When making a routine request, which piece of advice should you follow?
A. Do not consider the tone of the message.
B. Do not assume that your audience will comply.
C. Be specific.
D. Be vague.
E. Demand action.
The correct answer and explanation is :
The correct answer is C. Be specific.
Explanation:
When making a routine request, clarity and specificity are essential for effective communication. Being specific ensures that the recipient understands exactly what you are asking for and can respond or take action accordingly. Here’s why each option is evaluated:
- A. Do not consider the tone of the message: This is incorrect. Tone plays a significant role in how a message is received. A message that is overly blunt or impolite may result in the recipient feeling disrespected, which can hinder their willingness to comply. It’s important to consider tone to ensure the request is respectful and professional, while still being clear about the action required.
- B. Do not assume that your audience will comply: While it’s important not to make assumptions about compliance, it doesn’t directly address how to make the request. You should avoid assuming that your audience will comply without proper explanation or direction, but the key point in a routine request is ensuring that you provide clear, actionable details.
- C. Be specific: This is the best choice. When you make a request, being specific helps the recipient know exactly what is expected of them. Instead of saying something vague like, “Please send me the document,” specify which document you need and by when: “Please send me the finalized budget report by 5 PM today.” Specificity eliminates ambiguity and provides a clear course of action, making it easier for the recipient to respond or fulfill the request.
- D. Be vague: Being vague can lead to confusion and delays. If you don’t provide enough information, the recipient might not know what is required or may misinterpret your request. Being vague typically complicates communication and can lead to misunderstandings.
- E. Demand action: Demanding action can come off as aggressive or disrespectful, especially in routine requests. It’s important to be polite, clear, and considerate in your communication to maintain positive relationships. Requests should be made in a way that fosters cooperation, not in a manner that forces compliance.
In summary, being specific is key because it reduces uncertainty, increases the chances of a successful outcome, and makes the request clear and actionable.