Since it is not always possible to travel to every record repository where there are records of interest, it is often necessary to write letters to someone there, often a researcher, who is able to go check a certain repository. When you need to write a letter, the filing of such a letter and its reply may be handled in this manner using a Family Research Folder.

First, when writing a letter, always make a copy of that letter so you will have a record of what you asked for. After you have written your letter, take the Correspondence Index from the appropriate Family Research Folder. Under the correct headings fill in the name and address of the person to whom the letter is written, and the information you requested. After you have sent the letter off, record the date it was sent. (see Figure 20)

Then turn to the proper Research Log for the document being requested and indicate what source is being searched, what information is being sought, and that it is being done by correspondence. (see Figure 21)

The copy of your letter is filed behind the Correspondence Index. Each copy receives a correspondence file number. The first entry made on the Correspondence Index becomes #1, the second entry becomes #2, etc. The correspondence file number is placed on the Correspondence Index and on the bottom of the copy. Then you wait for a reply. (see Figure 22)

Upon receiving an answer to your letter, write down on your Correspondence Index the date you received the reply. Then you attach the newly received letter to the copy of the letter it answers so the questions and the answers remain together. (see Figure 23)

If the genealogical information you requested was separate from the letter, you simply file it as a document as was discussed previously (see Chapter 6).

If there was genealogical information in the letter itself, then, on a separate piece of paper you extract the genealogical information, cross-reference it to the letter, and file it as has already been discussed for extracted material (see Chapter 6).

If the letter contained no information of a genealogical nature, then you make a note to that effect in the appropriate place on your Research Log just as if you had searched the source yourself (see Chapter 6).

Occasionally you may wish to write a letter to one person or place and ask for information which goes into more than one Family Research folder. In this case, you can make several copies of the letter and put one in each Family Research Folder. When a reply comes you can either:

(1) photocopy the reply so a copy goes into each Family Research Folder, or

(2) you can place the reply in one folder and make a cross-reference from the other folder(s) to that one. In either event a copy of the genealogical information should go into each of the Family Research Folders to which the information pertains.

Now that you have set up one Family Research Folder and used it in your research, you will be able to set up as many as you may need.