Describe at least four guidelines to remember when asking questions in a routine request.
(Points : 20)
Four guidelines are as below:
1) Major Idea First – When making a routine request, one should present the major idea clearly and directly in the first sentence or two. One may use a direct question, a statement, or a polite request to present the main idea.
2) Use a direct question, polite request, or statement to present your request – One should always pose one’s request clearly and politely, and give any background information needed to set the stage. One should decide in advance how much detail one needs. If one needs only a one-sentence reply, we should phrase the request to elicit that response.
3) Do not ask more questions than are necessary and make the questions easy to answer – One should arrange questions in logical order, word each question clearly and objectively and limit the content to one topic per question. If appropriate, we should assure the reader that the information provided will be treated confidentially.
4) Explanation and Details – Most of the time, one will need to explain their initial request. We should include background information either immediately before or after making the request. We should explain why we are making the request.
References: Newman, A., Ober, S. (2013). Business Communication: In Person, In Print, Online 8e. South-Western, Cengage Learning. pp. 184