Direct Request Presentation

7/28/2019 Direct Request Presentation

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By: ARNIEL N. SOMILMAIED Student


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When the main purpose of yourmessage is to ask the reader to dosomething, you are writing a requestletter or memo. Whether you organize

your message according to the direct orpersuasive request pattern dependsupon the nature of the request and,

most of all, upon you think the readerwill react to that request.


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I. ORGANIZATIONAL PLAN1. Main Idea

2. Explanation

3.

Courteous close with motivation to action.

To get facts that you need and cantconveniently or economically obtain yourself,

you write requesting information. The questionsasked are important in all inquiries, whetherthey are in a letter or a long surveyquestionnaire.


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II. INQUIRIES

To get facts that you need and cannot

conveniently or economically obtain yourself,you write inquiries requesting information. Thequestions asked are important in all inquiries,whether they are in a letter or a long survey

questionnaire.


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A. Wording and Arrangement of Questions

1. Make your questions specific.

2. Use a separate paragraph for each mainquestion if the questions require

explanation.

3. If you have more than one question,consider numbering them.

4. Word your questions to get more than yesor no answers if you need a detailedopinion or description.


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5. Word some questions for simple checking

yes, no, or dont know if you plan totabulate numerous answer (say, 50 or more).

6. Cover only one topic in each question.

7. If you wish the respondent to rate aperson, product, or service, it may be betterto define each category on your rating scale.

8. Carefully arrange your question generally

with the easiest to answer first.9. Word your question in a neutral way so you

will not influence the answers.


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Is the applicant a likable, friendly, and tactfulindividual, or an egotistical, unpleasant, orthoughtless individual? Will this person attractthe people with whom he or she deals or keep

them at a distance? Is he or she poised innormal social situations? Check one.

Egotistical, unfriendly or tactlessSomewhat neutral, does not easily attract friendsApproachableLikable, friendly, and tactfulExceptionally pleasant and agreeable; will attract others


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B. Inquiries about Persons

1. Applicants Request to a ReferenceFor example: the reference is a former professor, youmight include:

a. The course you studied under the reference.

b. Your major, and your grade point average in themajor.

c. Your overall GPA in college.

d. Positions you held, and dates employed.

e. Honors, honor societies, studies in any special honors

programs, scholarships awarded.f. Leadership qualities

g. Activities

h. Guidelines, if possible, for the recommendation.

i. Statement of your goals; objectives.


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Example:An applicants well written request to a former

professor.Dear Professor Brown:

This letter is to reintroduce myself to youand to ask a favor of you. The University ofDental School has asked for arecommendation from my OrganicChemistry professor.Almost four years ago in winter andspring quarters of year you were mychemistry professor here at the University.

The courses I took from you were Chemistry241 and Chemistry 242, both of which metat 3 pm daily. The grades I received wereCs but I believe I could have done better ifcircumstances had been a little differentthat year.

Introduction ofrequest and reason


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Besides the lapse of two years between myinorganic and organic studies, there wasmy part time job in the Applied Physics

Laboratory until 3 pm four days a week.Because this work caused me to come toyour class about 15 minutes late,sometimes missed important laboratorywork, a fact which necessarily affected mygrade. In our several conferences, however,

you often commented very favorably on mywork.

Currently I am a senior, graduating thisquarter with a grade point average of 3.02(out of 4) in Business Administration. I amapplying for admission to the DentalSchool at the University. To this date I havecompleted successfully all the predentalrequirements, and would like to begindental studies next fall.

Explanation: details aboutpast relationship.

More details, leading toreason for this request.


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The enclosed form is one the Dental Schoolrequires regarding my studies in organicchemistry. Professor Brown, will you pleasefill out and return this form in the enclosed

envelope to the admissions officers? I willappreciate very much your mailing thisinformation within the next two weeks before the admissions deadline, March 1.

