page 8

Railway Progress in New Zealand.
General Manager's Message.
Correspondence.

Correspondence plays so important a part in business affairs that it has always received special attention from progressive business executives.

The attention devoted to the subject has been intensified of recent years until it has become practically a business science.

This is not surprising in view of the wide range covered by correspondence and its influence in the development of pleasant relationships and the promotion of business.

The President of an American railroad recently said: “Let us have letters that speed the business, win business friends, and stimulate teamwork among ourselves.” This objective could hardly have been better stated and will, I am sure, strike a responsive chord amongst our New Zealand railwaymen. I know it is always a pleasure for controlling officers to receive written communications—memoranda, reports and so on—which are aptly arranged, clearly expressed, and sufficiently comprehensive without being diffuse. Such communications assist in the prompt despatch of business. They often make it possible for decisions to be arrived at immediately, instead of being held up until further enquiries are instituted to elicit fuller information or to clear up possible misconceptions.

Similarly, controlling officers who make their meaning perfectly clear “on paper” are appreciated by those who have to carry out instructions.

Bearing these facts in mind, it is clear that no efforts should be spared in the preparation and despatch of correspondence.

Experience has shown that it pays to always keep in mind the possible effect upon the recipient of any letter you send out. You are known to many only by the correspondence to which you sign your name. Thus your letters are an important ingredient in your personal reputation. Also if you, as a railwayman, are writing officially to a member of the public it is well to remember that the good name of the Department for courtesy, goodwill and helpfulness is in your keeping.

Good correspondence, like genius, demands a capacity for taking pains, and the earlier in life this practice is followed the easier and more successful will it become as one advances in the service. Given this, and a proper appreciation of the recipient's viewpoint, the objective of letters to help further in the smooth-working of interdepartmental affairs and in the extension of pleasant business relationships is reasonably sure of attainment.

General Manager.

page 9