How to Write Letters (Formerly The Book of Letters) Part 25

(2) Where it is a.s.sumed that the recipient will not want to read the letter.

The first cla.s.s comprises the ordinary run of business correspondence.

If I write to John Smith asking him for the price of a certain kind of chair, Smith can a.s.sume in his reply that I really want that information and hence he will give it to me courteously and concisely with whatever comment on the side may seem necessary, as, for instance, the fact that this particular type of chair is not one that Smith would care to recommend and that Style X, costing $12.00, would be better.

The ordinary business letter is either too wordy or too curt; it either loses the subject in a ma.s.s of words or loses the reader by offensive abruptness. Some letters gush upon the most ordinary of subjects; they are interspersed with friendly e.j.a.c.u.l.a.t.i.o.ns such as "Now, my dear Mr.

Jones," and give the impression that if one ever got face to face with the writer he would effervesce all over one's necktie. Many a man takes a page to say what ought to be said in four lines. On the other hand, there are letter writers so uncouth in the handling of words that they seem rude when really they only want to be brief. The only cure for a writer of this sort is for him to spend some months with any good English composition book trying to learn the language.

The second cla.s.s of letters--those in which it is presumed that the recipient will not want to read--comprises all the circular letters.

These are selling or announcement letters and it is hoped that they will play the part of a personal representative. The great bulk of these letters are sales letters. Their characteristic is that the writer and the reader are unknown to each other. It is not quite accurate to say that the reader will never want to read the letters--no one knows how many of the millions of circular letters sent out are read. A farmer will read practically every letter that comes to him; many business men will throw every circular letter into the waste basket unread. It is well to a.s.sume in this kind of letter, however, that the recipient does not want to read it but that he will open and glance at it. It is up to you to make such a good letter that the first glance will cause him to read more.

There is no way of catching the man who throws letters away unopened; any attempt to have the envelope tell what the letter should tell is apt to be unfortunate, because it will have no effect upon the inveterate t.o.s.s.e.r away and may deter even some of those who commonly do open circular mail. The best method is to make the letter look so much like a routine business letter that no one will dare to throw it away without investigation.

The cost of a sales letter is not to be reckoned otherwise than by results. The merit of a sales letter is to be judged solely by the results. Therefore it is not a question of what kind of letter one thinks ought to produce results. The single question is what kind of letter does produce results.

There is only one way to ascertain results, and that is by test. No considerable expenditure in direct mail solicitation and no form letter should be extensively used without an elaborate series of tests.

Otherwise the money may be thrown away. The extent of the tests will depend upon the contemplated expenditure. Every concern that sends out many sales letters keeps a careful record of results. These records show the letter itself, the kind of envelope, the typing, the signature, and the kind of list to which it has been sent. Thus a considerable fund of information is obtained for future use. This information, however, has to be very carefully handled because it may easily become misinformation, for we cannot forget the appeal of the product itself.

No one as yet has ever been able to gauge in advance the appeal of a product.

Some apparently very bad letters have sold very good products. Some apparently very good letters have quite failed to sell what turned out to be bad products. Therefore, the information that is obtained in the circularizing and sale of one product has to be taken warily when applied to another product. It should be taken only for what it is worth, and that is as a general guide.

[Ill.u.s.tration: Specimens of business letterheads]

Several concerns with a mind for statistical information have in the past so carefully compiled the effectiveness of their letters, but without regard to the product, that they have discovered an inordinately large number of things that cannot be done and extremely few things that can be done. This is the danger of placing too much faith in previous experience. One of these companies entirely discarded its records of what could not be done and started afresh. They found that several of the methods which they had previously used and discarded happened to do well under changed conditions and with different products.

If any large expenditure be contemplated then many tests should be made.

The kind of envelope, the manner of addressing, the one cent as opposed to the two-cent stamp, the kind of letterhead, the comparative merits of printing, multigraphing, or electric typewriting, the length and composition of the letter, the effect of the return card, the effect of enclosing a stamped return card or a stamped return envelope, the method of signing, and so on, through each detail, must be tried out. No test is ever conclusive, but very little information of value is to be obtained by circularizing less than five hundred names. These names may be taken sectionally or at random. The sectional method is somewhat better, for then comparison of results in several sections may be made, and it may turn out that it would be well to phrase differently letters for different sections.

The returns on the letters are not of themselves conclusive. If one section responds and another does not, it is well to look into business conditions in the sections. It may be that in one section the people are working and that in another there is considerable unemployment. The main point about all of these statistics is to be sure that what one terms results are results, bearing in mind that it is the test and not what one thinks about a letter that counts.

It is distinctly harmful for any one to say that a letter should be long or short. It all depends on who is going to get the letter. The tendency in recent years has been toward the very long sales letter. This is because in a large number of cases the long letter has been singularly effective. However, the long letter can be overdone. It is the test that counts.

