Question 1

A message sent by an HR manager asking all employees to submit details about overtime performed in the previous quarter is an example of a routine request asking for ________.
A)settlements to claims
B)recommendations
C)adjustments
D)information or action
E)references

Accepted Answer

D)Routine requests asking for information or action are used when you need to know about something, elicit an opinion from someone, or request a simple action.

Question 2

When stating your routine request upfront,you should ________.
A)use the phrase "thank you in advance"
B)first offer a justification for the request
C)use a demanding tone to ensure compliance
D)state precisely what you want
E)not assume that your audience will comply

Accepted Answer

D)You should be specific about what you want when stating your request upfront in a routine request message.

Question 3

When making a routine request,the body of your message should ________.
A)put your most important request at the end
B)explain and justify your request
C)address multiple topics in one question
D)offer apologies for any inconvenience caused
E)include information about how you can be reached

Accepted Answer

B)Use the body of your message to explain your request. Make the explanation a smooth and logical outgrowth of your opening remarks. If complying with the request could benefit the reader, be sure to mention that.

Question 4

When stating your routine request up front,you should ________.
A)use a demanding tone to ensure compliance
B)assume that your audience will comply
C)avoid spelling out exactly what you want
D)first offer a justification for the request
E)use the phrase "thank you in advance"

Accepted Answer

B)Making requests is a routine part of business. In most cases, your audience will be prepared to comply, as long as you're not being unreasonable.

Question 5

Which of the following is a point to keep in mind when developing routine requests for recommendations?
A)Use the indirect approach for requests for recommendations.
B)Avoid stating why the recommendation is required.
C)Always ask for permission before using someone as a reference.
D)Always offer to pay for the favor.
E)Avoid pressuring the receiver by mentioning a deadline.

Accepted Answer

C)Before you volunteer someone's name as a reference, ask permission to do so. Some people don't want you to use their names, perhaps because they don't know enough about you to feel comfortable writing a letter or because they or their employers have a policy of not providing recommendations.

Question 6

You are developing a routine request asking the sales personnel in your team to submit their sales figures for the month.Which of the following would most effectively close your message?
A)Please send me the information by Thursday evening so that I can include the information in the monthly sales report. Thank you.
B)These figures should reach my office as soon as possible.
C)I would like to have these figures at the earliest since they need to be included in the monthly sales report. Thanks in advance.
D)Please ensure that this request is complied with by Thursday evening so that I can include the figures in the monthly sales report.
E)I expect this information to be sent by Thursday. Please note that time is of the essence here.

Accepted Answer

A)The closing of a routine request message should have three important elements: (1)a specific request that includes any relevant deadlines, (2)information about how you can be reached (if it isn't obvious), and (3)an expression of appreciation or goodwill.

Question 7

The opening of a request for recommendation should ________.
A)include the full name and address of the person to whom the letter should be sent
B)mention the deadline for sending the letter
C)trigger the reader's memory of the relationship he/she had with the person referred
D)include an offer to pay for the service rendered
E)contain a neutral buffer statement or statements

Accepted Answer

C)Requests for recommendations and references are routine, so you can organize your inquiry using the direct approach. Open your message by clearly stating why the recommendation is required and that you would like your reader to write the letter. If you haven't had contact with the person for some time, use the opening to trigger the reader's memory of the relationship you had, the dates of association, and any special events that might bring a clear and favorable picture of you to mind.

Question 8

The body of a request for recommendations should ________.
A)clearly state the deadline for recommendation
B)include an offer to pay for the service rendered
C)contain a sincere apology for the trouble caused
D)mention the deadline for sending the letter
E)list all the information the recipient would need in order to write the recommendation

Accepted Answer

E)Use the body of a request for recommendations to list all the information the recipient would need in order to write the recommendation, including the full name and address of the person to whom the letter should be sent.

Question 9

You should close a request for immediate recommendation with ________.
A)the full name and address of the person to whom the letter should be sent
B)a complete career summary
C)a sincere apology for the trouble caused
D)a mention of the deadline
E)a statement that triggers the reader's memory of the relationship you had

Accepted Answer

D)When writing a request for recommendation, close your message with an expression of appreciation. When asking for an immediate recommendation, you should also mention the deadline. Always be sure to enclose a stamped, preaddressed envelope as a convenience to the other party.

Question 10

Routine requests should begin with ________.
A)a clear statement of request
B)a buffer that builds up to the main request
C)a justification for the request
D)an attention-getting statement, fact or question
E)the phrase "thank you in advance" or similar words of appreciation

Accepted Answer

A)Making requests is a routine part of business. In most cases, your audience will be prepared to comply. Therefore, using the direct approach, open with your main idea, which is a clear statement of your request. Use the body to give details and justify your request, then close by requesting specific action.

Question 11

The closing of a routine request message should include ________.
A)a sincere apology for the inconvenience caused
B)explanations and justifications for the request
C)the phrase "thank you in advance" to ensure compliance
D)a specific request that includes any relevant deadlines
E)questions that will help you organize the message

Accepted Answer

D)Close your message with three important elements: (1)a specific request that includes any relevant deadlines, (2)information about how you can be reached (if it isn't obvious), and (3)an expression of appreciation or goodwill.

