Genealogical Correspondence

Genealogical Correspondence

The propose of this information sheet is to assist the beginning genealogist through the pitfalls of genealogical correspondence. The key to successful correspondence is making your request as specific as possible. Downsizing has had as much effect at the courthouse level as in the business world. Clerical staff members will no longer exert as much effort to assist researchers as in the past. In order for your correspondence to garner good results, you must be able to supply the clerk with specific details about what your are looking for. By following the following rules, you will put yourself in the best possible position to get a successful answer:

1) Address. Determine the correct address for the agency that can provide a certified copy of an official document or record. See the bibliography at the end of this article for books that are good sources for this information.

2) Cost. Always know the correct cost of the record or search you are requesting. Send the payment in an acceptable form. (Money Orders will ALWAYS be accepted, whereas personal checks or credit cards may not). It is better to call the agency in advance to get this information. People who feel it is to expensive to make a long-distance calls usually end up regretting it later.

3) Area Telephone Books. If you anticipate having to write or contact a significant number in people in a concentrated area, spend the extra money to purchase a telephone book for the area. Being penny-wise and pound foolish will only frustrate you in the long run.

4) Neatness. Make sure your letter is neat and easy to read. If you have bad handwriting get someone with legible penmanship to write the letter for you. Letters that are unreadable have an tendency to end up in the garbage. In the luckier cases, these types of letters will end up in a miscellaneous file where "volunteers" or temporary people go through them as assignments; then perhaps they will be able to take the time to figure out what is being asked, thereafter referring such correspondence to the attention of the regular staff.

5) Complete Information. Be specific about the record you ask for and always include enough information about the person in the record you expect to find. When you send for a birth record, also mention as much information as you can find about the mother and father, including the maiden name of the mother. If you have any dates or places they have lived, include this information as well. This is especially true if several people with the same name are found, and additional biographical details are needed to differentiate between the people.

6) Brevity. Provide as much information as you can on one page. The longer your letter, the less likely you are to get a positive response.

7) Response Time. Keep in mind that official records are not kept primarily for genealogical purposes. Registrars are busy with the work of the courts and other public agencies. Their first priority will always be their walk-in customers. Mailed queries will always take a back seat to their normal daily activities.

8) Request Attitude. Do not write with a chip on your shoulder. Letters with an angry, pushy, or demanding attitude will likely to be trashed or deliberately delayed. In most cases, you will be writing letters to authorities in areas where you don't pay taxes. The fees you are charged (if any) are seldom high enough to cover the entire cost of the search. In some cases, the taxpayers in these localities have targeted the service of answering "outside correspondence" as a waste of time and THEIR taxpayer dollars. Some places have stopped providing this service. Your success depends on how well you can write the letter and the quality of information you can supply.

9) Postage. Send a self-addressed stamped envelope with each request. Some jurisdictions are prohibited by local tax laws from answering any correspondence that does not include this.

Sources Of Additional Information On Genealogical Correspondence

Bentley, Elizabeth Petty. Directory Of Family Associations. Baltimore, MD: Genealogical Publishing Company, 1991. Genealogy Reference 929.102 Ben.

Genealogist's Address Book. 3rd Edition. Baltimore, MD: Genealogical Publishing Company. Genealogy Reference 929.102 Ben.

Cerni, Joni. Ancestry's Guide To Research: Case Studies In American Genealogy. Salt Lake City, UT: Ancestry Inc., 1985. 929.1 Cer.

Croom, Emily Anne. Unpuzzling Your Past: A Basic Guide To Genealogy. 3rd Edition. Cincinnati, OH: Betterway Books, 1985. 929.1 Cro.

De Vries, Mary Ann. The New American Handbook Of Letter Writing: And Other Forms Of Correspondence. New York, NY: New American Library, 1988. 395 DeV.

Everton, George B. The Handy Book For Genealogists. 8th Edition. Logan, UT: Everton Publishers, 1991. Genealogy Reference 929.1 Eve.

Greenwood, Val D. The Researcher's Guide To American Genealogy. 2nd Edition. Baltimore, MD: Genealogical Publishing, CO., 1990. 929.1 Gre.

Kemp, Thomas Jay. International Vital Records Handbook. 3rd Edition. Baltimore, MD: Genealogical Publishing Company, 1994. Reference 929.1 Kem.

Rose, Christine. Complete Idiot's Guide To Genealogy. New York, NY: Alpha Books, 1997. 929.1 Ros.

Williams, Ethel W. Know Your Ancestors: A Guide To Genealogical Research. Rutland, VA: C. E. Tuttle Co., 1960. 929.1 Wil.