THE importance of a knowledge of the style and phraseology of epistolary correspondence must be obvious to all who will give the subject a moment’s consideration.  It is generally allowed that letter writing, if not one of the highest, is one of the most difficult branches of composition.  An elegant letter is much more rare than an elegant specimen of any other kind of writing.  The great art is to be able to write gracefully and with ease, to suit the style to the correspondence, and while carefully avoiding all error, to avoid also the appearance of having studied the letter.  This facility once acquired will be found the most valuable of all mental acquisitions to every class and in every connection.  No rules can be laid down that will be always applicable in individual cases, nevertheless a few directions may not be inappropriate.

Matter and Manner.

The student having given attention to rules already considered for composition, he has only to write as he has been in the habit of thinking and speaking, being more particular in the selection of expression than in conversation.  In all epistolary correspondence the choice of embellishments, the language, subject matter and manner, in general, should, as in conversation, be governed by the relative situations in life, as to age, rank and character of the parties addressed or addressing.  We should never forget what we are, and what the person is whom we address.  We should say only what ought to be said–to write, in fact, with the same restrictions as we would speak; to suppose the party present whom we address, and to bear in mind, that our letters are in every respect, representations of our own persons, that may be said to speak for us; and that an estimate of our character and manners is frequently formed from the style and language of our epistles.

Letter Writing a Photograph of Character.

The importance of perfect truthfulness, as well as refined taste and moderation in the use of words, should be borne in mind in all correspondence.  The letter which a person writes is, in some sense, a photograph of the inner life or character of the writer.  The character of the person is generally determined by the style of his writing.  A letter carefully and correctly worded, neatly arranged, and properly addressed, is a great recommendation to the writer, while a stranger is likely to be favorably impressed whenever he receives such a proof of cultivation.

Letters are the only means, in very many cases, which we possess of influencing others.

Letters should never be written when laboring under great excitement, as the writer will almost certainly say things that he will repent the next day. In the heat of passion persons have sometimes written things that they would afterward have given worlds—if possessed—to recall.  This will apply to the excitement of affection as well as to that of anger.  When writing a letter it would be well to keep before our minds the question: “How will this look a year or ten years hence?”  If we do this we may save ourselves from writing a great many foolish things.  We should remember that written words are sometimes more enduring than marble; that years hence, if foolish or false, they may cause our own cheeks or those of our friends to tingle with shame.  Do not be afraid to write of little things.  Things that are worth talking about are worth writing about.  Fortunes have been gained by many persons on account of a single well-written epistle.  Wives have been won, and friendships created by a few carefully conceived and happily expressed sentences.

The length of letters will depend upon circumstances.  Business letters require brevity and explicitness, while social letters may be extended, and are seriously marred by any tendency toward curtness.

Parts of Letters.

There are three parts to every letter: First, the Superscription; Second, the Body; Third, the Subscription.

The Superscription is that portion of the letter which comprises the name of the place from which it is written, the date at which it is written, and the complimentary address of the person to whom it is written.

The Body of the letter is the chief portion, and contains the information to be conveyed.

The Subscription is the portion of the letter devoted to the closing address, the name of the writer, etc.

Position and Arrangement.

The Heading of a letter consists of the Place and Date, and unless in a large city, the “place” should embrace the name of the post-office, and of the State.  In a large city, the number, street, and city.  Business men always use paper with printed heading.  The “date” consists of the month, the day of the month, and year; it may also include the day of the week.

In writing on ruled paper the heading should begin on the first line, a little to the left of the middle, and it may occupy one, two, or even three lines, according to circumstances.  If paper is unruled, the positions should be the same.  If the heading occupies two lines, the second should begin about an inch farther to the right than the first.

The Complimentary Address,

or salutation, is the term of politeness or respect, or affection with which we introduce a letter.  In business letters the term generally employed in writing to a gentleman is Sir, Dear Sir, or My Dear Sir.  In writing to a firm, Sirs or Gentlemen.  Never use the vulgar contraction “gents” for “gentlemen,” nor “Dr.” for “Dear.”  A business letter to a married woman, or a single woman not young, the proper salutation is Madam, Dear Madam, or My Dear Madam.  To a young unmarried lady the salutation is generally omitted, to avoid the repetition of Miss, the address alone being used as an introduction.  The complimentary address is always written at the top of a business letter, and always at the bottom of a domestic letter; i.e., to a near relative.  In other letters it may be written at the top or bottom, to suit the taste or convenience of the writer.

