Business Communication Today, 14e (Bovee/Thill)
Chapter 10 Writing Routine and Positive Messages
1) Which of the following is used to begin a routine request when using the direct approach?
A) Details and explanations
B) Justification for the request
C) Main idea
D) Reasons for the request
E) Specific action you need taken
2) In the closing section of a routine request, ________ would be out of place.
A) asking a series of questions
B) requesting some specific action
C) expressing your goodwill and appreciation
D) providing your contact information
3) In a routine request, in which part of the message should you make your request?
A) In the middle paragraph
B) At the very end of the message
C) After the list of reasons for the request
D) Before identifying time frames for granting the request
E) At the beginning of the message
4) In a routine request, what should be included in the body of the message?
A) The specific request
B) An explanation of the request
C) Benefits to you if the request is granted
D) Benefits of a timely response
E) How to reach you if there are questions about the request
5) How should a series of questions be handled in a routine request?
A) List each question in a new paragraph
B) Make each question a logical outgrowth of the previous question
C) Ask the most important questions first and deal with one topic per question
D) Use transitions and cover multiple topics in one question
E) Start with the least important
6) Which of the following assumption can you make about how the audience will comply with a
routine request?
A) You all have the same goals
B) The reader will be convinced if one strong, meaningful reason is included
C) The middle paragraph will contain a persuasive message
D) The reader will comply
E) The request will include specific details about the benefits of complying
7) In a routine request, where do you explain the request, if an explanation is needed?
A) In the body
B) In the introduction
C) In the close
D) Before a list of questions
E) In its own paragraph
8) When writing a routine message, how is the explanation developed?
A) As a series of questions
B) As an outgrowth of your opening remarks
C) As an act of persuasion
D) As indirectly as possible
E) As a specific request that includes deadlines
9) A typical routine request contains all of the following parts EXCEPT
A) an opening.
B) a body.
C) an appendix.
D) a close.
10) Which of the following will enable the reader to respond to complex requests?
A) Relevant deadlines
B) Information about how you can be reached
C) Specific date and time you want the request to be completed by
D) Breaking the request into specific, individual questions
E) Combining the request with strong transitions
11) Which of the following is one element to include in a courteous close?
A) A reminder of your position in the organization
B) An explanation of the request
C) The logical outcome when the request is responded to
D) New, less-important questions that the reader should answer
E) A specific request with relevant deadlines
12) When you’re composing a routine request, all of the following EXCEPT ________ will help
you state your request effectively.
A) being specific
B) paying attention to tone
C) opening the message with your main idea
D) using a buffer sentence to delay stating your request
13) Which of the following is one of the elements to include in the courteous close of a routine
request?
A) An expression of appreciation
B) An undemanding personal tone
C) An explanation of the importance of the request
D) Potential benefits of responding quickly
E) A breakdown of complex questions
14) Which of the following should the middle paragraph of a routine request be used for?
A) To state the request
B) To explain and justify the request
C) To make it easy to comply with the request
D) To offer an expression of gratitude
E) To clarify deadlines
15) If there are deadlines for the request, where should those be stated?
A) The opening paragraph
B) In the explanation section
C) In the middle paragraph
D) Before specific questions are listed
E) In the courteous close
16) Which of the following would be the best opening for a routine request?
A) Please send me a summary of the eastern region’s sales data for April.
B) As soon as you get this, send me last month’s sales data.
C) I know you may not want to, but send me last month’s sales data.
D) I am very sorry to ask you to do this.
E) I know you realize the sales data is due, but I am still waiting for the report.
17) When asking questions in a request message, you should do which of the following?
A) Begin with the least important question and work your way up to the most important
B) Avoid any open-ended questions
C) Begin with the most important question
D) Weave your questions into the rest of the content of your message
E) Begin by explaining why you want to know the information
18) When closing a direct request, you should be sure to include which of the following?
A) An apology for taking up the reader’s time
B) A mention of your own qualifications or status
C) The time limits involved in your request
D) An indication of the consequences of a failure to reply
E) How the recipient can reach you if they have questions
19) In addition to information or action from another party, when are routine messages most
often used?
A) When you are prepared to comply with the request
B) When there is a need for persuasion
C) When there might be a negative outcome
D) When responding by email
E) When using any form of digital technology
20) In the direct approach to writing a routine request, state the main idea
A) in the closing of the message.
B) in the middle of the second paragraph.
C) in the opening of the message.
D) at the bottom of the first paragraph.
E) at the end of the second paragraph.
21) In a simple request for information or action, ________ will get the job done.
A) using a direct approach
B) using a dramatic approach
C) using an indirect approach
D) using a tangential approach
E) using a persuasive approach
22) If the middle section of your request letter contains a series of questions, save the most
important question for last.
23) In most cases, when making routine requests you should assume the audience will not
comply.
24) The direct approach opens with a justification of your request.
25) Because routine messages are so common in business, it is not necessary to pay attention to
your tone when writing them.
26) What three message points can you use to write most simple request messages?
27) When you’re writing an introduction to a routine request, what should you do?
28) In emailing a vendor for an update on the ship date of your order, what elements should you
include in the closing of your request?
29) Identify and discuss best practices for explaining and justifying a routine request.
