Essentials of a Genealogical Letter

by Brian Hutchison, B.Comm., C.M.A.
Gen-Find Research Associates
Date: February 1, 1998 (Edmonton, Alberta)

1. The Seven C's
   1. Clean in appearance. Attractive letters make a favorable first impression. Typewritten, if possible.
   2. Correct in composition. Make your letter correct in details of grammar, spelling, punctuation, sentencing, and paragraphing. Use a dictionary.
   3. Clear in expression. A letter that is vivid, easy to read and easy to answer stimulates a reply. Definite questions usually get definite replies.
   4. Courteous in manner. Do not demand. Express your appreciation. Always acknowledge a reply.
   5. Considerate in tone. Never write an "I" letter. Make your request so interesting that it will be answered out of a desire to help rather than merely out of a sense of duty.
   6. Concise in wording. Go directly to the point; say it concisely and quit. Long, rambling requests often end up in the wastebasket, especially with public officials.
   7. Complete in thought. Communicate your problem. Give enough background information necessary for the reader to grasp your needs.

2. Supply names, dates and places: Consider the information needed to complete what is already known about your ancestor. Do you need:
   1. Date and Place of Birth?
   2. Date and Place of Marriage?
   3. Date and Place of Death?
   4. Mother's Maiden Name?
   5. Names of Parents?
   6. Names of Missing Children?
   
   Consider fully the type of record needed to supply the wanted information.

3. Make your request easy to answer.
   • Ask only questions your correspondent could be expected to have answers.
   • A few questions at a time is the best rule but remember~that too many inquires will also turn your reader off.
   • Write questions on a separate sheet of paper and leave room on it for an answer. Well-planned questionnaires can be quite effective.
   • Enclose a standard pedigree or family group charts to make it easier for your correspondent to supply names, places, dates if you do not supply a questionnaire.
   • Enclose a stamped, self-addressed envelope in letters to correspondents in your own country (except public officials and large institutions).
   • Include your own name and address on every letter you write, and date it!!

4. Insure good public relations:
   • Never ask another to give information or make intensive studies on problems you are to 'lazy' to research for yourself. Ask for evidence instead.
   • Approach discrepancies between your records and those received with tact and diplomacy.
   • Offer to pay for copies of the records, and special postage and insurance cost for mailing the information to you.
   • Be reasonable in your requests. Offer to give information in return for that which is being requested.
   • Remember, not everyone holds the same interest in your hobby as you do and not everyone will reply to your letters. Keep copies of your letters and follow-up on them if you do not hear from your correspondent within what you feel is a reasonable timespan. If you continue not to receive a reply, do not persist. Word gets around and that is the last thing you want - you want to foster cooperation not opposition!! More than likely you will have other alternatives to seek out the information you desire.