Legal Definitions - letter-book

A letter-book is a historical record-keeping tool, typically a bound volume, used by businesses, professionals, or individuals to maintain copies of outgoing letters and sometimes incoming correspondence. Before the widespread use of photocopiers, carbon paper, or digital records, it served as a crucial method for retaining an exact duplicate of all written communications. This ensured a comprehensive archive of business transactions, agreements, discussions, or official directives, providing a permanent reference for future needs.

Here are some examples illustrating the use of a letter-book:

• Imagine a 19th-century textile merchant in Manchester, England, who regularly corresponded with suppliers in India and customers across Europe. When the merchant drafted a letter confirming an order for raw cotton from a supplier, a clerk would meticulously copy the entire text of that outgoing letter into the firm's letter-book before the original was dispatched. This practice ensured the merchant had a precise, dated record of the agreed quantity, price, and shipping terms, which was vital for tracking inventory, managing payments, and resolving any potential disputes regarding the order.

• Consider a small law practice in the early 20th century. A lawyer might draft a detailed letter to a client advising them on the legal implications of a property boundary dispute. Before mailing the original letter to the client, a copy of this advisory communication would be transcribed or pressed into the firm's letter-book. This allowed the law firm to maintain a complete and chronological record of all advice given, which was essential for demonstrating due diligence, tracking case progress, and defending against any future claims of professional negligence.

• Picture an 18th-century colonial administrator stationed in a remote outpost. The administrator frequently sent dispatches to the home government detailing local political developments, resource requests, and reports on trade activities. Each time an official letter was prepared for transmission back to the capital, a duplicate would be carefully entered into the administrator's letter-book. This created a continuous and accessible archive of all official communications, enabling the administrator to refer back to previous instructions or reports, ensure consistency in policy, and provide a comprehensive historical record for their superiors.