Easy and dated action


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2. Inquirers Request to a Reference.

a. Sufficient details about the requirements of the job,loan, credit, scholarship, or membership for which theapplicant is being considered.

b. If appropriate, a few pertinent facts the applicants has

already told you such as length of time worked for thereference, job title, achievements. This way you cancheck on the applicants accuracy and honesty.

c. Clearly stated questions (preferably numbered) askingexactly what you want to know about the applicant

including relevant information about uniquecapabilities, character, special qualities. Be sure pre-employment questions meet legal requirements.


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Mr. Victor L. Dryer, one of your former employees, has applied here asassistant manager of our electrical supplies department. He states thathe was in charge of your electrical appliances section for about a year,and he has given your name as a reference.

We need a qualified person who can, in about two years, becomedepartment manager. I will appreciate your frank answers to thefollowing questions and any other pertinent facts you can include:

1. When was he in your employ and why did he leave?

2. How satisfactory were his services as a section head in your store?

3. Do you know of any personal habits or characteristics that mighthinder or help his success in a position of responsibility?

Your statements will, of course, be kept confidential.

Example:Personalized request listing numbered

questions in letter.


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C. Inquiries about Products or Services

Both as a consumer and as a business orprofessional person, you will have manyoccasions to seek information from the sellerof products and services or from customers,

employees, and others.

1. Direct request to the seller.2. Direct request to customers, employees,

and others.


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III. Claims (Complaints) and Request forAdjustments

Whenever you are dissatisfied with a product,service, or policy, it is to your advantage and

the companys to communicate with the rightperson promptly about the desired correction.Oral complaints to sales representatives or clerksoften do not bring results; a much betterprocedure is to write an effective letter to theproper company official who does care when aproblem exits and who can and will dosomething to correct it.


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A. Characteristics of Well-Written Claims

To be fair to the seller, product or service,and yourself write promptly. Also, be sureyour letter has all the C qualities. Show by

your attitude and wording that you haveconfidence in the readers fairness confidence that they will make theadjustment after they get the facts. Omit any

statements that sound like appeals or threats.


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B. Organization and Content of the Simple Direct Claim

Begin your direct claim with the main idea namely, theneed for an adjustment or correction of an error.

In the explanatory paragraph(s) include all facts thereader will need to understand your claim clearly. For

instance, if you wish free repairs on an item that ismalfunctioning within the guarantee period, presentevidence of the date of your purchase, make clear thatyou followed carefully the operating instructions (if youdid), and state clearly what is wrong.

In your action paragraph, ask for what you want or leavethe decision to your reader.


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IV. Requests Regarding Routine Business orPublic CausesThe messages in this section include businessor professional peoples requests that aredirectly related to routine business or topublic issues that affect their firm or industry.The discussions and examples are grouped intwo categories according to whether the

requests go to persons outside or within theorganization.


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A. Requests to Persons Outside Your Organization

As a business or professional person you mayneed to ask your customer, supplier,transportation company, or others to sign anenclosed signature card or document. Or youmay need missing answers on a customers credit

application, or a correction of an irregularity in acheck sent to your firm. Also, you may haverequests for public officials about concerns thatare in the best interests of your community,business, or industry. These and numerous other

matters may be handled by the direct-requestplan.


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B. Requests to Persons within Your

Organization

The memos included here are straightforwardrequests exchanged between employees,

colleagues, supervisors and subordinates,and others, such as stockholders, who arepart of an organization. (Most memos ofauthorization for special studies and reports

also fall in this direct-request group).


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V. Invitations, Orders, ReservationsThough quite different from each other, invitations,orders, and reservations are similar in that thereader is asked for participation, merchandise, orfacilities.

A. Invitations

Invitations that require no persuasion can be

classified as both good-news announcements andsimple requests. Regardless of how you classifythem, they are organized according to the samethree-part plan: main idea, explanation, action.


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B. Orders and Reservations

When you are ordering supplies or equipmentand do not have an order blank or purchaseform of the company with which your areplacing the order, you can accomplish yourpurpose by writing a letter according to thedirect-request meeting room, parking

facilities for a conference, or any otherpremises.

Documents

Direct Request Presentation