Every girl who is guided by common sense
will aim at becoming a business woman. That
is to say, she will try to cultivate habits of
order, industry, perseverance, method, and
punctuality, and will do her best to learn how
to conduct formal correspondence, how to
keep accounts, how to manage money, and
what to do with savings. Besides this, she
will make a point of knowing something about
the laws relating to domestic life—the renting
of houses and the employment of servants, for
example—and she will push her inquiries in
every direction, so as to acquire not only the
right way of doing things, but the right way
of forming a judgment upon them.
A wise girl will thus greatly increase her
usefulness in the world. She will be able to
take part in the affairs of life with pleasure to
herself and without being a trouble and hindrance
to her neighbours.
Another advantage may be pointed out.
There are always people trying to get the
better of those who know nothing, and their
victims more often than not are ladies. It is
easy to fall a prey to rogues and sharpers if
one is ignorant of business, especially when
nature has made women kind-hearted and
experience has not rendered them suspicious.
As a protection, there is nothing like being a
business woman.
Perhaps someone may say that "business
woman" has a hard sound, and stands for a
character precise, selfish, and uninteresting.
That is not what we intend by it at all. Is a
girl to be less loveable, less gentle, less charming,
whenever we cease to say of her, That
girl, in regard to all the ways of business, is a
perfect simpleton? On the contrary, business
is a fine training-school for many virtues;
and of all good women, a good business
woman may be reckoned the very best.
Our articles are intended to be of use to
two classes of girls. The first consists of those
who either have or are likely to have a little
money of their own, and need to know how
to manage it and how to regulate those affairs
which money always brings in its train. By
ignorance of business many a useful life of this
class as been marred.
The second is made up of girls who have to
earn their own living and make their own way
in the world. These have a special need to
know something about business. People as a
rule are valuable in proportion to their knowledge—those
who know nothing being simply
worth nothing.
One great reason for the work of girls and
women being poorly paid, is that few know
anything about either the principles or the
practice of the most ordinary business affairs.
We shall try in these articles to put girls in
future on a better footing, and to make them
in business equal, at any rate, to any average
men. In this way there is a good chance of
doubling their usefulness and value, and of
more than doubling their independence.
Nothing is done all at once, and in business,
as in everything else, if you mean to build
high you must begin low. A girl who wishes
to be a business woman must start with accumulating
the same sort of knowledge as an
office-boy. We shall therefore try to deal
with the subject simply and from the very
beginning. You may sometimes be tempted
to say, "Oh, we knew that before," but
another girl may not have been so fortunate,
and her ignorance must be taken as our reason
for pointing out what appears to be familiar
facts.
We begin with the subject of business
letters, and the first thing we shall say about
them is—Be very particular about their
appearance. There is a proverb, to be sure,
warning us that appearances are deceitful, but
that proverb is only true occasionally; in
general we may safely draw an inference as to
the writer from the look of her letter. An
ill-folded, clumsy, up-and-down-hill, blotted,
greasy-looking letter almost certainly comes
from an untidy house and a stupid girl,
whereas a neat, carefully-written epistle suggests
just as surely the opposite.
In friendly letters our correspondents know
something about us beforehand, but in business
we may be writing to perfect strangers, who
can only judge of us by the figure we cut on a
sheet of note-paper. To secure prompt attention
and a polite reply, no plan works so well
as putting good taste into the appearance of
letters. They are really a part of ourselves,
and a girl should as soon think of sending
them marked with carelessness to either a
friend or a stranger as of going to make a call
in a patched frock, a faded hat, and gloves
with holes.
An indispensable point in a business letter
is to have the meaning quite clear. It must
say exactly what the writer intends, leaving
nothing to be guessed at.
And after clearness the next point is shortness.
A brief letter makes far more impression
than a long one, besides which it usually gets
attended to at once. We have known a man
open a lady's letter on a matter of business,
and, seeing it a long rigmarole, put it at once
in his pocket and let it lie there forgotten for
a week.
That long letters receive most notice is a
mistake into which girls fall very often, but
she who aspires to be a real business woman
must give herself to the study of such short
epistles as that of the officer who sent in as his
official report, "Sir,—I have the honour to
inform you that I have just shot a man
who came to kill me.—Your obedient servant,
——."
