Strategy for Routine Requests in 3 Steps

Routine requests are no exception to business message etiquette. They should have an opening, body, and a close. In this instance it is best to use a direct approach, so your statements are clear, concise, and get to what you are asking. Routine requests can be used when asking for:

(Larry Barkdull Article)

In these cases it is best to open with the request, the body should give explanations to justify the request, and lastly the specific action should be asked for in the closing.

Step One: Putting the Request Front and Center

By putting the request up front, it receives more attention and is perceived as being most important. Although, getting to the point should not occur at the risk of sounding rude and hasty.

A.) Be careful with the tone of your request.
The tone of your request should be soft and show appreciation.Demanding a request may invoke an unfavorable response.
B.) Presume that your audience will agree to your request
If given good reason and justification you can assume your audience will comply with your request. As a result, an eager demand for a quick response is unnecessary.
C.) Give the details
Be sure to ask for exactly what it is that you want. The audience is more likely to fulfill your request if it’s easy for them to know exactly what to do.

Step Two: Lay Out Your Case

The body of message should enlighten the audience as to your request, and explain your purpose. Give all the information needed by avoid long unnecessary information. (Mario Medina Presentation) If applicable, it would be a good idea to show how the reader can benefit from your request. This part of the message should steam out from your opening remarks. It can also be a place to ask questions. These questions will not only organize the letter, but may also help the reader understand what you are asking for. Yet, a few things should be kept in mind when questioning.

A.) Important Questions come First
Questions about your main concern should come first. After that it would be able to ask questions that relate to the original questions.
B.) Applicable Questions Only
In order to make the best use of the audience’s time, ask only questions that relate to your specific request. This will help to get a quick answer.
C.) Make it Easy
Requests that have a lot of components should be broken down into separate questions. This way the reader can attend to each question individually. Not only will this help you get a more precise answer, but it will also show respect for the reader’s time.Also, by providing a framework for the letter it takes a lot of work out of responding which may lead to you getting a better response. (Larry Barkdull Article)
D.) Open-Ended
By asking open ended questions you’re likely to get more information than a simple yes or no question.(Mario Medina Presentation)

Step Three: Wrap it Up

The closing of your message is just as important as the opening and the body. In this close you should have the detailed request, your contact information, and a statement of appreciation and/or goodwill.

A.) Ask for the Action
Again restate your request, be specific. Also, if it is appropriate, give the reader a specific time you would like the response and explain why at that time.(Mario Medina Presentation)
B.) Contact Information
Give the audience all avenues of reaching you. This will make it easy for your reader to respond. Share with them your phone number, email address, your office, office hours, and any other information you have
C.) Appreciate
End the message with sincerely giving a word of goodwill and/or appreciation. Try to avoid the usual cliché endings, make it something new and audience oriented.(Mario Medina Presentation) Do not thank the reader in advance. Upon receiving the answer, if you feel it appropriate to thank them, send them a thank you but only after receiving the response.

References:
Excellence in Business Communication - Thill and Bovee, 9th edition
Chapter 8, Making Routine Requests p. 210-211

Writing a Routine Request Letter (Mario Medina Presentation)
http://www.slideshare.net/mmedina/routine-request-letter-ii

How to Write the Perfect Request Letter (Larry Barkdull Article)
http://www.writeexpress.com/request-letter.html



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