Guide to Conduct and...

Dictionary

Guide to Conduct and Ceremony

Part 1. General Propriety

Chapter 15. Communication and Travelling

Section 2. Appropriate Manners in Communicating

1. When parents, mentors, teachers, elders, or special relatives live far away, one should occasionally inquire after their health, and tell them how one is.
2. One should write in a form appropriate to the relationship; generally, use the honorific expressions.
3. Write a letter briefly and clearly in simple language. Always write the name and address of the sender and receiver clearly on the outside of the envelope.
4. In using the mail, telegraph system or other written communication, observe the rules of communication and do not commit a breach of etiquette. While telegrams must be abbreviated, one should still make the message understandable to the recipient.
5. When sending a letter to a person whom one does not know well, or if that person is in a high position, one should, depending on the situation, enclose a reply envelope or postcard if one hopes to receive an answer.
6. When one receive a letter, regardless of whether it is from a venerable elder, a colleague, or a subordinate, one must answer immediately.
7. When a letter is wrongly delivered by mistake, one must, without delay, write the reason on the envelope nearby the recipient's address and send it again.
8. When using a telephone, if possible, one should not speak directly to an elder. If, however, that is unavoidable, one should apologize for the inconvenience, make the conversation short, and clearly state one's purpose.
9. Always respond courteously by phone, and after making the purpose of the call clear and addressing the important business, finish the conversation with a courtesy and hang up.
10. When one sends a package to someone by mail, one must also send a letter immediately explaining why the package is sent. The recipient also should, without delay, notify the sender of the receipt of the package.