Correspondence Etiquette — the Don’ts

Whether hand written, via email or text, these tips survive the test of time—Don’t write anything in a perfunctory way; remember always that each letter or endorsement should bear the impress of the writer's dignity, courtesy and intelligence.

Some ‘Don’ts’ for Letter Writers —They Might Help You

Samuel McGowan, Paymaster General of the United States Navy, has compiled a long list of instructions for the members of his department of the service, particularly on the subject of letter writing. The Paymaster’s department is the business office of the United States Navy, and what are good rules for it are good rules for any business house. 

The following is the list of “Don'ts” for letter writers, which Paymaster General McGowan has compiled, believing that the advice is good for any person who has to write letters or conduct business negotiations. 

The “Don’ts” follow; 

• Don’t write at all unless you have something to say; and, having said it, stop. 
• Don’t answer a letter just because somebody else wants you to. If you did, many a purposeless correspondence might go on indefinitely. 
• Don’t give reasons or explanations unless they are called for.
• Don’t write anything in a perfunctory way; remember always that each letter or endorsement should bear the impress of the writer's dignity, courtesy and intelligence. 
• Don’t hesitate to say “no” if that is the proper answer; having said it, don’t attempt to suggest an alternative aimed to circumvent your own “no.” 
• Don’t discuss people; discuss things.
• Don’t write anything quarrelsome; it would probably not be signed. 
• Don’t get excited; or, if you do, don’t record the fact on paper. 
• Don’t use long words when it can be helped (and it generally can). — Los Angeles Herald, 1914

Etiquette Enthusiast, Maura J Graber, is the Site Editor for the Etiquipedia© Etiquette Encyclopedia