Let's face
it. We all don’t live where our ancestors lived. Many of us don’t even
live where our parents were born. And many of us, for one reason or
another, are unable to travel to these places. This can make
researching difficult.
The Internet has opened the doors to the world wide database, but it
can’t do everything. A time will come when you’ll need to write a
letter to a museum, genealogical society, archive, record office or
library. Usually, people at these places are happy to help, but
sometimes, they are underfunded, understaffed or inundated with
requests.
To increase your chances of receiving a response, you must be brief and
to the point. In other words, ask one specific question with only the
information needed to answer that question.
For example, when looking for a death date for an individual, state
what you know: when and where they were born (include community,
county and province because everyone doesn’t know where every community
is located), names of parents, spouse(s) and children (there is no need
to list when and where they were born). Share any clues you have, such
as died between 1891 and 1901 Census and the community they had lived.
Note the different spellings of first and last names and if the person
was known by a nickname or middle name.
If you send pages of data and pedigree charts, it is time consuming and
overwhelming for the person who receives dozens of similar requests a
week. And asking for them to “send everything you have on the Smiths”
will get no reply from even the most dedicated person. As a rule, keep
the letter to one page.
Doing a little homework before sending the request will save time and
money. Contact the organization to learn:
1. If they are
able to answer such a request, and if so, who receives it and what is
the address.
2. If there is a
fee.
3. If access
limitations apply. In other words, can only certain family members gain
access to these records?
4. If a particular
record is needed to gain access, such as birth certificate or obituary.
Finally, before you drop the letter in the mail box, include a
self-address-stamped-envelope for the reply. Most societies can’t
afford to answer without one. Also, offer to pay for any expenses
generated, such as photocopies, or offer a donation. Keep in mind, a
$20 donation is a lot cheaper than travelling hundreds of miles,
staying at a hotel and gathering the records yourself.
Keep a log of all letters sent. If you haven’t heard anything after six
months, send a reminder and ask if the initial request was received. Be
polite and understanding. Some requests, such as those made for Second
World War records, can take up to two years.
Copyright@Diana
Lynn Tibert 2007