Business Correspondence, Vol. 1: How to Write a Business Letter

by Anonymous

HOW TO GET A POSITION AND HOW TO HOLD IT

Is the title of a little book that business men and editors say is the most sensible and helpful thing ever printed on its subject Contains the boiled-down experience of years. Written by an expert correspondent and high-salaried writer of business literature who has hunted positions for himself, who has been all along the road up to places where he, in turn, has advertised for employees, read their letters, interviewed and engaged them—who is now with a company employing 2700 of both sexes and all grades from the $3 a week office boy to a $75 a week specialist.

HOW TO GET A POSITION AND HOW TO HOLD IT treats of what one should be able to do before expecting to find a good position; takes up the matter of changes; advises how long to hold the old position; tells what kind of a new position to try for; explains the various ways of getting positions; suggests how the aid of prominent people can be enlisted; shows the kind of endorsements that count; teaches how to write letters of application that COMMAND attention; gives hints on preparing for the interview and on how to make the best impression; tells what should be done when you are selected for a position and take up your duties; deals with the question of salary before and after the engagement; with the bugbear of experience; the matter of hours; and gives pages of horse-sense on a dozen other important topics. The clear instructions for writing strong letters of application, and the model letters shown, are alone worth the price of the book. Not one in a hundred—even among the well- educated—can write a letter of application that convinces.

How many of yours fail? The engagement usually depends on the interview; and the interview cannot, as a rule, be obtained without the impressive letter. Consequently, the letter is of tremendous importance.

If you carry out the suggestions set down in plain language in this little book, you can hardly fail to land a position. And I am offering the book for twenty-five cents a copy. Just think of it! The principles and plans outlined in its pages have been the means of securing high-salaried positions for its author and for others, and this valuable information is yours for the price of five car rides.

This is my offer: Send me a 25-cent piece in the enclosed coin-card, or twenty-five cents in stamps, and I'll mail you a copy of HOW TO GET A POSITION AND HOW TO HOLD IT. If, after reading the book, you do not feel it is worth many times its cost, just tell me so and return the copy in good condition. I'll send your money back without any quibbling. Could any offer be fairer?

Order today—now. Next week there may come to your notice an opening that may be the chance of a lifetime—when my little book will be worth its weight in gold. Besides, it tells how to create openings when none are advertised. You need not write me a letter. Just write your full name and address on the back of this sheet and wrap your stamps up in it, or put your name and address on the coin-card after you have enclosed the 25-cent piece. I'll understand.

Write plainly. I am selling the book so cheaply that I cannot afford to have any copies go astray in the mails.

Yours truly,
[Signature: Charles Black]

* * * * *

Now as to the other kind of original sales letter—the one that is merely the first of a series of three or more letters skillfully planned to build up interest until the climax, the purchasing point is reached. This letter is really a combination of the two kinds. If you can land the order with the first letter, you want to, of course. But you know you can expect to do this only in a small percentage of cases. So while you must put into the initial letter enough information to make your proposition clear and must give at least one good reason for buying, you must keep good convincing sales talk in reserve for the succeeding letters. And you must plan this first letter so that the re-enforcements to follow will logically support your introduction.

This can best be illustrated by a clever first letter from a very successful series. The manufacturer of a $5 fireless cooker planned a letter campaign to induce hardware dealers and department stores to buy a stock of his product.

The first sales letter of the series scored strongly on one or two points and at the same time paved the way for the second letter:

Dear Sir:

Are you ready for the woman who wants a fireless cooker but can't pay ten or fifteen dollars?

The aggressive advertising done by the manufacturers of fireless cookers and the immense amount of reading matter published in women's magazines about the fireless method of cooking has stirred up a big demand.

But just figure out how many of your customers can't afford to pay $10, $12 or $15.

Think of the sales that could be made with a thoroughly reliable cooker at $5—one that you could feel safe in standing back of.

It's here!

