Business Hints for Men and Women - Alfred Rochefort Calhoun (reading books for 5 year olds .TXT) 📗
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THE HEADING
The letter should begin by giving the address of the writer, followed by the date on which it was written. This will enable the recipient to direct his reply.
If from a city, the street and number should be given.
If many letters are written it will be convenient to have the permanent address of the writer printed.
The writing should be plain, and there should be no doubt in the mind of the reader as to the proper spelling of the address and signature.
Avoid the hieroglyphics which some vain men adopt in signing their names. It may be fanciful, but it does not imply consideration for the time and patience of strangers.
The following forms will serve to illustrate the type of heading used in ordinary business letters:
1
124 Smith St., Brownsville, Mass. September 4, 1910. Mr. John Smith, Doylestown, Penna. Dear Sir:
2
Leroy, Mass., September 5, 1910. Messrs. Brown and Jones, Denver, Col. Gentlemen:
3
4 Seminole St., Fort Smith, Ark. September 6, 1910. Mrs. Mary J. Robinson, Lansing, Cal. Dear Madam:
The “Mr.,” “Mrs.,” “Madam,” and “Miss” are titles of courtesy and should not be omitted. The abbreviation “Esq.” for Esquire is sometimes used; but the two titles Mr. and Esq. should never be used with one name, as “Mr. John Smith, Esq.”
If a man is known by a military or other title, always use it, but never precede it with “Mr.” nor follow it with “Esq.”
Clergymen should always be addressed as “Rev.,” the abbreviation for Reverend. If he is a doctor of divinity, add D.D. to the name, as “Rev. John Smith, D.D.”
Medical doctors may be addressed as “Dr. John Smith,” or “John Smith, M.D.”
THE GREETING
The greeting or salutation is a term of courtesy or esteem used in addressing the one to whom the letter is sent.
“Sir” is the formal greeting, and is used in addressing officials, or any strange male person. “Sirs,” or “Gentlemen” may be used in the plural. “Dear Sir,” or “My Dear Sir,” is the usual form of greeting when a business letter is addressed to an individual.
Where the writer is acquainted with the person addressed, the usual form of greeting is “Dear Mr. Smith.”
THE LETTER ITSELF
If writing in response to a letter received, the writer should begin in some such way as this:
Mr. Thomas Brown, Newburg, N. Y. My Dear Sir:
Your favor of the second inst. is just to hand. In reply permit me to state, etc., etc.
This should be followed by the necessary statement, set forth in clear, simple words.
Be sure of yourself.
The secret of good writing is clear thinking.
ENDING THE LETTER
There is much in the proper ending of a letter. In the ordinary business letter the usual ending may be, “Yours truly,” “Yours very truly,” or “Yours respectfully.” Other endings used in writing to business acquaintances are, “Yours sincerely,” or “Very sincerely yours,” or you may substitute the words “Cordially” or “Heartily” for “sincerely.”
SIGNING THE LETTER
The name of the writer should be so clear and distinct as to leave no doubt as to the spelling.
The name should always be written in the same way.
If your name is George W. Brown, do not write it at one time as here given, and again as G. Washington Brown, or G. W. Brown.
Adopt one form and stick to it.
If you are writing for a firm or for another as clerk or secretary, always sign the firm name, and below it your own name preceded by the word “per,” meaning “by” or “through.”
THE MATERIALS
Never use scraps of paper or soiled paper to write on if better can be had. The materials of a letter affect the receiver, particularly if a stranger, just as one is affected by the garb of a stranger before he speaks.
Use a good pen and black ink.
Fold your paper so that it will fit the envelope.
Avoid blots and erasures; they indicate carelessness or unbecoming haste.
Address your letter distinctly.
Here is a good form:
Mr. George W. White, Boston, 1101 Sioux St. Mass.
LETTERS OF INTRODUCTION
At some time or another one has to write a letter of introduction, and sometimes he has had to pay for it.
If you should give such a letter to a man to introduce him to another with whom you trade, the law has held that the introducer is responsible for any reasonable bills the introduced may contract with the receiver of the letter.
Never give a letter of introduction to a man you are not sure of.
In addressing a letter of introduction which is to be handed in person, do it in this way:
Mr. George W. Brown, Washington, D. C. Introducing Mr. Henry Wilson.
This shows on its face the nature of the communication.
Here is a good form:
111 Payne Ave., Montrose, Ill. September 27, 1910. Mr. Norman R. Lloyd, Chicago, Ill. Dear Mr. Lloyd:
This will introduce my esteemed friend Mr. Thomas T. Fletcher, of this town. Mr. Fletcher contemplates opening a drug store in Chicago. Should he do so he will prove an acquisition to your City. Any favor you can render him will be much appreciated by, Yours faithfully, George W. Brown.
RECOMMENDATIONS
Every man of standing and every employer of labor is at times called on to certify to the character, or to give a testimonial to some esteemed employee who is about to seek his fortune in another place.
If you are about to hire a stranger, it adds to your confidence and to his chances if he have a testimonial as to character and fitness from his last employer, or from some man whose word you value.
The letter of recommendation is usually of a general character and not addressed to any particular. It should open in this way:
“To whom it may concern.”
