In this lecture you will learn to:
•Why you follow the customs of your audience when making
requests across cultural
boundaries.
•Clearly state the main idea of each direct request you
write.
•Indicate your confidence that the request will be filled.
In this lecture you will learn to:
•Provide a sufficient detail for the reader to be able to
comply with your request.
•Clarify complicated request with lists and tables.
•Close with a courteous request for specific action.
For Organizing Direct Requests:
•State the request or main idea.
•Give necessary details.
•Close with a cordial request for specific action.
Direct Request:
•This approach works well when you request requires no
special tact or persuasion.
•Example.
–HKB’s store managers are certainly interested in helping
Levi’s increase sales, just as
distributors are interested in filling a HKB order.
Main Idea of the Request:
•General rule for the first part of the direct request is to
write not only to be understood but
also to avoid being misunderstood.
•Be aware of the difference between a polite request in
question form (which requires no
question mark) and a question that is part of a request.
Example.:
Justification, Explanation and Details:
•In the middle section
–Call attention to how the reader will benefit from granting
your request.
–Give details of your request.
•Ask the most important question first. Then ask related,
more specific questions.
•Use numbered list when you’re requesting several items or
answers.
Placing Orders:
•Order letters are like good mail order forms, although they
also provide more room for
explaining special needs.
•When placing an order, you don’t need to excite your
reader’s interest; just state your
needs clearly and directly.
Requesting Routine Information and Action:
•When making a routine request, say
–What you want to know.
–Why you want to know.
Did Kate Kingsley demonstrate to work
smoothly with client?
Would you please help us determine
whether Kate Kingsley is a suitable
applicant for a position as landscape
designer.
Question that is Political Request in Question part of a
request
Form
–Why it is in the reader’s interest to help you.
Request to Company Insiders:
•A request in memo form
–Provides a permanent record.
–Saves time and question.
–Tells precisely what is needed.
–The Basic Request is stated at the beginning.
–The next two paragraphs explain the problem
That made the inquiry necessary.
–The final paragraph requests action and, with
a built-in Questionnaire, makes a response day.
Example i.e. MEMO:
•The Memo begins with the central question.
•A little background information orients the reader.
•The numbered questions focus responses so that they will be
easier to tally.
Structure of Customer Letters:
•The opening paragraph states the reason for the letter. The
frank request should arouse
curiosity and encourage a frank response.
•The request for action should be devised for uncovering
trouble without actually suggesting
that there might be trouble.
•The actual request for action is left unstated until the
end so that it leaves an impression.
Requesting Claims and Adjustments:
•Claims ( Formal Complaints)
•Adjustments ( Claim settlements )
•You are entitled to request an adjustment whenever you
receive a product or experience
service that doesn’t live up to the supplier’s standards.
Making Routine Credit Requests:
•The first step in requesting credit is to get an
application form.
•The second step is to supply the necessary information.
•Order letters are often combined with a request for credit.
In this lecture you learnt to:
•Why you follow the customs of your audience when making
requests across cultural
boundaries.
•Clearly state the main idea of each direct request you
write.
•Indicate your confidence that the request will be filled.
In this lecture you learnt to:
•Provide a sufficient detail for the reader to be able to
comply with your request.
•Clarify complicated request with lists and tables.
•Close with a courteous request for specific action.
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