When writing a routine business request, you should_________.
A. justify the request or explain its importance
B. explain the disadvantages of responding
C. ask the most important questions last
D. combine complex requests into questions that cover multiple topics
E. use the indirect approach
The correct answer and explanation is :
The correct answer is A. justify the request or explain its importance.
When writing a routine business request, it is crucial to justify the request or explain its importance. This helps the recipient understand why the request is necessary and the benefits it will bring. Justifying the request makes the communication more persuasive, which increases the likelihood of a positive response.
In routine business communication, clarity and directness are essential. The objective is to provide the reader with enough context so they can make an informed decision. By justifying the request or explaining its importance, you are showing that the request has a purpose and is aligned with broader goals, which can make it more compelling.
For example, if you are requesting additional resources for a project, explaining how the resources will help ensure timely completion, improve quality, or benefit the company in some way makes the request stronger. It shows that the request is not arbitrary, but rather a well-thought-out and necessary step toward achieving success.
Let’s break down why the other options are not ideal in the context of routine business requests:
- B. Explain the disadvantages of responding: This would create a negative tone and potentially discourage the recipient from fulfilling the request. Business requests should focus on the benefits or needs, not disadvantages.
- C. Ask the most important questions last: This is not a good approach for business communication. You want to prioritize the most important questions upfront, so the recipient understands the core of the request right away.
- D. Combine complex requests into questions that cover multiple topics: This can confuse the recipient and may make it harder to address each part of the request effectively. It’s better to break down complex requests into manageable and clear points.
- E. Use the indirect approach: The indirect approach is often used in sensitive or bad-news messages, but routine requests benefit from a more direct and clear approach, which avoids unnecessary complexity.
In summary, when writing a routine business request, always ensure that you justify the request or explain its importance to make the message clear and persuasive.