Routine Request is short messages related to routine business. As an individual, professional or business person one may sometimes need to make straight-forward requests related to routine matters.
The subject of these messages is invariably some specific point which the writer wants the reader to follow or to act upon.
The purpose may be to get information, to give information, to ask for a clarification, or to give instructions.
Routine requests are always made with the assumption that the reader is able and willing to do what the Writer wants.
The addressee of such requests may be a colleague, a subordinate, a higher officer, a business fellow a customer, a supplier, or a banker.
See Also: What is Adjustment Letter
Different Types of Routine Requests
Routine Requests are grouped into the following three categories:
- Requests to Company Insiders
- Requests to Other Business People
- Requests to Customers and Other Outsiders
Requests to Company Insiders
Requests to Company Insiders comprise the communication held within the organization. Ordinary requests to fellow employees are often made orally and rather casually.
However, some messages are better put in the permanent form. The layout adapted to communicate with fellow employees is that of a memo, which is not as formal in its format as a business letter is.
A clear, thoughtfully written memo not only serves the purpose of a permanent record but it also saves time and questions by making readers understand precisely what is required.
In requests to company insiders, the writer should start with the main idea and then provide whatever explanation is needed to justify the request. He should close the request with a specific account of what he expects.
Requests to Other Business People
These are the letters that are written to business people outside one’s organization.
The objective may be to obtain some specific information. They are among the simplest of all letters to write because business people welcome the opportunity to respond to the inquirer’s request.
This, in fact, gives them the chance to promote their business activities.
Here too, the writer should follow the Direct-Request Plan, starting first the main idea, then explain the details and closing the message on the specific note of what he desires.
See Also: What is a Complaint Letter
Requests to Customers and Other Outsiders
Requests in this category include letters that are written to clients, customers, professionals and public officials.
The purpose may be to ask individuals outside the organization to provide information or to take some simple action. These messages are often short and simple but, some situations may require a more detailed explanation.
On occasions, letters containing a similar message are sent to hundreds or even thousands of customers, clients and shareholders.
In that case, the writer can use processed form letters, each personalized with the reader’s name, address, salutation, etc
