connectives, use of, 153 Credits, 307 ff. Dash, 59 Declarative sentence, 26 Declension defined, 384 Delinquent debtor, 312. See Collections Demonstrative adjective, 17 Demonstrative pronoun, 16 Dependent clause, defined, 29 ; with shall and will^ 48 Dictionary, use of, 8i ff. Dislocation in the sentence defined, 126 Dun, 314 ff. 5^