When writing a routine business request, you should________.
A. open by justifying your request.
B. close by presenting your main idea.
C. use the indirect approach.
D. use the body to request specific action.
E. use the direct approach.
The correct answer and explanation is :
The correct answer is E. use the direct approach.
Explanation:
When writing a routine business request, such as a simple inquiry, asking for permission, or requesting information, it is most effective to use the direct approach. The direct approach is characterized by starting with the main idea or request immediately, followed by the necessary details or explanation. This is because routine requests are typically straightforward, and recipients expect a clear and concise message.
Here’s why the direct approach is most effective for routine business requests:
- Clarity and Efficiency: Business communication, particularly routine requests, should prioritize clarity and brevity. Using the direct approach allows you to clearly state your request or main point upfront, which helps the reader quickly understand your purpose. This saves time for both you and the recipient, as they don’t have to sift through unnecessary information before reaching the main point.
- Professional Tone: The direct approach helps maintain a professional tone. By stating the purpose of the message at the beginning, you demonstrate confidence in your request, which is a characteristic of effective business communication.
- Respect for the Reader’s Time: In business environments, especially in larger organizations or fast-paced work settings, people often have limited time to read and respond to emails. By using the direct approach, you are showing respect for the reader’s time by getting straight to the point.
For example, if you are requesting information from a colleague, you might start by saying, “Could you please send me the report by Friday?” This is a direct and clear way to communicate the request. After that, you can provide additional details or context if necessary, but the core request has already been made.
On the other hand, options such as “C. use the indirect approach” would be more suitable for sensitive or emotionally charged situations, where it’s important to ease the recipient into the message. However, routine business requests don’t typically require this level of sensitivity.