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Efficient Business Communication: Mastering Routine Requests

Learn the essentials of writing routine business requests following the three-step process of planning, writing, and completing. Discover how to state your request, justify it, and conclude with a courteous tone and specific action. Explore various types of routine requests such as business orders, information requests, claims, and recommendations. Improve your communication skills by mastering the direct approach, handling different types of routine replies and positive messages effectively, and reviewing key points. Enhance your business writing with practical tips and guidelines.

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Efficient Business Communication: Mastering Routine Requests

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  1. Writing Routine Requests Business Communication Essentials

  2. The Three-Step Process • Planning • Writing • Completing Business Communication Essentials

  3. Routine Requests • State your request • Justify your request • Conclude your message Business Communication Essentials

  4. State Your Request • Use a courteous tone • Be specific and precise • Assume reader compliance • Avoid personal introductions • Use questions and polite requests Business Communication Essentials

  5. Justify Your Request • Explain the request • Offer reader benefits • Ask questions Business Communication Essentials

  6. Conclude Your Message • Request specific action • Provide contact information • Promote goodwill Business Communication Essentials

  7. Types of Routine Requests • Business orders • Information and action • Claims and adjustments • References and recommendations Business Communication Essentials

  8. Business Orders • State your request • Clarify the order • Provide shipping information Business Communication Essentials

  9. Action and Information • State why you are writing • Explain the request • Ask for specific action Business Communication Essentials

  10. Claims and Adjustments • State the problem • Support your assertions • Propose a solution Business Communication Essentials

  11. Referencesand Recommendations • State the request • Provide a résumé • Say “Thank You” Business Communication Essentials

  12. Routine Replies and Positive Messages • Overall goals • Impart information • Answer all questions • Provide required details • Make a good impression Business Communication Essentials

  13. The Direct Approach • Main idea • Relevant details • Cordial close Business Communication Essentials

  14. Types of Routine Repliesand Positive Messages • Requests for action and information • Claims and requests for adjustments • Recommendations and references • Messages that promote goodwill Business Communication Essentials

  15. Action and Information • Be prompt • Be gracious • Be thorough Business Communication Essentials

  16. Claims and Requestsfor Adjustment • Who is at fault? • The company • The customer • A third party Business Communication Essentials

  17. References andRecommendations • Be forthright • Be specific • Stick to the facts • Avoid value judgments Business Communication Essentials

  18. Goodwill Messages • Congratulations • Appreciation • Condolences Business Communication Essentials

  19. Reviewing Key Points • Using the three-step process • Writing routine messages • Writing good-news messages • Writing goodwill messages Business Communication Essentials

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