Routine requests are used for business purposes in order to communicate formally and request particular information from the receiver of the request. It is considered as a normal part for business operations. The letter requires the sender to be quite specific and formal in nature. The purpose for the letter must be quite specific to the point (Ward & Peppard, 2016). While writing a routine request, it is assumed that the receiver of the request would comply with the request that has been made; hence, there must be no demanding tone in the request that has been made. The request consists of three parts, introduction with the main idea, and body with the supportive information and the conclusion with a call of action for the receiver (Garvey, 2014).
The example of the routine request consists of the request that has been made by Jessica Coleson a graduate assistant to Courtney O Brien. In the introduction of the request that has been made, the first sentence itself consists of the reason for writing a request. It states the requests politely to the receiver and not demandingly. It provides the reader with a list of emphasis that re to b included as a request. It specifies the things quite well. In the last two paragraphs, Jessica continues her request by providing and requesting additional information needed to smooth logistics for the seminar. The letter ends with thanks and there is no use of flowery language in the request. The request has been limited to a single idea of request, which is short, concise and fits on one screen. It includes salutation and is comprehensive in nature. The way of writing that has been chosen by Jessica is quite specific and polite at the same time, whereas, complete avoidance of pleas has been done. Hence, the provided example is of a good routine request.
Communicating bad news to other seems to be a difficult job to be undertaken. Yet, being the manager of the company, it is considered as a duty to well inform the team regarding the changes that has been occurring in the organization, e it good or bad. One of the most important methods of acknowledging the bad news is by starting with a good statement providing a complete background information to prepare the employees for the upcoming bad news (Gillespie, Boczkowski & Foot, 2014). The bad news must be delivered in a positive language, and another god will statement must be provided to them along with the news. The interoffice memorandum must end with a positive statement that would provide the employees with a ray of hope.
The interoffice memorandum stating the current bad news of employees cut should be stated as follows :
I am sorry to report that xxxx has not renewed their contract for the next year. There is a severe budget cuts in the company, which would lead to reduction of our staff. It appears that there will be a partial layoff, but fortunately, this will be offset somewhat by a number of retirements this summer.
We are working hard to re-establish our relationship with the companies who provide us with contracts that would help us in acquiring new terms and thereby help us with regaining our previous budget. Until we succeed, we ask for your understanding and cooperation. With your help this will be only a temporary setback. We will keep you informed with weekly updates on e-mail.
The interoffice memorandum that had been written by the manager of the company in order to deliver a bad news to its employees regarding the employment cut contains the message that the particular team under the manager would understand. It is not necessary that all the managers share the same relationship with their teammates, or that all the individuals follow the same approach of communicating the bad news. Hence, the interoffice memorandum must not be shared. A manager must handle the situation in their own personal manner, as they would know their team better than they would know the others.
The use of internet and advanced technologies has been quite a boon for us in order to address to the problems easily and effectively. It has made our life efficient. One of the most transitioned ways of communicating with each other is through emails, which were earlier carried out through face-to-face interaction (Grunig, 2013). I considered it an efficient step to modernise the society. It saves time, keep record of what had been mentioned and maintains the formal relationship in business operations. Face to face interactions are better methods of communicating when there are some elaborative discussions to take place (Galliers & Leidner, 2014). The organizations do hold meeting while such discussions to take place. Yet, while communicating with the employees for minor information or orders to be undertaken, emails play an efficient role. Its saves time, maintains record and avoid miscommunications by being specific in nature.
Pet peeves varies from person to person. It depends upon the human nature and their behaviour towards handling such statements. Pet peeves are considered something that annoy the person in particular (David & David, 2016). In the present case of Sam, “sorry to bother you” seem to be a pet peeve. Being a bank employee, he receives several males from the clients, who start their mail by this phrase. This annoys Sam largely. Being in place of Sam, I would have reacted in the same way as he does. It could elicit a negative reaction in me. Hence, using such phrases would not make any difference or put more stress on my work. People who send their mails do not want to annoy the receiver; they find it a humble approach towards the other. Yet, there are various ways in order to address the person in order to get a particular work done.
The five ways in which “sorry to bother you” could be reframed so that it does not annoy the others, could be stated as follows :
- I would appreciate your expertise
- I would be grateful for your help if you would .......
- I need ...... Can you please handle this for me ?
- Do you have time today to help me with .......
- It would be very kind of you if you would help me ........
David, F., & David, F. R. (2016). Strategic Management: A Competitive Advantage Approach, Concepts and Cases.
Galliers, R. D., & Leidner, D. E. (2014). Strategic information management: challenges and strategies in managing information systems. Routledge.
Garvey, W. D. (2014). Communication: the essence of science: facilitating information exchange among librarians, scientists, engineers and students. Elsevier.
Gillespie, T., Boczkowski, P. J., & Foot, K. A. (2014). Media technologies: Essays on communication, materiality, and society. MIT Press.
Grunig, J. E. (2013). Excellence in public relations and communication management. Routledge.
Ward, J., & Peppard, J. (2016). The Strategic Management of Information Systems: Building a Digital Strategy. John Wiley & Sons.