We had the $15-idea, and we worked out the prettiest cooker you ever saw at any price. But we got together one day and figured out that the big market was for a low-priced cooker that every woman could buy.

How to get a Jenkins-quality cooker, one that a retailer would be proud to sell, down to the retail price of $5 was the question. But we figured our manufacturing up into the tens of thousands, and the enclosed folder tells about the result.

Our advertising next month in the Woman's Home Companion, Ladies'
Home Journal, Ladies' World, Good Housekeeping, Everybody's,
Cosmopolitan and McClures will do big things for you if you have the
Jenkins $5 Fireless Cooker in your window.

We have a good sized stock on hand but they won't last long the way orders are coming in from far-sighted retailers.

How would a dozen do as a starter for you?

Yours truly,
[Signature: Black & Black]

* * * * *

A letter of this kind should be effective because it gives enough information to make a sale in case the reader is an unusually good prospect, and at the same time it lays a good foundation for the second letter.

Are you willing to make more money on soap?

Yes, we suppose you are carrying many soaps, but when a distinctive soap is advertised as thoroughly as we are advertising WESINOD, it actually creates new trade, and of course you aren't sorry to see new faces in the store.

WESINOD SOAP has the curative and beneficial effects of Resinol Ointment, which is now used so extensively by the medical profession.

WESINOD SOAP is more than a cleanser: it is a restorer, preserver and beautifier of the skin, and as such is attracting the favorable attention of women.

Enclosed is a reproduction of our advertisement in the magazines this month and a list of the magazines in which the copy appears.

We are educating 10,000,000 readers to feel the need of WESINOD
SOAP.

A supply of our liberal samples and a trial order to be used in a window display will show you the possibilities.

May we send samples and a trial gross?

Yours for more soap money,
WESINOD SOAP COMPANY

* * * * *

This is a strong selling letter that interests the reader, disarms his natural objection to adding an additional line of soap and presents briefly convincing reasons for stocking with Wesinod. While this letter is intended to get the order, it effectively paves the way for further correspondence

* * * * *

It is unnecessary to take up here the elements that should go into the sales letter—attention, interest, argument, proof, persuasion, inducement and the clincher. But it is well to emphasize three points that are especially important in the original letter in the series: confidence, price and the close.

You may be sure, that unless you win the confidence of your prospect from the start, your whole campaign is going to be a waste of time, paper and postage. Distrust and prejudice, once started, are hard things to overcome by mail, particularly when you are a concern or individual unknown to the man to whom you are writing.

Dear Sir:

''If your magazine pulls as well as the Blank Monthly I will give you a twelve-page contract.''

That remark wasn't meant for our ears, but one of our solicitors couldn't help overhearing it. It was made by a prominent advertiser, too. We wish we could give his name, but when we asked permission to quote he smiled and said he'd rather not. So, we'll have to refer you to our advertising pages.

But the remark speaks pretty well for the Blank Monthly, doesn't it? It's not surprising, though. The Blank Monthly goes into 151,000 homes. It is taken and read by the best class of technical, scientific and mechanically inclined men, representing one of the choicest classes of buyers in America.

Our subscribers are great buyers of things by mail. Dozens of our advertisers have proved it. They don't sell shoddy or cheap goods, either. That's why we believe your advertising will pay in the Blank Monthly. If we didn't believe it, we shouldn't solicit your business.

Try your copy in the June issue, which goes to press on April 27— last form May 6.

If you send copy TODAY, you will be sure to get in.

