when 500 letters are being sent out at one time, before a formidable mass of paper accumulates if carbons are taken of each letter.
Structure of the Letter.
In the same manner that the personal appearance of a collector, or the manner in which he presents a bill, affects its collection, so likewise does the appearance of a letter reflect the standing of the house from which it emanates, and enables the debtor to form a mental picture of the sender, and to base his future actions accord- ingly. The letter is an emissary from the house to the customer, a medium for the transaction of business be- tween two parties who, it not infrequently happens, have never seen each other, and who perhaps never will. It is imperative therefore that the letters which are sent out create a favorable impression upon the recipient.
To begin with, the collection letter must carry the Tight tone. Let the debtor feel that you are fair, con- siderate of his problems, and are willing to help him to any reasonable extent, until you are convinced that he deserves no further consideration. Visualize him, study the conditions surrounding him, place yourself in his position and try to imagine how you would act in response to the same letter if it were sent you. Getting the right tone, the personal tone, to your letters is largely a mat- ter of having an interest in your work and a personal in- terest in the debtor and his problems. Write to him as you would talk, were you and he side by side in the office. Do not be afraid to use the personal pronoun
