Tutorial for “Transmit an Advertising Copy to a Magazine or Other Media”

Tips

The major function of this letter is to assure that the advertising copy is routed properly.

Steps

1. Identify what you have sent and the purpose of the material.

Sentences

  • Enclosed is camera-ready copy for the July issue of the magazine
  • I have attached a signed contract and the art for an advertisement to be run in the next issue of the magazine
  • Will you please run the enclosed material in the May issue of the paper.
  • Enclosed is the video tape of an advertisement to be run on Channel 5, according to the schedule worked out with John Doe.
  • Enclosed is an audio tape of an advertisement to be aired on your radio station, according to the schedule you arranged for me.

Phrases

  • according to the prearranged schedule
  • advertisement to be run
  • as John Doe requested
  • audio tape of an advertisement
  • camera-ready material
  • copy that you requested
  • copy for the February issue
  • documentary purposes only
  • for promotion purposes
  • here is a copy
  • interview with some
  • made for the purpose of
  • please review the attached
  • run in the next issue
  • schedule you arranged for me
  • submitted for your review
  • to be aired on your radio station
  • video tape to be considered

2. Discuss contract arrangements or other matters.

Sentences

  • A signed contract is also attached.
  • A check is enclosed for $568.90, the full amount of the three-issue run of the advertisement.
  • Please bill my account.
  • I have also enclosed my signed copy of the contract prepared by your account executive, Jane Doe.
  • This work is to be billed according to the specifications of my year-long contract.

Phrases

  • according to the specifications
  • bill the company's account
  • charge to account #
  • complete amount for
  • contract prepared by
  • details of the contract
  • discuss contract arrangements
  • enclosed my signed copy of
  • enclosed is a check
  • extend the deadline
  • full amount due
  • payment specifications
  • payment due by next week
  • prearranged agreement
  • renew the contract
  • send the bill to
  • signed copy of the contract
  • year-long contract

3. Explain how the reader can get further information.

Sentences

  • If you have any questions or problems, please contact me or Jane Doe in the advertising department of Doe Corporation.
  • I believe everything is in order, but if you see problems, please call.
  • We are concerned about the fidelity of the colors, so we would like you to be aware of some potential problems in that regard.
  • The advertising copy may be a little controversial, so please let me know if this is going to be a problem for you.
  • My advertising director is available to answer any questions. Please contact Jane Doe at 555-5555.

Phrases

  • any problems or questions
  • be aware of possible
  • call me and we will
  • contact me when
  • difficulties in processing
  • everything is in order
  • firm up details
  • handle the situation
  • have some concerns regarding
  • if you have any questions
  • if you need to make changes
  • in the event that
  • my FAX number is
  • need frequent communication for
  • please let me know if
  • questions or concerns
  • should you have any problems
  • suggest we stay in close contact
  • telephone me any time

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