Very truly yours,
[Signature: M. O. Williams]

* * * * *

The quoted language gives the opening of this letter an interesting look. The first three paragraphs are strong. The fourth paragraph is merely assertive, and is weak. A fact or two from some advertiser's experience would be much better

* * * * *

And so with this in mind, be careful of the tone of your letter. Be earnest, make reasonable statements, appeal to the intelligence or the experience of the reader and deal with specific facts rather than with mere assertions or claims. There is no inspiration to confidence in the time-worn claims of "strongest," "best," and "purest". Tell the facts. Instead of saying that an article is useful in a dozen different ways, mention some of the ways. When you declare that the cylinder of your mine pump is the best in the world, you are not likely to be believed; the statement slips off the mind like the proverbial water from a duck's back. But when you say that the cylinder is made of close-grained iron thick enough to be rebored, if necessary, you have created a picture that does not call for doubt. But watch out that you don't start an argument. Brander Mathews gives us a great thought when he says that "controversy is not persuasion." Don't write a letter that makes the reader feel that he is being argued into something. Give him facts and suggestions that he can't resist; let him feel that he has convinced himself. This paragraph fails of its purpose, simply because it argues. You can almost picture the writer as being "peevish" because his letters haven't pulled:

"This stock is absolutely the safest and most staple you could buy. It will positively pay regular dividends. We stand back of these statements. You must admit, therefore, that it is a good buy for you. So why do you hesitate about buying a block of it?"

* * * * *

On the other hand, this appeals to the investor because it has genuine proof in it:

"No stockholder of ours has lost a dollar through fluctuation in the price of the stock, though we have been doing business for fifteen years. Our stock has been readily salable at all times. No dividend period has ever been missed. The quarterly dividend has never been less than 2-1/2 per cent. During the depression of 1907-1908 our stock maintained itself at 40 per cent above par when other industrial stocks were dropping to par or below. Surely, here is an investment worth your investigation."

* * * * *

Telling specific facts helps to produce conviction as well as to create confidence. Not every one is a genius in the handling of words, but every writer of a letter that is to bristle with conviction must use his imagination. He must put himself mentally in the place of the typical customer he is addressing and use the arguments and facts that would convince him. The writer should try to see himself enjoying the foods or service—picture his satisfaction. Then he has a better chance of reproducing his picture in the mind of the reader.

For instance, read this paragraph of idle assertions:

"Buy our hams once and you will buy them always. All of our meat is from young hogs, and is not tough, but is high-grade. Nothing but corn-fed stock is used. We guarantee the quality. We use good sugar in curing our hams, the best quality of saltpeter and some salt. The result is a natural flavor that can't be beat. We challenge competition."

* * * * *

And now contrast it with this real description of the same product, calculated to create confidence in the trademark it bears:

"This mark certifies that the hog came from good stock, that it was corn-fed in order that it might be firm and sweet—that it was a barrow hog, so that the meat would be full-flavored and juicy—that it was a young hog, making the ham thin-skinned and tender—well-conditioned and fat, insuring the lean of the ham to be tasty and nutritious. The mark certifies that the ham was cured in a liquor nearly good enough to drink, made of granulated sugar, pure saltpeter and only a very little salt; this brings out all the fine, rich, natural flavor of the carefully selected meat, and preserves it without 'salty pickling.'"

* * * * *

Note how much more graphic the second paragraph is than the first, and every statement is backed up by a logical reason.

The testimony of other people, especially of those in positions of authority and those who would not be suspected of bias, has much convincing power. There is nothing in the contention that "testimonials are out of date." They constitute the strongest kind of support. But get testimonials that really say something. The man who writes and says that he got out of the book he bought from you an idea that enabled him to make a profit of $50 the first week, says a thousand times more than the man who writes and merely says that he was pleased with his purchase.

Let price come in the letter just about where it would come in an oral canvass. The skillful salesman of high-priced shirts doesn't talk about the $3 price until he has shown the shirt and impressed the customer. If price is the big thing—is lower than the reader is likely to imagine it would be—it may be made the leading point and introduced at the outset, but unless it is an attraction, it should be held back until strong description has prepared the reader for the price.