Question 12

When explaining and justifying your routine request in the body of your message,you should ________.
A)address multiple topics in one question
B)offer apologies for any inconvenience caused
C)put your most important request at the end
D)not assume that your audience will comply
E)break down complex requests into specific questions

Accepted Answer

E)If you have an unusual or complex request, break it down into specific, individual questions so that the reader can address each one separately. This consideration not only shows respect for your audience's time but also gets you a more accurate answer in less time.

Question 13

The body of a request for recommendations should ________.
A)include the full name and address of the person to whom the letter should be sent.
B)mention a deadline for recommendation
C)include an offer to pay for the service rendered
D)contain a sincere apology for the trouble caused
E)contain an expression of appreciation

Accepted Answer

A)Use the body of a request for recommendations to list all the information the recipient would need in order to write the recommendation, including the full name and address of the person to whom the letter should be sent.

Question 14

You write to your college professor,asking her to vouch for your skills and abilities to a prospective employer.This is an example of a routine request asking for ________.
A)settlements to claims
B)recommendations
C)adjustments
D)information or action
E)mediation

Accepted Answer

B)The need to inquire about people arises often in business. For example, before extending credit or awarding contracts, jobs, promotions, or scholarships, companies often ask applicants to supply references. Requests for recommendations and references are routine, so you can organize your inquiry using the direct approach.

Question 15

You should close a request for recommendation with ________.
A)the full name and address of the person to whom the letter should be sent
B)a complete career summary
C)a sincere apology for the trouble caused
D)an expression of appreciation
E)a statement that triggers the reader's memory of the relationship you had

Accepted Answer

D)When writing a request for recommendation, close your message with an expression of appreciation. When asking for an immediate recommendation, you should also mention the deadline. Always be sure to enclose a stamped, preaddressed envelope as a convenience to the other party.

Question 16

The opening of a request for recommendation should ________.
A)contain a sincere apology for the trouble caused
B)clearly state why the recommendation is required
C)include an offer to pay for the service rendered
D)include the full name and address of the person to whom the letter should be sent
E)contain a neutral buffer statement or statements

Accepted Answer

B)Requests for recommendations and references are routine, so you can organize your inquiry using the direct approach. Open your message by clearly stating why the recommendation is required and that you would like your reader to write the letter.

Question 17

The closing of a routine request message should include ________.
A)a sincere apology for the inconvenience caused
B)explanations and justifications for the request
C)the phrase "thank you in advance" to ensure compliance
D)information about how you can be reached
E)questions that will help you organize the message

Accepted Answer

D)Request messages should be closed with a request for some specific action, information about how you can be reached, and an expression of appreciation. Concluding your note with "Thank you" or "Thanks for your help" is fine, although "Thank you in advance" is considered stuffy and presumptuous.

Question 18

When explaining and justifying multiple requests or questions in the body of your message,you should ________.
A)address all topics in one question
B)offer apologies for any inconvenience caused
C)start with your most important request
D)not assume that your audience will comply
E)avoid asking questions of the reader

Accepted Answer

C)Use the body of your message to explain your request. You can also use the body to ask questions that will help you organize the message and help your audience identify the information you need. However, be sure to ask only relevant questions. To help expedite the response to your request, ask only questions that are central to your main request.

Question 19

When developing routine requests for recommendations,one should ________.
A)use the direct approach for requests for recommendations
B)avoid stating why the recommendation is required
C)ask the referee to sign the letter
D)offer to pay for the favor
E)avoid pressuring the receiver by mentioning a deadline

Accepted Answer

A)Requests for recommendations and references are routine, so you can organize your inquiry using the direct approach.

Question 20

When developing routine requests and positive messages,you should ________.
A)slowly build up to the request or main idea
B)not assume that your audience will comply
C)demand action to ensure compliance
D)be non-specific when stating what you want
E)state precisely what you want

Accepted Answer

E)You should begin routine requests by placing your initial request up front, where it stands out and gets the most attention. Of course, getting right to the point should not be interpreted as license to be abrupt or tactless. You should pay attention to tone. Instead of demanding action, soften your request with words such as "please" and "I would appreciate."

Quiz 7: Writing Routine and Positive Messages

A message sent by an HR manager asking all employees to submit details about overtime performed in the previous quarter is an example of a routine request asking for ________.

When stating your routine request upfront,you should ________.

When making a routine request,the body of your message should ________.

When stating your routine request up front,you should ________.

Which of the following is a point to keep in mind when developing routine requests for recommendations?

You are developing a routine request asking the sales personnel in your team to submit their sales figures for the month.Which of the following would most effectively close your message?

The opening of a request for recommendation should ________.

The body of a request for recommendations should ________.

You should close a request for immediate recommendation with ________.

Routine requests should begin with ________.

The closing of a routine request message should include ________.

When explaining and justifying your routine request in the body of your message,you should ________.

The body of a request for recommendations should ________.

You write to your college professor,asking her to vouch for your skills and abilities to a prospective employer.This is an example of a routine request asking for ________.

You should close a request for recommendation with ________.

The opening of a request for recommendation should ________.

The closing of a routine request message should include ________.

When explaining and justifying multiple requests or questions in the body of your message,you should ________.

When developing routine requests for recommendations,one should ________.

When developing routine requests and positive messages,you should ________.