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Correspondence Eventually, every family historian finds the need to write letters in order to obtain or share genealogical information. Because of the importance of correspondence, almost every genealogical guide published devotes significant space to the subject. Almost all experienced researchers agree on some basic rules: - Keep your letter short. Lengthy letters usually overwhelm the recipient. The chances of accomplishing the goal of a letter are greatly diminished if the reader must wade through unnecessary words. - Keep letters clear and to the point. Unnecessary details confuse the issue. Make the question stand out from the body of the letter so that the reader can quickly find it and refer back to it without rereading the entire letter. Maintain a cordial tone in all of your correspondence. - Do not request too much information at once. Whether asking for information from a family member or from a county clerk or a federal agency, limit your request. One question per letter is best; more than three questions will almost certainly stall the process or eliminate entirely your chances of getting an answer. Depending on the results of your first inquiry, you can probably write again with additional questions. - Keep letters clean and neat. Type them whenever possible. Most people do not have the time to decipher unfamiliar handwriting, and most will not have the inclination to cooperate with a letter writer who has not taken the time to be neat. - Make a duplicate copy of every letter, note, or form that you send and keep it on file so that you can refer back to it when necessary. - Do not expect anything for nothing. Try to offer an exchange of information for family members, or some monetary compensation that may be appropriate for the information you are requesting. - Never send cash in the mail. - Never send money in any form until you know the current fees or policies of researchers or research institutions. - When writing to individuals or private institutions, it is not only a courtesy but sometimes absolutely necessary to enclose a stamped, self-addressed envelope (SASE) for a reply. - When sending letters to federal or other tax-supported government agencies, a stamped, self-addressed envelope is not required and will usually be returned to the sender. - When writing to a person or office in a foreign country,
it is advisable to use International Reply Coupons, which are available
from most post offices.
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