The method of payment and delivery must be treated effectively in the closing paragraphs. The following plans all have their use:

Offer to send on free trial for ten days or longer;

Offer to send for free examination, payment to be made to express agent when examination has shown article to be satisfactory;

Offer to send on small payment, the small payment to be a guarantee against trifling, balance payable on examination;

Offer to sell on easy-payment plan;

Offer to sell for cash but with strong refunding guarantee;

Offer to supply article through local dealer on reader's authorization. With such an authorization, the advertiser has a good opening to stock the retailer.

The price feature offers one of the best opportunities to give the letter real inducement. If the price is in any sense a special price, make it clear that it is. Sometimes you can hang your whole letter on this one element.

Reduced price, if the reduction is set forth logically, is a strong feature. One publisher uses it in this fashion:

"We have just 146 sets of these books to sell at $18.50. When the new edition is in, it will be impossible to get a set at less than $25. The old edition is just as good as the new, but we are entirely out of circular matter describing the green cloth binding, and as we don't want to print a new lot of circulars just to sell 146 sets, we make this unusual offer. Now is your chance."

* * * * *

Advance in price is almost as strong. It's a lever to quick action:

"On the 1st of October the rate of the MESSENGER will go up to one dollar a line. If you place your order before the thirtieth of this month you can buy space to be used any time before January 1 next at seventy-five cents a line. After the thirtieth, positively no orders will be accepted at less than one dollar a line. As a matter of fact our circulation entitles us to a dollar a line right now.

"Don't let this letter be covered up on your desk. Attend to this matter now, or instruct your advertising agent to reserve space for you, and get a big bargain."

* * * * *

Price, in this case is, in fact, a part of the close. It spurs the reader to "order now."

Setting a time limit, in which a proposal holds good, is also a strong closer. A large book publisher finds it effective to make a discount offer good if accepted within a certain number of days.

Guarantee offers are strong. Don't content yourself with the old "absolutely guaranteed" expression. Be definite. "Order this buggy, and if, at the end of a month, you are not entirely satisfied that it is the biggest buggy value you ever had for the money, just write me, and I'll take the buggy back without quibbling. Could any offer be fairer? I make it because I've sold 246 of these buggies since January, and so far no man has asked for his money back."

The sum-up is as important a part of the sales letter as it is of the lawyer's speech or brief. It should concentrate the whole strength of the letter at the close, as, for instance:

"So you see that though our machine is apparently high-priced it is really cheaper by the year than another machine. Our offer of a free trial right in your own plant gives you absolute protection. It is quite natural, of course, for us to be desirous of getting your order, but we do not see how you can, from your own point of view, afford not to put the Bismarck in your factory."

* * * * *

And finally, help the prospect buy. The sales letter designed to bring the order must provide an easy method of ordering. In the first place, a great many people do not understand how to order. To others, making out an order is a task that is likely to be postponed. By making it easy for the reader to fill out a blank with a stroke or two of the pen, while the effect of the letter is strong, a great many orders will be secured that would otherwise be lost.

It should be axiomatic that if a letter is expected to pull business through the mails it must place before the recipient every facility for making it easy and agreeable to reply and reply NOW. How this can best be done will be taken up more fully in a separate chapter on "Making It Easy to Answer."

One thing to remember particularly in the case of the original sales letter is that if possible it should have a definite scheme behind it. A reason for the offer, a reason for the letter itself.

A safe-deposit vault was well advertised by sending out letters that contained a special pass to the vault with the name of the reader filled in. Of course the letter gave a pressing invitation to call and allow the custodian to show the vault's interesting features.

Still another clever letter soliciting rentals of safe-deposit boxes proposed that in case the reader now had a box elsewhere, they would take the lease off his hands. In reality they merely gave him free rental until his other lease expired, but the scheme was cleverly planned.

A buggy maker wrote enclosing duplicate specifications of a buggy he had just had made for his own personal use, and suggested that he would have another made for the reader exactly like it and turned under the same careful supervision.

