Writing Better Business Letters (1950)

[Music] the martial record shop like all decisions receives many different kinds of letters from many different persons and miss Elaine Thomas like workers and other offices is ready to read and act on these business letters some letters receive prompt attention the brothers don't make out so well here's an example what certain albums what size and color miss Thomas can't do anything with this letter right now she sets it aside until she has time to write for more information you can be sure she'll look after her other letters first here's a letter that catches interest and will get prompt attention why because it's meet in appearance and easy to read letters like this don't just happen they are planned before me wrote this letter Jim Randolph had written another Jim's first letter wasn't so good his friend Eddie with whom he was spending the summer told him so Eddie was sure the letter would never accomplish its purpose and he was right whose arrangement of the records with a sin how would they be paid for and how could the boys be sure the records would arrive in time for next week's party no they better write another letter say here are my class notes our business letters maybe we can put them to work here a letter takes the place of a personal visit takes the place of a personal visit where is this record shop anyway num1 that's your hometown isn't it yeah that's the place where I buy all my record well let's think of how it would be if you went there to get these records oh then we'll write a letter to do the same thing check this notebook is a lot of good suggestions like that now what do you do when you go to the record shop wait a minute let me have the letter now I'll just follow along and torment you to make any changes now first of all you go up to the clerk ingredient don't you her it's a woman her name's Elaine Thomas alright you greet her you say good morning miss Thomas then you tell her what records you want that's right I want the recordings up meet me at the corner that Sally and blue blue but Miss Thomas wants to know which recordings there are lots of different arrangements you know oh yeah well I want the twin sisters recordings of course all right and just to make sure you check the record catalog and find the exact records you want by number miss Thomas takes down the numbers and goes to get the records mm-hmm I ought to put the record numbers in my letter then when Miss Thomas brings the records she figures up my bill then I pay her that's all there is to it she has to give you the package and then you thank her for her service don't you yes I guess so hey your letter should do the same things but that doesn't take care of everything let's see be brief be clear be courteous a letter should make a good impression that depends first upon its appearance form is important if you use block style use it for your address and the address of the letter and on the envelope - or if you use indented style use the same style all three places use form consistently to give a businesslike impression on Jim's first letter there was both block style and indented style and it was badly centered for pleasing appearance a letter should be in the center of the page then you'll give a neat impression a good first impression so in rewriting his letter Jim will pay attention to form and centering Eddy will check the wood age while Jim types it's better all around to type a business letter if you can't write with ink in good clear handwriting and make a carbon copy for yourself they move this catalogue to look up the numbers alright what's first your address of course oh yeah sure there's my address in the date now the address of the letter might as well address a letter to miss Elaine Thomas now you gotta be sure that the letter goes to the right place so put the complete address on it yeah let's see marshal record job or for a folks close to the 5 now remember the letter takes the place of a visit so you've got to greet miss Thomas and courteously yeah not good morning but dear miss Thomas now you come right to the point of your letter when you please send me the swing sisters recordings of meet me at the corner sand Sally and blue blues these are Regal record numbers 3 8 9 old 375 1 & 3 808 priced at 85 cents each how's that sounds good so far now you want to pay for the records how about making that a new paragraph good idea I am close a money order for 2 dollars and 55 cents for the 3 records what about postage oh they'll pay that annan order over $2 I understand you will pay postage on this order now the hurry the order I need these records by July 22nd and since I have always received prompt and helpful service from you in the past I feel sure you can fill this order by that time by that time that's that year a good bit of courtesy and appreciation will help now I don't want to say goodbye I want you oh yes Sincerely Yours Jim Randle looks pretty good better sign your name though say you know Northbrook there are some questions to ask about business letters let's see if our letters up to par the questions oh here those general rules be brief be clear be courteous I guess the letter does those things it really is like paying a visit to the shop oh here those questions is the letter neat in good form well centered yeah and each request clear mm-hmm is the letter specific as to size type color and price yes it is does the letter begin with a proper sanitation and end with a complimentary clothes check you ought to get those right yes Jim's letter will receive prompt attention and good service a good letter accomplishes its purpose and here are other letters which will receive good service other they are different kinds of business letters they follow the same rules they are clear brief and courteous each letter gives a good impression of the writer and takes the place of a personal visit a letter of complaint should be especially courteous just as you are courteous when you make a claim in person a sales letter must be brief and clear the salesman who calls in person takes care not to waste his customers time and so with a letter of application you're much more likely to get the job if your first letter makes a good impression whatever the purpose of a business letter it will serve best if it is clear brief and courteous here are Jim's records ready to be mailed to him that is prompt service the records will arrive in time for the party because Jim planned and wrote a good business letter a letter that urged action a letter that successfully took the place of a personal visit a business letter that was clear brief and courteous