CHAPTER THREE
Writing letters that bring you good results is an art, a simple one, but nevertheless an art. What you want is replies with information. With this goal in mind, determine exactly what you absolutely need to keep going. In writing to private parties, always give them a reason immediately why they should even read your letter: such as ‘My mother, Mary Jane Brown, told me you were her favorite Aunt because you always had peppermint drops in your apron.” Now you have established a relationship to her, brought back memories and hopefully a willingness to read further. Be friendly but not wordy and offer to share information with her.
Ask no more than THREE QUESTIONS in your first letter and make it easy to reply. Try to keep your letter to no more than two sheets legibly written or double spaced typed . ALWAYS include a sheet on which your three questions are stated again with space for answers following. Also mention that all questions do not have to be answered immediately if time does not permit it, but that you will be looking forward to receiving those answers later. Be certain to enclose a SELF ADDRESSED STAMPED ENVELOPE (SASE) with all correspondence. If corresponding overseas, send INTERNATIONAL REPLY COUPONS obtainable at most Post Offices. If you are planning on writing many letters overseas, stamps from those countries may be purchased by mail. Remember our postage cannot be used for return mail from other countries. They require use of their postage.
Letters to officials can bring good results if you follow the same general rules as above. If worded properly letters can save you much time and money. A legal size SASE should be included if you have any hopes of receiving free information. Many officials will return your SASE but, if you write carefully, a simple blank label will cover your writing. The SASE can be used again in another request. If you relate all you know about the record desired and ask only if the record exists in their office, you will often receive the additional information you need without having to pay for the certificate. Always ask the charge for obtaining a certified copy and if uncertified copies can be made. Ask for the Book and Page number to make it easier to order. If you do these things you will be amazed how often you will receive free exactly what you want . However, not all Clerks of Court are the same and not all states allow information without their form being submitted with a check before information is sent. A mail request filled promptly can often save a trip and is worth the cost.
Other letters you may be writing will be to public libraries, church officials, funeral home directors, sextons. postmasters, lodge officials, school administrators, and newspapers. The same rules apply: give them a reason to be interested, state questions, offer to pay a reasonable fee for information and include a SASE.
Still others you may write will be genealogical and historical societies. In these cases always tell your connection to their society or area and offer to give them copies of your completed work if they would like to have one. Offer to pay REASONABLE search fees. Then KEEP YOUR WORD by paying their fee and by sharing your work no matter how little it may be. It may be just the missing link for which someone is waiting.
COMMON SENSE in letter writing is the KEYWORD. In this too busy world, do not expect everyone to be as interested in the family history as you are. Make it interesting to them, easy to read and answer and not demanding at all. Sometimes it takes years for answers to be returned, but gold mines have been found that way. Do not be discouraged with slow answers. One letter a month will keep you busy.
Email is another form of letter writing and is not too different from others mentioned above. Learn how to say what you want in a minimum of words. Learn how to download files now. Your day to receive one will surely come and you want to be able to download without danger of losing it. The real beauty of email is its quickness and that all writing is legible.