Models for Headings.

Albany, N.Y., May 1, 1880.

Morrison, Whitesides County, Ill.,      
Monday, January 26, 1880.

Mt. Holyoke Seminary,      
South Hadley, Mass.,  
July 3, 1880.

699 Dearborn Ave., Chicago,
April 30, 1880.

699 Dearborn Avenue,    
Chicago, April 30, 1880.

The complimentary address should begin at the marginal line, one line lower than the date.  It may occupy three, two or one line, the first line containing the name and title alone.  The directions may occupy one line or two, according to length; a short word or abbreviation should not be written on a separate line—thus:

INCORRECT ARRANGEMENT.

CORRECT ARRANGEMENT.

S. S. HARRIS, ESQ.,

S. S. HARRIS, ESQ.,

      Syracuse,

      Syracuse, N.Y.

               N.Y.

If the address makes three lines, the salutation should begin under the initial letter or figure of the second line—thus:

[Note: This example is in direct contradiction to the above rule.]

Business Form.[To a Lady.]

Official Form.

Social Form.

NOTE.—When the name of a correspondent is not given at the top, it should be written at the bottom.  No title is used in addressing a member of the religious society of Friends.

Social Form.[Formal.]

Social Form.[Domestic.]

Social Form.[Familiar.]

The Body of the Letter.

The body of the letter is the communication itself, exclusive of the heading, introduction, and conclusion.  It should generally begin under the end of the salutation, but when the address is long it may begin on the same line, as seen by the illustrations given above.

A blank margin should always be left on the left hand side—not on the right.  The width of the margin should vary with the width of the page—on letter paper, about one inch; on note paper, about three-eighths of an inch.  The margin should be perfectly even; if necessary rule a heavy blank marginal line on a separate piece of paper and lay under the page to be written on, but it should be dispensed with, however, as soon as possible.

The Conclusion.

The Conclusion consists of the Complimentary Close, the Signature, and sometimes (when not at the top) the Address of the person written to.

The Complimentary Closeis the phrase of courtesy, respect or endearment used at the end of a letter.

Social letters admit of an almost infinite variety of forms of complimentary closing, and are generally prompted by the feeling of the moment, and should be nicely adopted to the relation of the parties, not too familiar, or too formal. Business letters, or letters of any kind written to strangers or mere acquaintances, the customary form is “Yours truly,” “Yours respectfully,” “Yours very truly,” “Truly yours,” etc.

Signature.

Materials.

Paper.—The paper used should be of such as is suitable and intended for the purpose for which it is employed.  It may now be obtained in infinite variety, adapted to all tastes and wants.  The various kinds of paper in general use are Legal Cap, Bill Paper, Foolscap, Letter paper, Commercial Note, Note paper, and Billet.

Legal Cap is used in the writing of all legal documents, such as articles of agreement, taking of testimony, etc.  It is designated by a red line on the left hand side running from top to bottom of the sheet, closed at the top.

Bill Paper is commonly ruled expressly for the purpose, a space of 2 ¾ inches being left unruled at the top for the insertion of the business advertisement of the person using the same.

Foolscap may be used in writing Notes, Orders, Receipts, Petitions, Compositions, etc., but should never be used in writing a private letter.  If compelled to use it, for want of any other, an apology should be offered.

Letter Paper (about 8 by 10 inches) was formerly used exclusively in ordinary correspondence, and it is still used to some extent, but mainly in business correspondence.

Commercial Note (5 by 8 inches in size) is commonly used in business letters, and by gentlemen in ordinary epistolary correspondence.

Note and Billet Paper is commonly preferred by ladies, and is also used in Notes of Invitation, and any note or other written exercises that are brief.

Color.&mdashWhite is the most elegant and tasteful color, and gentlemen should use no other.  Delicately-tinted and perfumed paper may be used by ladies if they choose, but it is in bad taste for gentlemen to use it.  For business letters no color is allowable but pure white or blueish white.