|Our view is that media and vendor inquiries are some of the most important events in the day-to-day routine of legendinc.com. They represent real opportunities for our clients and for us. So, even though we discourage non-productive telephone, fax and email inquiries, we still take our media and vendor relationships very seriously and we will always respond if approached thoughtfully. So, here is the best way to get our attention:
1. No unsolicited information. Send a thoughtful e-mail with your ideas on how your services could benefit our clients. DO NOT mail large packages of preprinted brochures and pocket folders with innumerable inserts. DO NOT email pdfs and other attachments. We know they save you time, but they are either thrown away without opening or, as a rule, our email defense system strips them prior to the email's arrival in our database. This is also true of unsolicited faxes and voice mails which all are part of our computer system as well.
We are much more interested in YOUR thoughts and ideas than in pre-printed blurbs. Once we have you in our database, requested attachments will be accepted. But with over 2000 incoming e-mails and faxes a day, all unsolicited documents are rejected.
Requested format.If you do not have a direct email contact at legendinc.com, email to: firstname.lastname@example.org and (if you use your own email program rather than clicking on our link) include in the subject the words "Vendor inquiry" or "Media inquiry" PLUS the name of the client you think your services would be good for. Our filters will remove things like: "Checking in," or "Have we got something for you." Without a client your email will be caught in the spam filter.
3. Wait to hear back from us. It could be a few days, but more than likely it will much quicker than you think.
4. Do not request meetings. If we feel a meeting is needed, we will request it. As a rule we do not do lunch. We do business the old fashioned way: direct and on topic.
5. Vendors: All vendor services are selected on the basis of competitive bidding, so even if one of our clients referred or recommended you, vendors will still be selected in the protocols of our normal bidding procedures. Price is a factor, so is knowledge and experience, and service is very important. We work hard at being easy to deal with: we do everything electronically. We will be either using your ftp site or ours; all purchase orders and invoicing should be done via email. Technologically saavy vendors have a stronger sales pitch with us.
6. Media: We budget annually for all clients during, or just before, the fourth quarter, so if you are coming in mid-year, it can be tough. But, a thoughtful proposal, with introductory incentives (for the client) can make a difference. Comparative analysis of past schedules of competitors can also be very helpful. Editorial adjacencies or schedules can also be persuasive. In depth circulation anlysis, client specific, is also very good. But, your thoughtful email is the most important communication. Always include Website addresses and indicate whether your prices are commissionable or not. Be sure to review client Internet sites for information to make your email accurate.
7. We are happy to get to know new vendors and media. We use new vendors and new media all the time. Annually, we deal with between 600 and 1000 media and vendor resources for services. So, follow our procedures and we will have a mutual and productive relationship. Phone calls are only for our clients and for emergencies. We know you may have a list you are calling, but if we are on your routine call list, take us off and follow the procedures above.
8. Once we initiate a relationship. Always remember that we are the agency for a disclosed client and as such we act and purchase services on their behalf. All payment cycles are based on that relationship, not the vendor relationship. Our bills are all due in 15 days of receipt. We bill when our project is complete. Sometimes, when a project stretches out too long, we do bill "in progress," but not usually. So, once we bill a project and are paid, we disburse all media and vendor fees within a few days. So, depending on your billing cycle,when you came into the project, and the progress of the project, you may have to wait more than a normal 30 day cycle. We work hard to avoid this, but it does happen. Media bills are billed from insertion orders so this reduces the time involved. But other vendor services often involve delivery and other charges difficult to determine before everything is complete. On a first project this process may be a little different for you, but we have never lost a vendor relationship over payment.