The first letter conveys nothing definite whatever, and no one could tell to what it referred without remembering other facts. Even to the writer it would in all probability convey no meaning one month after its date. On the other hand, the second letter is a complete record, and if read years after by any one the transaction to which it related would be thoroughly understood. In answering a letter, enough should be stated in the answer to enable the receiver of it to recall what he had written without his having to consult previous correspondence.

Coherency is another quality that a business letter should possess. Coherency may be best secured by confining the message to only one subject. No irrelevant matter should be introduced, and whatever does not contribute to the elucidation of the subject should be omitted. If several matters are treated, they should be discussed in separate paragraphs, each complete in itself; the treatment of a particular subject or part of subject should be in one paragraph or group of paragraphs. Should an original letter contain several propositions, the reply should discuss them, so far as possible, in the order and form in which they were originally presented.

Completeness is a fourth quality of a business letter. A letter and its answer should be a complete record of the matter or transaction of which it treats. Every large business office has some system of pre

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serving all letters received and copies of all letters sent out. The object of such record is to enable the proprietor to determine, at any time, the full details of the business transacted by correspondence. If the letters do not show the transaction completely, they are seriously insufficient; they would probably be of no avail in a lawsuit, and the time and efforts spent in keeping the records wasted. In the making of contracts by letter, it is most important that the terms should be completely and exactly stated. Below is an illustration of an incomplete letter:

goods are received before Jan. 20, we countermand it.

Yours truly,

It happened that the original letter had not been inclosed in the right envelope by the mailing clerk, and consequently had not been received by The Fox Grocery Company. The second letter, therefore, instead of helping the situation, proved an exasperation. Had it been written properly, it would have been better understood, and would have enabled

The Fox Grocery Company to fill the order to the satisfaction of both parties.

Below is shown the letter as it should have been

What is the matter with our order of Jan. 1 for fifteen boxes of muscatel grapes? Unless they are received before Jan. 20, we countermand the order.

Yours truly,

Exactness is another important quality of a business letter. This quality is probably more frequently lacking than any other. It demands attention to details. It requires that all letters should be dated; that the name of the addressee should be correctly spelled and written as he himself writes it; that the proper title of courtesy, dignity, or distinction should be given; that the full address and name of the writer appear in every letter; that if money, a check, draft, money order, etc., be inclosed in a letter to be applied to a particular purpose, that purpose be specifically stated; that if an appointment be made, the time and place be fully and clearly mentioned; in fact, that all details be stated with exactness and accuracy.

I inclose one dollar, for which please send me your

Inclosed find one dollar for subscription for one year to The Sportsman. Kindly send it to me at the above address, beginning with the February number.

Yours truly,

FRANKLIN ROBERTS.

A comparison of the above letters shows two important points in the second letter which were omitted from the first, viz.: the one dollar is to pay one year's subscription to The Sportsman; and the subscription is to begin with the February number.

As publishing houses frequently publish more than one periodical, a mere request to send "your paper is hardly sufficient; and inasmuch as the writer desires the subscription to begin at a future time, that time should be stated specifically.

Method as a quality of a business letter means that the thoughts should be presented in a systematic manner and the whole arranged according to the best forms. The quotation below, taken from a business letter, shows bad construction: —

"Having succeeded to the late firm of Armstrong Bros. & Company, retailers in electric supplies, and finding that trade is rapidly increasing, I will in consequence need a large supply of material, and desire to buy from you on 60 days' credit."

The above sentence presents three ideas: first, the statement that the writer has succeeded to the firm of Armstrong Bros. & Company; second, that his trade is rapidly increasing; and third, that he desires to buy stock at 60 days' credit. By a few changes these statements can be presented in a more methodical manner, as follows:

"I desire to notify you that I have succeeded to the late firm of Armstrong Bros. & Company, retailers in electric supplies. My trade is rapidly increasing, and I shall, in consequence, need a large supply of materials. I wish, if possible, to buy from you on 60 days' credit." Custom has established certain forms for the arrangement of a letter; these facilitate the transaction