The exact purpose for which a letter is written is to be stated clearly before entering upon the composition. Very few letters will sell articles costing as much as fifty dollars unless perhaps the payments are on the installment plan. Many men of experience put the limit as low as five dollars. Others put it as high as one hundred dollars. It is safe to say that the effectiveness of a letter which is designed to achieve a sale decreases as the price of that which is offered for sale increases. Therefore, most of the letters written concerning more expensive articles are not intended to effect sales. They are designed to bring responses that will furnish leads for salesmen.

Other letters are more in the nature of announcements, by which it is hoped prospects may be brought into a store.

Where the article offered for sale is quite high in price, the letters sometimes may be very expensively prepared. On one occasion the late John H. Patterson, discovering that his salesmen could not get to the heads of several department stores, ordered some very fine leather portfolios. On each portfolio he had stamped the name of the man who was to receive it. They were gifts such as any one would welcome and which no one could possibly ignore. Inside each portfolio were contained a letter and a number of photographs showing exactly what he desired to have the agents demonstrate. Each gift cost about fifty dollars. He sent the portfolios with his compliments. The secretaries of the men that he wanted to interest could not possibly toss them away. They simply had to give them to their princ.i.p.als. My impression is that the entire expenditure ran to several thousand dollars, but as a result some two hundred thousand dollars in sales were effected, for in practically every case the photographs awakened an interest that led to an appointment with the salesman.

The following letters are intended to be suggestive. They cannot honestly be put forward as being more than that. They are all letters that have gained results under certain circ.u.mstances. That they will gain results under new and different circ.u.mstances is a matter on which no one can speak with any a.s.surance. Every sales letter is a matter of cut and try. Some of these letters may produce results exactly as they stand. Others may better be used in combination.

[Ill.u.s.tration: Arrangement of a business letter (block form)]

[Ill.u.s.tration: Arrangement of a business letter (indented form)]

Whether the letter should have a return card or envelope depends upon circ.u.mstances, as also does the inclusion of an ill.u.s.trated folder. The return card is more valuable with a letter that goes to a home than with a letter that goes to an office. Very few men with stenographers will bother with return cards--their stenographers or secretaries will send a note. On the other hand, letter-writing facilities are not so easily available in the usual home and the card is likely to be used. The putting in of a folder sometimes takes away from the force of the letter. It is often better to reserve the folder for a second letter or for answering an inquiry. For once the prospect has written in for more information the whole purpose of the letter changes. The interest can be presumed, and the object of the letter is to give the greatest possible amount of clear information to the end of causing action. Saying too much in the first letter may give the reader an opportunity to reach a conclusion, when the purpose of the first letter is primarily to get a name--a prospective purchaser. Many a salesman kills a sale by talking too much; so does many a sales letter.

SALES AND ANNOUNCEMENT LETTERS

To charge customers selling and announcement letters are sent out before the public advertising. (They can also be used as general announcements by eliminating the portions referring particularly to the charge accounts.)

_Announcing a sale_

BRICE & HASKELL SOUTH MICHIGAN AVENUE CHICAGO

July 31, 1922.

Dear Madam:

As one of our regular patrons, we are telling you in advance of a coming big sale--The August Furniture Sale, which will begin Monday, August 7th. We should like our charge customers to have first choice of the interesting values before they are announced to the public. Therefore we shall have three Courtesy Days, Thursday, Friday, and Sat.u.r.day of this week, when you may come in and make your selections at the Sale Prices.

Our guide in choosing furniture is our clientele, so we feel sure you will find the type of furniture here that pleases you--and in greater variety than usual because we complete our collection for this event.

Prices this year are very attractive. They have been reduced far lower than you will antic.i.p.ate. We should like you to have the advantage in these values soon, and hope you will come in one of the three Courtesy Days.

Very truly yours, Brice & Haskell.

Following are letters of slightly different type:

S. BLACK COMPANY 28 WAs.h.i.+NGTON STREET BOSTON, Ma.s.s.

April 26, 1920.

Mrs. Arthur Moore, 1317 Hillside Avenue, Boston, Ma.s.s.

Dear Madam:

Our Spring Sale of Misses' Suits, Coats, Dresses, and Hats will begin Monday, April 30th, continuing throughout the week.

This sale presents an unusual opportunity to secure seasonable apparel at decided price concessions.

MISSES' SUITS: Smartly tailored suits of English navy serge, navy gabardine, tan covert cloth, imported mixtures, homespuns, and light-weight knit cloths--adapted for town or country usage. A splendid selection of all sizes from 14 to 18 years.

MISSES' COATS: Coats for motor, country club, or town wear, in soft velours, burella cloth, and imported coatings.

MISSES' DRESSES: Dresses of imported serges and gabardines, for street wear, and a number of exclusive knit cloth models in attractive colorings for sports wear--sizes 14 to 18 years.

MISSES' HATS: The balance of our stock of Trimmed Hats at one half their former prices.

On account of the greatly reduced prices, none of these goods will be sent on approval, nor can they be returned for credit.

Very truly yours, S. Black Company.

Note: To our charge customers is extended the privilege of making their selections on Friday and Sat.u.r.day, April 27th and 28th.