Letters that give the reader something or offer to give him something have similar effect. The letter about a new facial cream will command extra attention because of the small sample of the cream enclosed. In fact, one cold cream company finds it an effective plan to send a sample and a sales letter to druggists' mailing lists or to names taken from telephone books, telling the reader in the final paragraph that the cream can be purchased at the local drug store.

A letter offering a sample can of a high-grade coffee for the name of the reader's favorite grocer will bring a good response and afford the advertiser a strong hold on the grocer.

A favorite method of securing savings depositors is to send a good "savings letter" that offers a free home-savings bank or a vest-pocket saver.

Even calendars may be given out more effectively by sending a letter and telling the reader that a good calendar has been saved for him and asking him to call at the office.

A striking paragraph of a real estate dealer's soliciting letter is one that asserts that the dealer has a client with the cash who wants just about such a house as the reader of the letter owns.

A real estate dealer, whose specialty is farms, has this telling sentence in his original letter: "Somewhere there is a man who will buy your farm at a good price; I should like to find that man for you."

There is hardly a product or a proposition that does not offer opportunity to put some scheme behind the letter. And such a plan doubles the appeal of the original sales letter. But once more, remember, not to put all your ammunition into the first letter. Be prepared to come back in your second and third letters, not simply with varied repetitions, but with more reasons for buying. Make your first letter as strong as you can, but at the same time—pave the way.

The Letter That Will BRING an Inquiry

PART V—WRITING THE SALES LETTER—CHAPTER 17

Comparatively few propositions can be sold in the first letter; in most campaigns it is enough to stimulate a man's interest and get him to reply. This chapter gives specific schemes that have proved successful in pulling answers—in making an opening for the heavy artillery of the follow-up

* * * * *

Think what a problem you would have if you started out as a salesman to sell a certain article with no definite idea of where to find your prospects. You might interview a hundred men before you found one who was interested. That would be pretty slow and pretty expensive selling, wouldn't it?

And think what it would mean if you were to send out broadcast a thousand expensive booklets and follow-up letters only to receive one reply from the one man with whom you effected a point of contact. That, too, would be a prohibitively costly method of selling.

Yet one or both these methods would in many cases be necessary were it not for the inquiry-bringing letter. The inquiry letter is a "feeler"—the advance agent of the selling campaign. It goes broadcast to find and put its finger on the man who is interested or who can be interested, and his reply labels him as the man whom it is worth while for your salesman to see, or, who is at least worth the expense and endeavor of a follow-up series.

The inquiry letter is like the advertisement which asks you to send for a catalogue or booklet. The advertisement writer believes that if you are interested enough to write for the booklet, you will be interested enough to read his sales letters, and possibly become a purchaser. It is the same with the inquiry-bringing letter. It is simply a sieve for sifting out the likely prospects from the great mass of persons, who for many reasons cannot be brought around into a buying mood concerning your proposition.

The great advantage of the letter which induces the recipient to express his interest in an inquiry, is that you not only make him put himself unconsciously under an obligation to read further details, but you give time for the thoughts that you have started to get in their work.

The fact that a man has decided to ask for more information and has put that decision in writing is of considerable psychological value.

The one thing the salesman hopes to find, and the one thing the letter writer strives to create, is a receptive mood on the part of his prospect. The moment a man answers the inquiry-letter, he has put himself into a frame of mind where he waits for and welcomes your subsequent sales talk.

He looks forward with some interest to your second letter. At first there was just one person to the discussion. Now there are two.

In this respect the letter is like the magazine advertisement. Give all the details of a $500 piano in an advertisement of ordinary size, quoting the price at the close, and it is extremely unlikely to bring the reader to the point of deciding that he will buy the piano. It is better to deal with some point of interest about the piano and offer a fine piano book free.

And right here it is worthy of mention that interesting books with such titles as "How to Select a Piano," "How to Make Money in Real Estate," "Bank Stocks as an Investment," or "The Way to Have a Beautiful Complexion," make letters as well as advertisements draw inquiries of a good class.

In other words, offer an inducement, give your man a reason for answering.

