class 8- routine messages

7/31/2019 Class 8- Routine Messages

1/19

Soumya George

Xavier Institute of Management and Entrepreneurship


2/19

Necessary for day-to-day operations

Here reader is interested in its contents- usedirect organisational method

1. Main idea

2. Needed explanation

3. Friendly closing


3/19

Written messages is not the most effective

Written message is used when we need arecord of message and when topic needs

elaboration


4/19

A request is routine if you anticipate that thereader will readily do as you ask withouthaving to be persuaded

E.g. A request for specific information aboutthe product


5/19

Use direct question, a statement or a politerequest to present main idea

A polite request is a statement that is phrased

as a question out of courtesy but makes aperiod instead of a question mark

Use it when you want reader to act rather thansaying yes or no

E.g. May I please have your answer by May 3


6/19

Direct QuestionDoes Black and Decker offer educational discounts for publicinstitutions making quantity purchases of tools? Blair JuniorHigh School will soon be replacing approximately 50 portableelectric drills used by our industrial technology students.

StatementPlease let me know how I can invest in your deferred money-market fund.

Polite requestWould you please answer several questions about the workperformance of Janice Henry. She has applied for the positionof industrial safety officer at Inland Steel and has given yourname of reference


7/19

Define clearly the response you want

Please explain the features of your Interact

word processing program Does our Interact word processing program

automatically number lines and paragraphs?

Ask as few questions as possible If many questions are necessary, number them

Arrange questions in logical order


8/19

Explain why you are making the request

A reader more likely to cooperate if you canshow how he or she will benefit from agreeing

from your request E.g. Will you please help us serve you better by

answering several questions about yourbanking needs. Were building a branch bankin your neighbourhood and would like to makeit as convenient for you as possible.


9/19

Please let me know when I can return thefavour

We appreciate your providing the information,

which will help us make a fairer evaluation ofJanice Henrys qualification for this position.


10/19

Would you please send me a sample of the fishingtackle you advertised in your October 3 letter,along with price and shipping information. As a

long-time retailer of fishing tackle, I would beespecially interested in any items you might havefor fly fishing.

Since the trout season starts in six weeks, I wouldappreciate having the information as soon aspossible


11/19

It was a great pleasure that we received yourletter dated 3 October. We send our deepestrespects and wish to inform you that Yoon SungFishing Tackle Company, Ltd., has been sellingfishing items for 38 years.

We would be pleased to consider your

merchandise . May we ask you to please send ussamples, price and shipping information. It willbe great pleasure to conduct business with yourcompany.


12/19

To: [email protected]

Cc:

Subject: Request for HP-340 Product Information

Dear Gleason:

Would you provide me with informationregarding your HP-340 portable printer. Iminterested in purchasing 34 lightweight printers

that our account representatives can use withtheir Toshiba 1200XE notebook computers whenthey travel.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


13/19

Specifically, I would like answers to the followingfour questions:

1) Is the HP-340 a laser printer?

2) Is it battery operated? Since we wish to use theprinter for traveling, such a feature is important.

3) Will the printer accept legal sized paper?

4) Does it come with at least a one-year warranty?


14/19

I would appreciate your faxing me theinformation that I need to make a purchasedecision (Fax: 212-555-0327). I would alsoappreciate receiving ordering information.

Sincerely,

Carolyn J. Ryerson

([email protected])Assistant Purchasing Director

Prince Winston
mailto:[email protected]:[email protected]:[email protected]:[email protected]


15/19

Respond promptly so that the information will arrive in time to beused

If not it will send unintentional non-verbal message that you donot want to comply with the writer s request.

Not: Although we do not generally provide the type ofinformation you requested, we have decided to do so in this case. But: We are happy to provide the information you requested.

Put the good news up front-where it receives more emphasis andit is also used to put reader in good state of mind

Answer all the questions promptly.

Question are answered in the order they are asked, but can re-order if it makes more sense


16/19

If the writers question are asked by othersmany times before- then a form letter isappropriate

Form letter is a letter with standardisedwording that is sent to different people.


17/19

Dear Ms. Ryerson:

Subject: Information You Requested About HP-340

Yes, our popular HP-340 portable printer doesaccept legal sized paper. Its 15-inch carriage willenable your representative to print out even yourmost complex spread sheets . Of course, the

printer also adjusts easily to fit standard 8 -11inch paper.


18/19

For quiet operation and easy portability, the HP uses ink-jet printing. This technology provides nearly the samequality output as a laser printer at less than half the cost.Plain paper may, of course may be used.

Although many travellers use their laptops on a plane orin their automobiles, they typically wait until reachingtheir destination to print out their documents. Thus, theHP-340 uses AC power only, thereby reducing its weightnearly by a pound. The extra- long 12-foot power cable

will let you power up your printer easily no matter wherethe electrical outlet is hidden. And our six-monthwarranty standard in the printer industry, ensures thereliability and trouble- free services that our customershave come to expect of all the HP products.


19/19

To order or take the HP-340 for a test drive, call ourlocal Computerland (Phone: 800-555-2189). They willshow you how to increase your productivity whileincreasing your luggage weight by only about 4

pounds.

Sincerely yours,

Albert Gleason,

Sales Manager

By fax

class 8- routine messages

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