Answer to Question 1
Answer: Like all other business messages, routine requests have three parts: an opening, a body, and a close. 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.
Begin routine requests by placing your initial request first; up front is where it stands out and gets the most attention. Pay attention to tone. Soften your request with words such as please. Assume that the audience will comply. State precisely what you want.
Use the body of your message to explain your request. If complying with the request could benefit the reader, be sure to mention that. 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. Place the most important question or request first, ask only relevant questions, and deal with only one topic per question.
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.
Answer to Question 2
Answer: TRUE
Explanation: If you have multiple requests or questions, ask the most important questions first and deal with only one topic per question. 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.
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