Successful correspondence is essential for genealogical research. Organizing correspondence through filing, indexing, and cross-referencing letters and documents allows researchers to efficiently analyze results and plan next steps. Following best practices like keeping correspondence short, simple, and sincere can help researchers write effective letters to obtain valuable family history information.

1. Successful Correspondence
• Correspondence is essential to genealogical
research. Complete research cannot be
accomplished without it unless you have
unlimited funds for travel.
• Writing good letters is not easy. Many expend
a great deal of time & effort with very little
to show for it.

2. Correspondence Calendar
• Organize your information
• File your information
• Index your information

4. Filing Documents
• There is a need to correlate all
documents with the letters to which
they relate.
• Fold them individually – place in
envelopes which are glued to
appropriately-numbered and titled
sheets of file-sized paper.
• They can be filed in their proper places
among the letters.

5. Filing Docs continued….
• Make a separate file for documents
received through correspondence.
• Give same numbers as the letters to
which they are related and file
accordingly.
• Will create an additional file – one
disadvantage.

6. Combination File
• Interfile all fruits of your research.
• Maintain Manuscript file separate from your
research calendar & correspondence
calendar.
• Develop a numbering system that related to
both.
• Make a separate correspondence calender
for each locality or jurisdiction. (ch 7)
• Cross Reference both

7. Tabulating Results
• You should tabulate the results of your
correspondence as carefully as your family
research!
• Get any important family data recorded on
your work sheets & analyze ASAP.
• Your next step in your research maybe be
influenced by it!

8. You want your
Correspondence File to be a
versatile and accessible record
of your research by mail.

9. Review of Research Note Requirements
1. Initiate a work pedigree chart showing a selected line
or two of interest, & include all known genealogical
facts…..
2. Initiate work family group sheets on those families of
special concern, & show all genealogical…facts
pertaining to them…
3. Initiate a calendar of correspondence & index letters
sent or received which apply to the lines of interest….
4. Initiate calendars of search for each jurisdiction of
interest, & list on them bibliographic information for
sources searched or to be searched…
5. Maintain a manuscript note file of searches & findings.
6. Periodic Research Reports

10. Let’s Write A Letter
1. Limit your request
2. Make your request EASY TO ANSWER
3. Make TWO COPIES of each letter your write
4. Express THANKS to those who help you
5. Fair EXCHANGE will work to your advantage
6. Provide for RETURN POSTAGE

11. The 4S Formula
1.Shortness
2.Simplicity
3.Strength
4.Sincerity

12. Objectivity
• The ability to look at your own letters and
see them for what they really are.
• Have someone else read & criticize your
letters.
• Let your letter sit overnight, then Re-Read.
• Check spelling, grammar & punctuation
• PLAN YOUR LETTERS!

13. How Does the Letter Look?
• Adequate margins
• Short paragraphs & double space
• Keep your left margin straight
• Use proper letter form
USE GOOD ENGLISH!
• Type your letters if possible.

14. To Whom Do I Write?
Who has custody
of the
records & information?

15. Checklist
1. Are most of your letters less than one page
long?
2. Is your average sentence less than 22 words
long?
3. Are your paragraphs short – always less than
ten lines?
4. Do you avoid beginning a letter with: “I am
doing genealogical research…”?

16. 5. Do you know some good ways to begin
letters in a natural & conversational manner?
6. Can you think of four different words that will
take the place of “however”?
7. Do you know what is wrong with phrases like:
“held a meeting,” “are in receipt of,” “gave
consideration to”, etc?
8. Do you use personal pronouns freely,
particularly “you”?

17. 9. Do you use active verbs (“I read your letter”
rather than “Your letter has been read”)?
10.When you have a choice, do you use little
words (pay, help, error) rather than big ones
(remuneration, assistance, inadvertency)?
11.Whenever possible, do you refer to people by
name and title (Dr. Brown, Mr. Adams) rather
than categorically (our researcher, the
patron, etc.)?

18. 12.Compare your letters with your speech. Do
you write the way you talk (your most careful
talk, of course)?
13.Do you answer questions before you explain
your answers?
14.Do you resist the use of phrases like:
“Attention will be called to the fact,” “It is to
be noted,” “It will be apparent”?

19. 15. Do you organize your ideas & data before
you write your letters?
16.Have you tried setting off lists of various
types into easily-read tables?
17.Do you number and/or indent important
points, explanations, etc., and attach
explanations to the data they explain?

20. 18.Do you highlight important facts by
underlining or by separate paragraphs?
19.Do you re-read your letters before you send
them to see if you actually said what you
intended to say?
“The Letter Writer’s Checklist,” instructional handout, The
Genealogical Society of The Church of Jesus Christ of Latter-day
Saints (Salt Lake City: unpublished, 1964) Modified and used by
permission.

21. Conclusion
• Experience is a good teaching tool, especially
when combined with proper instruction &
guidelines.
• Follow guidelines in this chapter, you should
obtain good results from your research
experience.
• If you follow good procedures, your chances
for SUCCESS will be vastly improved!!!