Even though routine messages are usually short and simple it is vital between a company and its customers. The three-step writing process is a great way to produce these messages effectively and efficiently:
- Planning a Routine or Positive Message:
- Writing a Routine or Positive Message:
- Completing a Routine or Positive Message:
Like all other business messages a routine message has three parts
- the opening
- The body
- The closing.
Routine request
When writing a Routine request use the direct approach:
- State the main idea by stating your request up front it will stand out and get the most attention.
- Pay close attention to the tone of your request by giving careful thought to what you are going to say.
- Work under the assumption that the audience will comply.
- Be sure to be clear with your reasoning to make this happen.
- Be specific; what do you want and be sure the audience knows it
Use the body of your message to explain your request. The body of your message should provide a clear explanation of what you need. This list of questions helps organize your message and help your audiences identify the information you need
- Ask the most important questions first.
- Ask only relevant questions.
- Deal with only one topic per question
End with a closing that is courteous and serves as a reminder of what is you need
- Be specific as to what you need
- Tell your audience how to reach you if necessary
- Let your audience know who much you appreciate their efforts
- End with a closing expression of goodwill
The link below can assist you writing a routine request. http://www.slideshare.net/mmedina/routine-request-letter-ii
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