Old letters can make a moving family book, but the first job is to protect the originals and keep the collection understandable. A reliable workflow records what each item is, scans it without forcing fragile paper, transcribes the writing carefully, and distinguishes the original words from family commentary.
Use this guide for letters, postcards, diary pages, and similar family papers. If an item is brittle, torn, moldy, or otherwise fragile, stop handling it and ask a conservator or archives professional for advice before scanning.
1. Set up an item log before rearranging anything
Photograph or note the collection as you found it. If letters are grouped in envelopes, folders, or tied bundles, record those relationships before separating items. Keep the sequence unless you have clear evidence that a different order is correct.
Assign each item a stable ID, such as LTR-0001. In a spreadsheet, record:
- the ID and current physical location;
- sender, recipient, and date as written, using “unknown” when uncertain;
- the envelope or bundle it came with;
- language and writing type, such as handwritten or typed;
- condition notes and whether the item has been scanned;
- known permission or privacy restrictions.
Do not silently fill gaps with guesses. Mark uncertain dates or identities with a question mark and explain the basis in a note.
2. Prepare a safe scanning area
Use a clean, uncluttered surface and handle papers gently with both hands. Do not flatten brittle folds by pressing them back, and do not repair tears with household tape or glue. If an item resists opening or begins to crack, stop.
For flat letters and photographs, use a scanner bed large enough to support the complete item. Do not use an automatic document feeder for fragile, weak, bent, or valuable papers. Avoid putting pressure on folded material to make the scanner lid close. The National Archives recommends keeping the original even after digitizing it, because the digital copy can also be lost.
When scanning a bound diary or scrapbook, do not force it flat on a glass bed. Use a supported book cradle or an overhead capture setup, or have a preservation professional handle the capture.
3. Make files easy to match to the originals
Name each scan with its item ID and a simple sequence, for example LTR-0001-front.tif and LTR-0001-back.tif. Capture both sides when there is writing, a postmark, a note, or other relevant information on the reverse.
Keep a high-quality master scan separate from any edited copy used in the book. Do not crop out edges or markings that may help explain the object. If you adjust contrast for readability, keep the untouched master and label the adjusted file as an access copy.
Back up the working files in more than one place. A printed book is a useful reading copy, but it should not be the only surviving copy of the scans or transcription.
4. Transcribe the words without rewriting the evidence
Create a verbatim transcription first. Preserve the writer’s spelling and punctuation when possible. Mark uncertain words consistently, such as [unclear], and use square brackets for supplied editorial notes—for example, [written in blue pencil]. Do not invent words to make a sentence flow.
Then make a separate reader-friendly version only if needed. Label it as lightly edited, and keep the verbatim transcription available for comparison. If you translate a letter, name the translator and retain the source-language text when practical.
For every quotation used in the narrative, record the item ID and page or line reference in your notes. This makes fact-checking and later corrections much easier.
5. Build a reader’s path through the collection
A chronological order is a good starting point, but it is not always the clearest. You might group letters by correspondent, place, or topic, then add a timeline that shows where each section falls. Explain the organizing choice in a short introduction so readers know why the book is arranged that way.
A practical chapter can include:
- a brief introduction identifying people and dates;
- the edited letter or transcription, with a clear item ID;
- a scan or detail image if you have permission and the image is legible;
- a short contextual note that separates documented facts from family recollection;
- a reference back to the collection log or endnote.
Use a contents page, running headers, and an index of names or places if the collection is large enough to need quick lookup. Do not make the main text depend on tiny handwriting images that are difficult to read at print size.
6. Review privacy and permissions before sharing
Before sending the book to relatives, a wider community, or the public, review each item for private addresses, medical details, sensitive family information, and identifiable information about living people. Ask relevant family members about material that may affect their privacy. Permission to possess a letter does not automatically resolve every right to reproduce its text or images; copyright and privacy rules differ by jurisdiction and circumstance.
Make a simple permissions log for each letter or photograph you plan to reproduce. Record who supplied it, who appears to own relevant rights if known, what use was approved, and any limits on circulation. If the book will be sold or widely distributed, get appropriate legal advice for your situation.
7. Proof the book against the source log
On the proof, check every item ID, sender, recipient, date, caption, and page reference against the scan and your log. Ask a second reader to compare a few transcriptions line by line with the originals. Verify that reproduced handwriting is large and dark enough to read, and that captions identify uncertain dates as estimates rather than facts.
Keep the source log outside the printed volume as well as in your project files. If a relative spots an error later, you can locate the exact source quickly and correct the next edition.
Before you print
Prepare the interior PDF, cover if available, finished size, page count, and destination country. Your Book Bound’s listed $99 offer covers one standard hardcover, manual file review, layout and cover support, proof revisions, and standard tracked worldwide delivery. Confirm any unusual paper, image, or binding requirements before ordering.
For a free file check, submit your book files here. Include the intended size, page count, destination country, and expected date so the team can review the files and confirm the next steps.
Official references
- National Archives: Digitizing Family Papers and Photographs — safe capture considerations and why originals should be retained.
- National Archives: Treating Memories as Documents — careful handling, storage, scanning, and backup guidance.
- National Archives: Reformatting Paper-Based Records — support and handling considerations for fragile papers.
- Library of Congress: Digitization Guidelines — collection care and scanning considerations.