Information Technologies Inc.
Mail Merged Letters


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Personalized envelopes get opened and Friendly letters get read!



• The letter
• The envelope
  • Content of your letter
  • Personalizing your letter



The letter
      A mail merge is used to personalize your letters.  A mail merge is the process of integrating raw data from your list with a standard letter. Mail merged letters appear professional and personal and do not portray mass mailings which are often considered to be junk mail and are ignored by most people.
      We custom tailor your letters and print your return address and the recipients address directly on the envelope and we use postage stamps, not metered postage. We don't use labels or window envelopes because this takes away from the personalization of the envelope and makes the mail piece look like junk mail.
      We can personalize your letter by adding the recipient's full name and address, a personalized greeting, or any type of information from your database, such as a Case #, Loan #, Lien information, Mortgage information, the possibilities are endless. Certain programs could be written to make your merged letters more personal and friendly; for instance, a different salutation for individuals vs. businesses can be used. Your signature is embedded into the closing of your letter so there is no need to personally sign each letter. Other complicated scenarios such as variable printing can be used if you have multiple office locations and recipient locations, or if the content of your mail piece changes based on some variable in your data; we have many solutions, that can make your mail pieces more personalized and increase your response rate.

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The envelope
      The envelope's job is to motivate the recipient to open the mail piece. The recipient's decision whether to open, set aside, or discard the mailing piece takes just one or two seconds.  Regardless of the volume of mail a person receives, whether at home or a place of business, the envelope must distinguish itself from other mail by its appearance and any message that might be written on it. If an envelope looks threatening, too lavish or is unwanted junk mail the recipient will throw away up to 68% of the mail unopened!
      Be candid with the recipient of the mail and don't try to trick them into opening up the envelope. Always use a complete return address that includes a business name or person's name printed on the top left hand corner of the envelope.
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The content of your sales letter
      What do you want the prospect to do when they open your letter? A good direct mail piece combined with a good list can generate a response rate of 1-3%.  In our 11 years of direct mail marketing we have found that a customized letter and envelope must give the reader a sense that you are intimately familiar with the concerns and needs of the person to whom the letter is addressed.
      Your personal sales letter replaces the face-to-face selling and can typically spell out the benefits of the services or products offered in detail. You can effectively communicate to them that you are an expert in your field and that you have the ability to help them in their current situation.  Many experts believe that once your envelope is opened, you have about 10-15 seconds to sell the reader on your service or product; the majority of people will not spend a long time reading and analyzing your material; therefore including more pages in your mail piece will not necessarily increase your response rate.  We recommend you be short & brief, to the point, use examples if needed to clarify a scenario, and be honest and realistic.
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Increase effectiveness by personalizing your letter
      A one-page personalized letter is effective and should be written in a conversational style. It should be factual and to the point. Readers often get bored and will skim through your letter, so bolding or underlining certain words, sentences, questions or statements helps to get the point of your letter across very quickly.
      Because mailing a letter is so economical you should also consider mailing a series of similar mail pieces frequently to your target audience.  Toll-free numbers are often prominently displayed to allow the recipient to respond via telephone and you should also include your company address, phone number, fax number, email address and web site. Your signature is printed in the closing of the letter and your name or business name is printed on the return address so the reader should know that they could contact you personally at your direct number. All calls or emails should be answered promptly. Never direct the call into a voice mailbox.

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