All letters should be headed with the address
from which they were written, the day
of the month, and the year; in this way:—
2, Ireland Avenue,
Stratford-on-Avon, 9th October, 1886.
It is an irritating peculiarity with many
people unaccustomed to business to be careless
on this point. Common sense suggests
that they should mend their ways, and by
putting the date and a full address on every
letter, save their correspondents sometimes a
good deal of trouble.
There is a short way, occasionally employed,
of writing the date; for example, 4 / 7 / 86;
meaning the 4th day of the 7th month (July,
that is) of 1886. This contraction—which is
improved by having the month put in Roman
figures (as, 4 / vii. / 86)—is handy now and
again, but it does not strike one as looking
particularly well at the head of a letter.
Put the name of the person to whom the
letter is written at the beginning or the end.
Long ago, when envelopes were not in use,
this did not matter so much, because the name
of the person addressed could be seen by
turning to the postal direction; but nowadays
the envelope bearing the address is dropped
into the waste-paper basket, and a second
address is required to give the letter completeness,
and enable third parties, perhaps, to
understand it.
As to how to begin, whether "Sir" or
"Madam," or "Dear Sir" or "Dear
Madam," everyone may please herself, only
taking note that the "Dear" should be
omitted when any special reason exists for
being distant and formal. Not, however, that
the word when used in a business letter has
anything of an affectionate meaning. It is
just one of the drops of oil used to keep the
machinery of human intercourse working
smoothly. Perhaps it originally crept in to
soften the sharp effect of "Sir," which sounds
for all the world as if it would snap a correspondent's
head off.
"Dear Sir" and "Dear Sirs" are both right,
but "Dear Gentlemen" is not, though there
seems no reason against it. If you begin
"Sir" you must not end "I remain, dear sir."
The beginning and the end should be all of a
piece, and in both places the same form of
address should be used.
In concluding a business letter you may say
"yours respectfully," or "your obedient
servant," or "yours truly," or "yours faithfully,"
according to the degree of intimacy
existing between you and your correspondent.
But really there are no very nice distinctions to
be observed between such phrases, and their
use may safely be left to every girl's common
sense and discretion.
Take pains to sign your name always so
that people can read it. Some, out of pure
affectation, conceal what they call themselves
under a scribble which none can read—"a
hopeless puzzle of intemperate scratches."
How is a stranger, getting a letter signed in
this way, to know to whom to send a reply,
unless, as is sometimes done, he cuts out the
signature, pastes it on the envelope, and adds
the address? But illegible signatures, it must
be confessed, are more often a man's folly
than a woman's.
Always, too, sign your name the same way:
get into the habit of it. Don't let it be to-day
"Mary G. Snodham," and to-morrow
"Mary Snodham," and the day after "M. G.
Snodham." If character comes out anywhere
in writing, it is in the signature, and it ought
to be every day the same, the same in words,
the same in writing, and the same in flourishes—that
is to say, if there are any flourishes.
When you send a Post Office order to anyone,
however, you may make an exception to
this rule. It is a good plan to sign a letter
accompanying such an order with initials only.
When this is done, should the letter fall into
the hands of dishonest people, the chances are
considerably reduced of their knowing the
name of the sender so as to get payment of
the order. In getting the money for a Post
Office order it is always necessary, as perhaps
you know, to tell at the post-office who
sent it.
When you (we shall call you Elizabeth
Fisher) are asked to write a letter in the name
of another person (call her Janet Constable),
how should you sign it? Not, certainly, by
just writing Janet Constable; that would be
highly improper. To put another person's
name to any letter or document whatever, even
in fun, is not even to be dreamt about. You
must sign—
Yours truly,
for Janet Constable,
Elizabeth Fisher.
Or, if you like it better—
Yours respectfully,
Janet Constable,
p. Elizabeth Fisher.
In this case the p. stands for per, and means
that Janet Constable signs the letter by or
through you. You may write per in full, if
you like.
