238 MANAGEMENT OF DAIRY PLANTS 



be arranged with town names coming alphabetically. If Alta 

 were the first town coming in the order stated, Boone the sec- 

 ond, Colo the third, etc., then the names of the customers 

 (active, prospective, or discontinued) would follow alphabet- 

 ically after the town index. The territory might conveniently 

 be divided into sub-territories known by numbers instead of by 

 names. If such a division is adopted then the cards will follow 

 in numerical order. 



The card files are kept for the purpose of furnishing brief 

 information about correspondence, agreements, or other facts 

 to which it is desirable to refer without having to read through 

 a mass of correspondence and records. A firm may write a 

 circular letter to prospective customers. A notation thereof is 

 made on a card; no answer may be received, and a second cir- 

 cular letter is written, which is again noted, etc. A notation is 

 also made if a reply is obtained. Further reference may be 

 made to any particular letter which is of special importance, etc. 

 This card, in short, contains a brief summary of what the com- 

 pany knows about a certain firm or individual. 



FORM XX 

 REPORT CARD ON PROSPECTIVE CUSTOMERS 



Name Special information 



Address 



Kind of business 



Financial Standing 



Special report 



Circular letter No Date 



Circular letter No Date 



Reply to circular letter 



No Date 



Content 



A letter should be written or preferably a personal call 

 should be made immediately after it has been discovered that a 

 customer has discontinued to buy goods. The longer two 



