Formal Writing 강의안 4주
Chapter 4
Handling your personal correspondence
The practice of personal letter writing is diminishing to such an extent today that the letter threatens to become a telegram, a telephone message, or just a postcard. Since daily events are communicated by newspapers, radio, and television with far greater accuracy and dispatch than they could have been by the efforts of a Voltaire himself, the circulation of general news-which formed the chief reason for letters in the stagecoach and sailing-vessel days-has no part in the hurried correspondence of the twentieth century. Still, people do write letters, and there are some who possess a gift for a fresh turn of phrase with which to charm the reader.
The letter we all love to receive is the one that carries so much of the writer’s personality that he or she seems to be sitting beside us and talking as if we were together, instead of by proxy in ink-made characters on paper. To achieve this happy feeling of talking through a letter, you must use certain devices to dimish the stilted quality of the written word. Here are a
few specific suggestioins that may help to make your letters reflect your personality.
It is quite correct to type a personal letter, but only if the writer is a proficient enough typist so that the number of errors does not distact the reader. Leave ample margins to make the letter attractive.
Punctuation can add intest and variety to your letters, much as the change in tone of a speaker’s voice adds zest and color to his story. Underlining a word or using an exclamation point after a phrase or sentence gives emphasis where you want it.
A dash is effective instead of a longer, possibly more grammatical phrase.
We went to a dance last night-what a party ! is more colorful than ‘We went to a dance last night and it was a great party.’
In a personal letter use phrases typical of your speech rather than more formal language. A young person who commonly uses the expression ‘a real doll’ would sound unnatural and self-conscious if she wrote ‘she is a lovely girl.’
Occasionally insert the name of the person to whom you are writing to give your letter an added touch of familiarity and affection. ‘And, Helen, guess what we are going to do this
summer !’ make Helen feel as though it will be of special interest to her.
Use contractions to make your writing sound more natural.
Since you would probably never say ‘I do not know’ for ‘I don’t know’ or ‘I am so glad’ for ‘I’m so glad,’ why write it that way ? And, finally, don’t stop too long to think of how to say it.
Decide what you want to say, and then write it as quickly as possible ; that way, it will seem as if you are truly talking to your friend.
The difficulty in beginning
Most people who wonder how they will ever fill a bland sheet of paper find that the difficult part of a letter is the beginning.
The instruction of an English professor-‘Begin at the beginning of what you have to say, go on until you have finished, and then stop’ –is just about as useful as the explanation of the celebrated artist who proclaimed, ‘You simply take a little of the right color of paint and put it on the right spot.’ Perhaps the following suggestions will be more helpful.
Even someone who loves the very sight of your handwriting could hardly be expected to enjoy a letter beginnng ‘I know I
ought to have written sooner, but haven’t had anything to write about.’ Or one saying ‘ I suppose you think I’ve been very neglectful, but you know how I hate to write letters.’
On ending a letter
Just as the beginng of a letter shold give the reader an impression of greeting, its ending should express friendly or affectionate leave-taking. Nothink ca be worse than to flounder for an idea that will effect your escape. ;Well, I guess you’v eread enough of this,’ and ‘You’re probably bored by now so I’d better close’ are obvious phrases of desperation.
Certainly they are ungraceful.
When you leave a good friend’s house, you don’t have to invent a special sentence in order to say good-by. Leave-taking in a letter is the same. In personal letters to friends or family, it is not necessary to use the standard sorms of closing.
Will write again in a day or two.
Martin
Lunch was announced half a page ago ! So good-by for now.
Nancy
Counting the hours till next weekend !
Betsy
The note of apology
If yoiu find that you can’t keep a dinner date or other social engagement you should alwasys telephone or send a wire before the appointed time to warn your host or hostess that you will not be there. But you should also follow up with a written explannation. The note of apology should offer a valid excuse for your absence and express sincere regret at the inconvenience you may have caused.
Thank-you letters
The most important qualifiation of a thank-yoiu letter is hat it sound sincere. Therefore, use the expressions most natural to you, and write as enthusiastically as if you were talking.
Letters of Thanks for wedding presents
Insofar as possible, thank-you notes for wedding presents should be written as soon as the gift is received. This is not always possible, but if they are not sent before the wedding,
they must be written as soon as the bride returns from hjer honeymoon. Even for a very large wedding, all thank-you notes should be mailed within two months.
All wedding presents are sent to the bride, and she writes all the thank-yoiu notes. But she generally words her letters to include the bridegroom, especially if the gifts have been sent by friends of his. Some girls prefer to sign the notes with both their names. This is a matter of choice. She might write something like this :
Dear Mr. Beck,
Saturday
To think of your sending us all those woderful glasses ! They are perfect, and Jim and I want to thank you a thousand times ! The presents will be shown on the day of thewedding, but do come over this Tuesday mornig for a cup of coffee and an earlier view.
Thanking you again, and with love from us both,
Joan
Bread-and-butter letters
When you have stayed overnight or longer at someone’s house,it is absolutely necessary to write a letter of thanks to your hostess within a few days after the visit.
Why bread-and butter letters, as they are called, are so difficult for nearly everyone is hard to say unless it is because they are often written to persons with whom you are on formal terms, and you want your letter to be informal in tone. Possible you have been visiting a friend and must write to her mother, whom you scarcely know, or perhaps you are a bride and have been on a first visit to relatives or old friends of your husband who were strangers to you until now.
Letters of introduction
A business letter of introduction is somewhat different from a social one, although it carries your implicit approval of the person yhou wish to introduce. It also implies thewriter’s request that the receiver pay due attention to the person being introduced. Since these letters are often written to important men with little time to spare, they must not be written casually.
A business letter of introduction does not necessarily oblige the receiver to entertain the subject socially. If he whishes to, he certainly may, but generally his attention to the bearer’s business is sufficient.
The social introduction is, in a way, more of a responsibility, becausae the writer must decide on the compatibility of the people he is introducing. Theerefore, there is one firm rule » Never ask for such letters of introduction, and be very sparing in yor offers to write them.
Procedure on arrival
A letter of introduction is always handed to you unsealed. It is correct for you to seal it at once I the presence of its author.
If you are a man and your introduction is to a lady, you go to her house soon after you arrive, introduce yourself, and give her your letter. Of introduction. If you feel presumptuous in going directly to her home, you may telephone and explain who you are and by whom you are introduced. She should, and undoubtedly will, set a time for you to meet, and when ou arrive, you give her your letter of introduction.
The letter of condolence
The two most important things about letters of condolence are that they be written immediately, and that they be sincere.
Intimate letters of condolence are like love letters in that they are too personal to follow a set form. Say what you truly feel.
Say that and nothing else. Sit down at your desk; let your thoughts be with the person you are writing to.
Don’t dwell on the details of illness or the manner of death;
don’t quote endlessly from the oets and Scripture. Remember that a person with an aching heart will not wish to wade through interminably sorrowful thoughts. The more nearly a note can express a thought of sympathy, and a genuine love or appreciation for the one who has gone, the greater comfort it brings.
Write as simply as possible and let our heart speak truly but briefly. Forget, if you can, that you are using written words.
Think merely how you feel-then put your feelings on paper.