Sometimes you may have to write inquiring
about the character of people or their standing
from a money point of view. In doing so, put
the name or names on a slip of paper and gum
it at the foot of your letter, so that it can be
easily torn off. Your correspondent can then
at once destroy the slip, and should your letter
or her reply afterwards be read by other people,
they will probably be none the wiser, for they
will only see in your letter an inquiry regarding
the person or persons "noted at foot," and in
hers an answer about the person or persons
"about whom you inquire."
All enclosures sent in a letter should be
mentioned in a note in the left-hand bottom
corner after signing one's name. Thus:—
Enclosed:
Postal Order, 10s. 6d.
Recipe for cooking rattlesnakes.
Pattern: the Tullochgorum mantle.
We have spoken about the clearness and
brevity required in business letters, but to the
subject of style a few lines more may be
devoted. Business letters are of necessity dry
and matter-of-fact, and in writing them no
time should be lost in hunting for fine expressions.
They should contain politeness, but
light and airy sentences are worse than thrown
away.
"Accuracy of expression," says Mr. George
Seton, in his pleasant "Gossip about Letters
and Letter-writers," "as distinguished from
looseness and slovenliness of statement, is of
the utmost consequence—not only with the
view of saving the time of one's correspondent,
but also to prevent what may prove a very
serious misunderstanding. I have known many
cases of prolonged litigation which were chiefly
owing to some doubtful or equivocal expressions
in the course of a business correspondence."
There are many phrases peculiar to business
letters—formal beginnings, for example, such
as—
"I am favoured with yours of 14th curt."
"I duly received your favour of 19th inst."
"I am in receipt of your lines of y'day, and
note that, &c."
"I beg to confirm my last respects of 25th
ult."
"I beg to confirm my letter of yesterday."
These phrases and many others which will
appear in the course of these articles may seem
formal enough, but we must not expect in
business to meet with the language of story-books.
A common business term is "advice," used
to mean information sent by letter. For example:
"I wait your advice as to the despatch
of the parcel." A funny misunderstanding of
the word occurred recently, when a provincial
postmaster, new to his duties, in the United
States, sent the following communication to
the Postmaster-General:—
"Seeing by the regulations that I am required
to send you a letter of advice, I must
plead in excuse that I have been postmaster
but a short time; but I will say, if your office
pays no better than mine, I advise you to give
it up."
Every subject mentioned in a letter should
have a separate paragraph. Very formal, you
may say. Perhaps; but it is also very clear.
Always acknowledge receipt of business
letters at the earliest possible opportunity. If
they come with money, an acknowledgment
ought to be sent by return of post, that is to
say, by the first post after they arrive. The
same rule may safely be applied to letters
coming with any enclosure whatever. Sometimes
delay may be of no consequence, but to
answer at once will at any rate get you the
credit of courtesy.
Of all business letters a copy should be
kept. If you write few they may be copied
by hand into a book kept for the purpose, but
if many the use of a copying-press saves a
great deal of monotonous labour, and secures
absolute accuracy besides.
The way to use a copying-press is this.
Write the letter with copying-ink. Then put
a sheet of oiled paper under the leaf of the
letter-book on which you wish to take the
copy. Letter-books of thin paper are sold for
the purpose. Wet the leaf with a brush or
soft sponge. On the top of the wet leaf put
a sheet of blotting paper, and on the top of
that another sheet of oiled paper. Then shut
the book, put it in the press, and give it a
squeeze for a second to take off the superfluous
moisture. Take out the book, remove
the blotting-paper and the top sheet of oiled
paper, and in their place put your letter face
downwards on the damp page. Shut the
book, put it back into the copying-press, give
it a hard squeeze by means of the lever or
screw, leave it in from half a minute to a
minute, and the whole thing is done; an exact
copy of the letter will be left in your letter-book.
A letter being written and copied, has to be
posted; but before being posted it must be
addressed. The address should be written
neatly and plainly, neither too high up nor
too low down.
To say, Be sure to put the direction on your
letters is not unnecessary advice. Thousands
of letters are posted every year without any
address whatever. In the year ending 31st
March, 1886, there were no fewer than 26,228
of them, and of this large number 1,620 contained
cash and cheques to the amount, in all,
of £3,733 17s. 5d.
