How to write it by Sandra E. Lamb

Author:Sandra E. Lamb
Language: eng
Format: epub
Tags: Commercial correspondence., Business report writing., Technical writing., Letter writing.
Publisher: Ten Speed Press
Published: 1998-08-05T16:00:00+00:00

REQUESTS AND INQUIRIES

CONSIDER SPECIAL SITUATIONS

Make it a policy to put all requests in writing, and always be explicit. A simple "This confirms my request for reservations for the Elks meeting at the Boulderado, May 13" won't do. In this example, your request should include the number of guests for whom you are requesting rooms; the number and time of meeting rooms you'll need, and how each will be arranged; the number of people, time, menus, and service expected for meals; and the charges and fees involved. If possible, use a request form from the hotel. You could also ask for an example of a request for a similar meeting if you don't do this regularly. A request to quote should be responded to with a signed permission letter. Include in your request a completed form with the exact quote defined—"I request permission to quote the following:..."— and list the exact source, including book title, author, page number, and the complete information about your publication (including title, author, publisher, price, and the relationship of the quoted material to the whole piece). When requesting a change of address, indicate both the old and the new address:

Please change my address in your records from: 315 South Cherry

Detroit, MI 49334

to: 776 East Alameda

Denver, CO 80220

When requesting that copies of your medical records be sent to another physician, you may be required to sign a special consent form. Check on this first to save yourself time. If requesting a speaker to make a presentation to your group, use both special tact and precision. You will undoubtedly want to check on the potential speaker's performance record before requesting his or her services. Include complete information about the date, time, location, setting, audience size and composition, focus and subject matter of the meeting, allotted time for the speech, and a list of suggested topics, if appropriate. There's nothing quite as inappro-

priate as having a "famous" writer be the guest speaker at a writers' banquet, for example, then listening to the speaker use the occasion to vent his or her unrelated political ideas, especially if you promoted the speech as "how you can sell your book."

In making any request of a government agency, check first to learn the required form and protocol for your request. This will save you considerable effort and help ensure the response you want. If, for example, you are requesting a revaluation of your property tax, you will undoubtedly have to include the legal lot number or other location and description information, and detailed information on values on comparative homes in your immediate area. This is usually-done by producing the sales prices of homes in your immediate area, computed into the sales price per square foot.

In writing to any governmental agency or bureaucracy, use identifying name and numbers for the best chance of receiving a response: "Please send me a copy of proposed Bill 555-543: City Crime, May 21, by Senator Q. K. Jackson." In requesting changes in government policy, designated zones, usage, etc., do your research first.

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