Tip #101 - Creating a Prospectus Response Letter

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If you enter shows or slide registries, you know that generally you must write to the sponsoring organization to get a prospectus or guidelines for that show or registry. I use to make up cards with blank spaces to fill in the name of the show. I would have these cards printed up at a copy shop and then when I needed a propspectus, I would simply fill in the blanks for the particular show and put the card in an envelope with a self-addressed stamped envelope for return of the prospectus. These cards contained the text:

"Please send me the prospectus or guidelines for the competition listed as_______________.

Thank you"

At the top was a blank line for the date, and at the bottom, my name, address and phone number. I got this technique years ago from artist consultant Michael Bell.

In WorkingArtist you can create a prospectus request letter that you can use each time you need to write for a prospectus. Here's how you do it:

1. On the Main Switchboard of WorkingArtist push the Letters/Docs button.
2. On the Letters Sent form, push the New Form Ltr button.
3. On the New Form Letter form, type in Prospectus Request in the Letter Name field. Do not check the Linked Letter Tag.
4. Push the Text button at the top of the form. In the text field you are going to create a variable field. Type in (without quotes):

"Please send me the propsectus or guidelines for the competition listed as [Enter name of show] .

Thank you.

Your Name
Your Address
Your Phone Number"

Whatever you put in brackets will be a prompt for the variable field, in this case, the name of the show sponsor.

5. Save the letter and return to the Letters Sent form.

To test your prospectus request letter:

1. Push the Send Form button on the Letters Sent form.
2. Select the Prospectus Request letter from the Letter Name combo-box.
3. Select the patron you wish to send the request to. If it is a new patron, simply type in the name and then fill out the new patron information on the New Patron form.
4. Enter the date.
5. Press the Save button.
6. On the Enter Text dialog box, enter the name of the show sponsor in the box which says "Enter data here".
7. Push OK.
8. When WorkingArtist asks if you would like to print the letter now, click on "Yes." WorkingArtist will display in preview mode your Prospectus Request Letter.

From now on, any time you want to write a prospectus request letter, simply send the Prospectus Request form letter, enter the name of the show sponser when requested by the program. What could be easier!

You can use your own letterhead to print the letter, or you can set up letterhead within WorkingArtist. To do the latter, push the Letter icon on the toolbar.

Remember to include a stamped self-addresses envelope with your prospectus request letter.