When you have written a letter calculated to draw inquiries, put yourself in the position of the man who is to get it and read it through from his standpoint. Ask yourself whether you would answer it if you received it. Test it for a reason, an inducement, and see if it has the pulling power you want it to have.

If you are offering a book, for example, impress the reader with the real value of the book, magnify its desirability in his mind. A paper company does this admirably when it writes:

"The new Condax specimen book is a beautiful thing—not a mere book of paper samples, understand, but a collection of art masterpieces and hand-lettered designs, printed with rare taste on the various kinds of Condax papers. Many have told us it is the finest example of printing they have ever seen come from the press.

"We feel sure you would treasure the book just for its artistic merits, but we are not sending you one now because there is such a tremendous demand for it that we do not like to chance having a single copy go astray and we want yours to reach you personally. We are holding it for you and the enclosed card will bring it, carefully wrapped, by return mail."

* * * * *

Of course such a book must be designed to do the proper work when it gets into the hands of the reader.

It is a mistake to tell a great deal in the inquiry-bringing letter, unless you can reasonably hope to close a sale. A man will act on impulse in ordering a dollar article, but he isn't likely to be impulsive about an insurance policy. If you give him the entire canvass on an insurance policy at the first shot, it will have to be of extraordinary interest and convincing power to close the sale. The subject is new. The prospect has not had a chance to think over the facts. He is suspicious of your power; afraid of hastiness on his own part. He is likely to give himself the canvass and decide "No," before giving you any further chance.

Appeal to curiosity. Arouse interest and leave it unsatisfied.

Remember that your inquiry letter is a definite part of your campaign. Therefore it must be consistent with what is to follow and must pave the way naturally for it. Seek replies only from those who can use and can afford to buy the article you have to sell.

A maker of a specialty machine got out an inquiry letter along this line:

"If you are tired of a salaried job, if you want to get into a big-paying, independent business of your own. I have a proposition that will interest you."

* * * * *

Of course he got a big percentage of replies, for what man does not want a big-paying, independent business of his own? But when in his follow-up letter he stated his proposition, offering state rights to his machine for $5,000, he shot over the heads of 99 per cent of the men who had answered his first letter. His inquiry letter had completely failed of its purpose. It was not selective, it was general.

Dear Sir:

I should like to have you consider buying the enclosed series of talks on advertising for use in your paper.

I am an expert advertising man and I have spent a great deal of time and energy on these talks. I know that they will produce results that will be very satisfactory to you for they are based on the real experience of an expert.

The price of these talks—that is, the right to use the talks and illustrations in your city—is $15, which you must admit is dirt cheap, considering the quality of the matter.

All the progressive publishers are jumping at the chance to get these talks at the low price I am quoting them.

If you do not accept my offer, one of your competitors will certainly do so, and you will lose prestige.

Hoping to hear from you at once and promising careful attention to your valued favors, I am

Truly yours,
[Signature: G. L. Lawrence]

* * * * *

This letter has an unfortunate beginning. The writer starts by considering his own interests rather than those of the publisher. It is not tactful to begin with "I want-to-sell-you-something" talk. The second paragraph is merely an egotistic statement. No facts are furnished to impress the publisher. In the third paragraph price is introduced before desire is created. The fourth paragraph is a palpable boast that will not be believed and an insinuation that the publisher addressed may not be progressive. The suggestion about the competitor is likely to arouse antagonism. The close is hackneyed and the entire letter is rather an advertisement of the writer's inability rather than of his ability

* * * * *

Do not deceive. Nothing is gained by deception in a high grade venture. Your offer to give away a first-class lot in a first-class suburban real estate campaign will make a good class of readers suspicious of you. And though you may get many inquiries from those who are looking for something for nothing, the chances are that the inquiries will be of a very poor quality. Better get two per cent of first-class prospects than ten per cent that will only waste your time. You must not forget that it costs money to solicit people either by mail or by salesmen.