Follow this with your testimonial and sign it.
TITLES
The President of the United States is addressed as: “His Excellency,” William H. Taft, Executive Mansion, Washington, D. C.
Cabinet officers, Senators, Congressmen, members of the Legislature, and Mayors of cities are usually addressed as “Hon.,” the abbreviation of honorable.
The title “Hon.” like “Esq.” is often misused. After all titles of courtesy are not obligatory, unless we regard the unwritten law of custom in such matters as binding.
The very best kind of a letter, and perhaps the hardest to write, is that in which the writer appears to be talking to us face to face.
Try to understand clearly the meaning of all the business terms you have to use.
The terms “bill” and “invoice” usually mean the same thing, that is, a “bill of sale.” This applies to goods sold, or services rendered.
The merchant sends you an itemized invoice of the goods you ordered and he has shipped.
The carpenter sends you an itemized bill of the work done by your order.
Such a document should be regarded not as a “dun,” but rather as a record of the contract or transaction.
In the foregoing case the merchant and the carpenter are the creditors, the recipient of the goods or work is the debtor.
BILLS FOR GOODS
In writing out a bill the date is the first thing to be considered. This should be the same in form as a business letter.
This form will serve as an illustration:
Glenwood, N. J. October 1, 1910. Robert Brown To George L. White, Dr. Sept 2. For 25 lbs. sugar, at .06 …$1.50 ” 6. ” 30 lbs. ham, at .20 … . 6.00 ” 14. ” 100 lbs. flour, at .03-1/2 . 3.50
–-
Received payment, $11.00
SIGNATURE ON PAYMENT
Wholesale houses send such bills as soon as the goods are shipped or delivered, though the payment, as per agreement, is not to be made for thirty, sixty or ninety days.
Where there is a running account, that is, frequent orders, with total payments never completed, it is customary for the seller, at the beginning of a calendar month to send to the creditor a “statement.” This statement does not repeat the items of the bills rendered, its purpose being to show the balance due to date.
BILLS FOR LABOR
Where a mechanic or laborer is employed by the day at a fixed wage, the length of time and dates should be given.
Richmond, Va. November 3, 1910. Charles M. Pratt, To John Smith, Dr. To 4 days, from Oct. 1st to 4th inclusive, at $2.00……….$8.00 To 2 1/2 days, Oct. 10th, 11th and 12th……………….. 5.00 To 3 days, Oct. 17th, 18th and 19th ………………….. 6.00
––
Received payment, $19.00 Signature.
This bill is just as transferable as a mortgage. If for any reason Mr. Smith should decide to sell it, say to Robert Brown, he should make the following endorsement across the back:
“In consideration of –– dollars, the receipt of which is hereby acknowledged, I do hereby sell and assign to Robert Brown, the written account, which is justly due from the within named Charles W. Pratt, and I hereby authorize the said Robert Brown to collect the same. “John Smith.” “Newburg, N. Y. November 1, 1910.”
Regarded simply from a business viewpoint and without considering ethics, “Honesty is the best policy.”
Bills, where possible, should be promptly paid.
Prompt payment is a guarantee of credit and credit is the heart if not the soul of business.
Never, if it can be avoided, buy goods on the installment plan.
Be sure to get a receipt for all payments you make, and be equally sure to keep the receipt where you can find it.
Examine all bills and invoices; compare them with the goods received, and no matter what your faith in the seller’s care and honesty, calculate for yourself the price of each item, and be sure that the total is correct.
DISCOUNT IN TRADE
It is a business custom, when a bill is paid before it is due, to allow a discount. This may be the legal rate of interest, or any percentage agreed on in advance.
Sometimes wholesale merchants or manufacturers grant esteemed customers, in consideration of prompt payments, a discount from the regular prices. This is known as “trade discount.”
We often read of two or more discounts. A store keeper buys a bill of goods for $350 and is granted 20% and 5% from the selling price.
This does not mean a discount of 25% as the uninitiated might think. The 20% is deducted from the $350, that is, $70, leaving $280. Then the 5%, $14, is deducted from this, leaving $260.
Partial payments are not endorsed on the bill. The receipt is written on a separate piece of paper. It differs from the usual receipt in that the one is “in full payment” and the other “on account.”
Receipt no bill before it is actually paid.
Some one has translated the letters “C. O. D.” into “Come omejitly Down.” The Collect on Delivery usually accompanies goods sent by express.
FORMS OF RECEIPTS
A receipt for a partial payment:
Leavenworth, Kansas. December 7, 1910.
$75.00
Received from Charles Long seventy-five dollars on account. Henry S. Somers.
A receipt in full:
San Diego, Cal. July 27, 1910.
$260.75
Received from N. O. Taylor, two hundred and sixty 75-100 dollars, in full payment to date. Samuel G. Novris.
Another form:
Portland, Me. October 20, 1910.
$40.00
Received from Thomas Moore, ten cords of hardwood, at $4.00 a cord, the sum to be applied to his account. Daniel Forman.
In payment of rent:
$17.00
Received from William Forbes seventeen dollars in full payment of rent of premises No. 24 West Street, for the month ending October 31, 1910. Philip F. Ross.
Where one
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