We make and are subject to requests on the daily. We do it when we go for lunch and request the special of the day, when a client “requests” that we make an amendment for the 26th time, when we sigh and ask our colleague to follow up on said request, and so forth.
Although most daily requests happen verbally, some requests won’t be acknowledged until they are put into writing. In these cases, it often takes a little more effort than a simple “I want this and that” to get the job done. To learn how to make proper requests the Wordsmith way, read on!
Don’t skip the details
Anytime you make a request, it’s usually beneficial to provide the recipient with some context and any relevant details pertaining to your request.
For example, if you wanted to inquire about renting a photography studio, here are some of the details you may include:
· What you want to do at the studio
· The date and time you would like to visit the studio
· Approximately how many people will be in attendance
· Notify whether you have a photographer with your own photography equipment, or if you would like to hire the studio photographer and use his/her equipment
· Ask for a quotation
“Anticipate questions the reader might ask,” advises Maryann V. Piotrowski (the author of Effective Business Writing: A Guide for Those Who Write on the Job). “Remember, the reader may not know things that you take for granted.”
A good letter of request avoids Q&A ping pong sessions. This is especially the case if you’re doing the request over email – as reading and reply times can vary, a simple request can quickly stretch over several days. Once a request turns into a slog, people will feel less inclined to help.
Additionally, don’t forget to include your reason for the request. Some might feel that they don’t need to divulge their “why” when asking for help, but in the case of request letters, it’s a sign of respect for the other party.
“A simple ‘because’ lets your reader know that you have a good reason for asking your request,” explains Piotrowski. “Giving a reason is particularly important when you are inconveniencing the reader.”
Piotrowski brings up a good point here. If you were to ask a business about a product or service, most would be happy to help you in anticipation of potential business. On the other hand, if you make a request to someone where they have to go out of their way to help you (and with no obvious benefit to them), then being courteous and upfront about your request can make all the difference.
For example, let’s say you asked your neighbour to be on the lookout for a delivery to your front door, as there have been instances of porch thievery lately. If you didn’t specify what was in the delivery, then it’d be hard for them to know if the delivery is valuable – conversely, if you specify that it contained a camera, then a good neighbour would probably have more reason to watch over your package!
Make it readable
When writing any formal letter, legibility should always be a goal. According to Piotrowski, request letters should also be “skimmable” and “easy to respond to”.
This means:
· Avoid run-on sentences
· Having independent sentences as a paragraph is fine (and encouraged if it involves an important point)
· If you have to ask multiple questions, group them together as a list – from most important to least important – to make it easier for the other party to respond
· If your letter is a request to the public to sign up for an event (or something similar), Piotrowski recommends a section to register or a pull tab at the bottom with your contact details
How tonality comes into play
“Sometimes in asking people to do something, you are really telling them to do something,” explains Piotrowski. Even when requests are demands in disguise, using a courteous tone is a tried and true way to make the recipient feel appreciated. “Using ‘please’ and ‘thank you’ is always appropriate [and it’s just good manners], whereas using a bossy tone might put readers off – and some might stubbornly refuse to answer, simply because of a demanding tone,” she adds.
It’s one thing to make a request, but it’s essential that you treat the other person like a human being – not someone who’s there to cater to your whims. Any signs of arrogance and superiority that you project will be treated coolly (and often in an untimely manner).
When you want something done, a letter of request is the ideal way to put things in motion. Although it lacks the urgency of a face-to-face request, taking the time to draft a letter always shows a certain level of respect for the recipient. Just don’t forget to be courteous and reasonable, and you’ll find that your requests don’t fall upon deaf ears!