Be sure, too, that your letters are properly
fastened. On this subject, hear Mr. George
Seton. "There is," he says, "no real security
in wafers, and probably still less in adhesive
envelopes, which are now in almost universal
use. Both may easily be loosened by the
application of either water or steam. The
best mode of securing a letter is first to wafer
it and then seal it with wax. When, however,
an adhesive envelope is used, the proper
course is to damp, rather than wet, both sides
of the flap before pressing it down; and if
the paper is very thick, the upper side should
be again damped after being pressed down."
Insufficient and wrong addresses occasion a
great deal of trouble to the Post Office officials,
and this trouble one of the present Postmaster-General's
predecessors remarks, with some
pathos, "ought scarcely to be given to make
up for what generally arises from the carelessness
of the writers, without an additional
charge." Last year, through some fault in the
addresses, no fewer than 12,822,067 letters,
postcards, newspapers, and parcels were
received in the returned letter offices.
As an example of an insufficiently-addressed
letter, we may mention one the subject of a
complaint made by a Mrs. Jones of Newmarket.
She stated that a letter had been
posted to her, but had not reached her. It
appeared, however, on inquiry, that there
were twenty-nine Mrs. Joneses at the place,
and that there was nothing in the address to
help the postman to decide between their
several claims.
When money or anything of value is sent
through the post, the letter in which it goes
should be registered. By this means we can
be almost absolutely sure of its travelling
safely. The fee for a registered letter was
at one time half-a-crown, and not so long ago
was a shilling. In 1878 it was reduced from
4d. to 2d. Not only has the fee been reduced
to what may be thought the lowest possible
point, but registered letter envelopes are now
sold in different and convenient sizes. The
Post Office also undertakes to make good,
under certain reasonable conditions, up to £2
the value of any registered letter which it loses.
If people who have these facilities for sending
letters securely provided for them choose to
run the risk of loss, they deserve very little
sympathy if the chance goes against them.
Last year an unregistered letter containing a
cheque was alleged to have been stolen in the
post. It was found, however, to have been
duly delivered by being pushed under the front
door, and afterwards to have been torn in
pieces by some puppies inside the house. The
fragments were in the end discovered in the
straw of the dog-kennel. Now, had the
sender only spent 2d. in registering this letter,
a receipt would have been taken on its delivery,
and all chance of its falling into the
paws of the puppies would have been prevented.
But it is wonderful what people, penny-wise
and pound foolish, will sometimes do to save
2d. A few years back the sealing-wax on a
letter was found to contain £1 10s. in gold
coins. There could hardly be a more stupid
way of sending money.
If coin, or watches, or jewellery are posted
in letters or packets without registration, and
the fact is discovered, the Post Office people
bring into force a system of registration by
compulsion, and on delivery charge a fee of
8d. in addition to the ordinary postage.
When coins are sent in a letter they should
on no account be put in loose, but should be
packed so as to move about as little as possible.
The best way is to take a card, and,
cutting quite through to the other side, make
a cross on it for each coin; then slip the coin
into the cross, so that it is held in its place
by the tongues of cardboard, two on each
side.
Who owns letters whilst they are in the
post? In Great Britain the ownership of a
letter whilst it is in the post lies in the Queen,
as represented by her Postmaster-General and
her Secretary of State. "Neither the sender
nor the person to whom it is sent can claim
to interfere with a letter whilst it is in the
Post Office. Only the warrant of a Secretary
of State can stay its delivery." Once a letter
is dropped into a letter-box it is like a spoken
word, it cannot be recalled.
After letters come postcards, which were
introduced into this country in October, 1870,
and have proved a great convenience to many
people, saving them both time and money.
By means of reply postcards you can make
sure of an answer from a correspondent without
putting her to any expense or to any trouble
worth mentioning.
The back of the postcard is for the message;
nothing must be put on the front except the
address. This limitation of space is useful for
the cultivation of brevity; but those who have
a great deal to say may derive consolation
from the fact that on the back of a postcard
you can, by writing small, easily put at least
four hundred and sixty words! We do not,
however, say that such a performance, good
enough for amusement, would be like that of
a woman of business.
All business letters ought to be preserved.
They should be folded neatly longways and
all of a size, and docketed, as it is called—that
is to say, the date and the name of the
sender and his (or her) address, and the
subject, should be put on the back thus:
6th September, 1886.
