Business Correspondence by Anonymous

Now that two-colored typewriter ribbons are in such general use the name and address and date are printed in red, eliminating the necessity of matching the ink of the body of the letter. This is an effective attention-getter, but unless carefully printed the impersonality is apparent.

In certain kinds of communications where the more formal customs of social correspondence are sometimes employed, the letter is often opened with the salutation, "My dear Sir." The full name and address is then written in the lower left corner, in alignment with the paragraphs of the body of the letter.

Some businesses, presenting a proposition to a limited number of persons, write the entire first paragraph. It is usually short and of course should be made pointedly personal. "Typing" the name and address onto the form letter is another familiar scheme to make it more personal.

Use of a body fill-in is always effective. But the right way to do this is to phrase the letter so that the name, or date, or word, to be inserted, comes at the beginning or end of the paragraph, preferably at the end. Otherwise the fill-in may be too short for the space allowed and the result is farcical.

Here is an all too common mistake:

"You may be sure, Mr. Hall, that this machine is just as represented."

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The advantage of having the fill-in at the end of the paragraph is because names vary so much in length that they seldom just fill the space that is left and when there is a long blank space, as in the sentence given above, the scheme is anything but effective.

A manufacturer of automobiles, writing old customers who might wish to exchange their machines for newer models, added a real personal touch by filling in the serial number of each machine at the end of a line. Another individual touch was added in this way:

"You will be interested to know that we have recently sold one of our machines to a near neighbor of yours, Mr. Henry C. Smith of Rock Creek."

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This sentence was so phrased that the neighbor's name came at the end of a line and could be easily filled in.

A furniture manufacturer works in a personal touch by closing a paragraph of his letter with this sentence:

"You can find our liberal offer to ship freight pre-paid to Rogers Park on page 3 of the catalogue."

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