Related Resources • How to Write a Query • Libraries & Archives • Where to Write for Vital Records

The ability to write effective letters is a must for anyone with a serious interest in genealogy. You can do it from the comfort of home and achieve all sorts of amazing results. Nothing is more disappointing, however, than to send off a letter only to have it returned to you a few weeks later because you sent it to the wrong place, or didn't enclose the required information. 

It is easy to write an effective letter that will bring a response if you remember a few basics:

1) Be neat, professional and courteous. Use standard letter-size paper to make it easy for the correspondent to file. Type or print your inquiry and double-space your lines. Be sure your name, address and possibly your phone number and email address are included right on the letter. Always enclose a SASE (Self-Addressed, Stamped Envelope) to make it easy for the responder to reply.

2) Be clear and concise about the purpose of your letter. Don't tell them your entire family story, but do be sure to include alternate spellings of the surname you are searching for. Keep the request simple and restricted to one person or family group.

3) Do your research. Know exactly which office handles the requests (i.e. don't write to the New York State Department of Health for birth records from the five boroughs of New York City), make sure the address you have for them is correct and call or check their Web site for the most current fees prior to sending your letter.

More Genealogy Correspondence Tips