Martin Rose and Co.,
Liverpool.
Remittance, £10 19s. 2d.
Do not, however, crowd these particulars together,
as has been done here for convenience in
printing; leave a considerable space between
the first and second, and the third and fourth
lines. When letters are folded and docketed
they should be tied up in the order of their
dates, or put away in pigeon holes under the
different letters of the alphabet. One can
never tell when it may be necessary to refer
to old letters on matters of business, so it is
prudent to keep them all. Doing so and
turning them over occasionally is also useful
for giving us a humble opinion of ourselves;
we see by the light of additional experience
how we might often have managed things
much better than we did.
Besides letters and postcards, telegrams
furnish another means of communication.
For a telegram sent to any place in the
United Kingdom, the charge is sixpence for
the first twelve words, and a halfpenny for
every word after the first twelve. Addresses
are charged for, so a sixpennyworth of
telegraphing does not represent a long
message, but by ingenuity—and a business
woman is nothing without ingenuity—a few
words may be made to mean a great deal. The
cost of a reply to a telegram may be prepaid.
About the newspaper post, the book post,
and the parcel post, not much need be said.
Always be careful about wrappers. A great
many newspapers and books escape from their
wrappers every day, and land in the returned
letter office. In sending parcels the packing
is often a weak point; it is not so much that
people are either handless or stupid, they are
just thoughtless. "It must be borne in
mind," says the Postmaster-General,
"although, of course, every care will be
taken by the officers, that a parcel with
fragile or perishable contents must be several
times handled before it reaches its destination,
and will probably have to be packed with
many others of a different kind and shape, or
more weighty and bulky. Eggs, butter, and
fruit, especially delicate fruit, such as grapes
and peaches, should be placed in strong
boxes and so placed as not to shift. Fresh
flowers should be carefully packed in strong
boxes; but cardboard boxes should not be
used for the purpose, as they are often
reduced to pulp by the moisture which
exudes from the contents. Fish or game
should be carefully packed in strong boxes, or
hampers, or in perforated boxes."
Remember that some things are forbidden
to be sent by post—live animals, for instance.
This prohibition is very little regarded by
some people. Last year, in Dublin alone, two
hens, eight mice, and two hedgehogs were
stopped on their way through the post. One
of the hens which was addressed to a
veterinary surgeon in London, was in bad
health, and though carefully attended to, died
in the office. The rest of the animals were
given up alive to the senders.
Certificates of the posting of parcels can be
got at all post offices. If you have any doubt
about the trustworthiness of the person
entrusted with the posting of a parcel,
instructions should be given to bring back a
receipt. A few months ago the Post Office
was charged at Liverpool with the non-delivery
of a bottle of wine and a box of figs.
It turned out, however, that the missing
goods had never come under its charge, the
person to whom the packet had been given to
post having eaten the figs and drunk the wine.
Parcels can also be insured against loss and
damage by the payment of a small sum.
Paying a penny insures to the extent of £5 and
twopence to the amount of £10.
In order to understand the outs and ins
of the Post Office—and it is a subject
with which every sensible person should
be familiar—let a girl invest sixpence
in a copy of the Post Office Guide, a
publication of which an edition is issued every
quarter. She will there find everything necessary
to be known about the posting of letters, postcards,
newspapers, book packets, and parcels
to places in the United Kingdom, or abroad,
the sending of telegrams, the rates for money
and postal orders, and the regulations of the
Savings Bank. To turn over its 300 pages or
so is decidedly interesting. One sees what a
complicated machinery is now employed for
the convenience of the public, what wonders—to
speak of letters alone—can be done for a
penny, and how thousands of miles can be
reduced to insignificance by the magic of
twopence-halfpenny.
In the twelve months from the 31st of
March, 1885, to the same day of this year, the
number of letters delivered in the United
Kingdom was 1,403,547,900, giving an
average of 38.6 to each person in the kingdom.
The total number of postcards was 171,290,000.
Adding to the letters and postcards the book-packets,
newspapers, and parcels which passed
through the Post Office during the twelve
months, we have a grand total of 2,091,183,822,
which shows an average to each person of
57.5.