ch7 Writing Routine Business Requests and Replies

Learning Objectives for Business Communication

Effective Strategy for Writing Routine Business Requests

• Opening: Begin with your request using a direct approach; be clear but avoid being blunt.

• Body: Justify your request; provide background information or rationale as necessary.

• Close: Confirm critical details such as deadlines and express appreciation for the recipient's consideration.

Common Types of Routine Requests

Three Common Types with Key Tips:

1. Asking for Information or Action:

   • Provide clear details to facilitate the recipient's response.

   • Consider including any relevant background or context to ease the request.

2. Asking for Recommendations:

   • Recognize that the recommender may feel their reputation is at stake.

   • Make your request as simple as possible, providing any necessary context and guidance.

3. Making Claims and Requesting Adjustments:

   • Start with a clear statement of the issue.

   • Provide a full explanation of the situation leading to the request.

   • End with a polite request that asks for resolution.

Effective Strategy for Writing Routine Replies and Positive Messages

• Opening: State your main idea immediately, whether it’s a positive reply or a routine message.

• Body: Include necessary details and explanations to support your response.

• Close: End with a courteous closing and any follow-up actions that might be required.

Common Types of Routine Replies, Routine Messages, and Positive Messages

Seven Categories with Key Tips:

1. Answers to Requests for Information and Action:

   • Keep replies brief and clear; confirm any expectations to prevent misunderstandings.

2. Messages to Grant Claims and Requests for Adjustment:

   • Tailor your response based on the nature of the situation (who is at fault).

   • Maintain respect and focus on finding a solution.

3. Recommendations:

   • Be aware of your organization's policy before writing a recommendation.

   • Use a checklist to ensure the recommendation is comprehensive if applicable.

4. Routine Informational Messages:

   • Strive for clarity and brevity; anticipate possible responses to enhance the message's effectiveness.

5. Good-news Announcements:

   • Keep the message positive and concise; consider formal news releases for external communications.

6. Goodwill Messages:

   • Ensure the tone matches the occasion; focus on the recipient's perspective rather than your own needs.

7. Instructions:

   • Identify your target audience’s prior knowledge of the subject and follow clear sequences to enhance understanding.

These notes summarize effective strategies and common types of messages in business communication, focusing on clarity, respect, and positive engagement with recipients.