30) When using the direct approach for a request, how will the explanation and justification
section change if the situation is complex?
A) It should explain the reader’s next step
B) It should avoid any negative information
C) More extensive information may be needed
D) The middle paragraph should follow an indirect format
E) The benefits of complying should be eliminated
31) Which of the following would be considered a claim against a company?
A) A settlement of a dispute
B) An offer of a remedy
C) A formal complaint
D) An assessment of a problem
E) An offer to continue a business relationship if a problem is fixed
32) When writing to ask for a settlement, which type of routine message should you write?
A) A recommendation
B) A claim
C) A reference
D) Request for adjustment
E) A good will message
33) When making a claim or requesting an adjustment, what should be included in the opening
of the message?
A) Complete and specific details of the issue
B) Information needed to verify your complaint
C) A statement expressing your desire to resolve the issue
D) Information from sales receipts, cancelled checks, and other data
E) A clear statement of the problem and your request
34) When using the direct approach for a claim or adjustment, what should you include in the
body of your message?
A) Specific explanation of the details
B) A clear statement of the problem
C) A specific statement indicating what you want done
D) A statement that conveys your desire to find a solution
E) An offer to continue the relationship if they resolve the issue
35) When requesting a sales report from a coworker who is regularly responsible for sending you
the sales report, you should
A) use the indirect approach.
B) get straight to the point.
C) maintain a formal style and tone.
D) use a persuasive approach.
E) explain why you need the information.
36) Most simple requests can be handled by explaining
A) what you want to know or want the reader to do.
B) why you’re making the request.
C) why it may be in your reader’s interest to comply.
D) all of the above.
37) A claim is ________; an adjustment is ________.
A) a goodwill message; a means to an end
B) an emotional reaction; a calculated response
C) a formal complaint; a settlement of a claim
D) an informal complaint; an emotional reaction
E) a benefit of compliance; the outcome of compliance
38) Before volunteering someone’s name as a reference, always
A) assume you have permission to do so.
B) ask that person’s permission.
C) describe your relationship with that person.
D) list that person’s address and phone number for ease of contact.
E) check their social media presence.
39) If you request a recommendation from a person you haven’t had contact with recently, you
should
A) use the opening of your letter to refresh the person’s memory.
B) enclose a stamped, preaddressed envelope.
C) use the persuasive approach.
D) use the bad-news approach.
E) outline a draft of the recommendation for them.
40) The opening of a request for a recommendation should include
A) a buffer statement to distract the reader.
B) a statement implying that you’re applying for a position.
C) a statement on why the recommendation is needed.
D) an apology for bothering the reader.
E) a statement about the skills you would like emphasized in the recommendation.
41) Which of the following would be an appropriate way to start a claim or request for an
adjustment?
A) With a complete and specific explanation of the details
B) With information needed to verify the complaint
C) With a clear and calm statement of the problem
D) With a request for a specific action
E) With an expression of your desire to find a solution
42) When making claims or requesting adjustments, you should begin by
A) complimenting the company for past service.
B) providing a detailed description of the faulty merchandise.
C) providing a straightforward explanation of what the problem is.
D) threatening legal action if you do not receive a favorable adjustment.
E) providing a detailed explanation of what you expect the company to do.
43) When making a claim or requesting an adjustment, your close should
A) clearly state how angry and disappointed you are.
B) explain the specific details of the problem.
C) request the specific action required to resolve the problem.
D) explain that you are planning to seek legal counsel.
E) provide a straightforward explanation of how the problem occurred.
44) When you’re providing details in the body of a routine or positive message
A) include a checklist of questions for the reader to consider.
B) criticize your competitors for their flawed products and services.
C) explore the dark side of your business proposition.
D) maintain the supportive tone that you established in the introduction.
E) use clear but demanding language.
45) It is not necessary to ask someone’s permission before listing his or her name as a job
reference.
46) Due to potential legal problems, many companies have a policy that prevents employees
from providing recommendation letters.
47) If you are writing to someone to request a recommendation letter for a job or scholarship,
you should include a stamped, preaddressed envelope for mailing.
48) List the three major categories of common routine requests.
49) Describe the three-step strategy for requesting information and action.
50) How can you help your audience create a meaningful and effective letter of recommendation
for you?
51) Why should the direct approach be used for routine replies and positive messages?
A) The reader will want to know what is in it for them
B) The reader will be generally interested in what you have to say
C) The reader will want a chance to discuss an issue
D) The reader will need to be reminded why the issue is important
E) It saves the writer time in crafting the message
52) Which of the following should be in the opening section of a routine or positive message?
A) A detailed explanation
B) Justification of the news
C) The main idea
D) An indication of the benefits to the reader
E) A copy of needed documentation
53) Which of the following should be included in the body of a routine or positive message?
A) Justification of the news
B) Relevant details
C) The main idea
D) A reminder of your relationship with the audience
E) A copy of needed documentation
54) Where should you highlight the benefits to your reader in a routine reply or positive
message?
A) At the beginning of the opening
B) At the end of the opening
C) In the close of the message
D) In the first line of the body
E) In the last line of the body
55) Why is it important to open a routine message with the main idea?
A) To keep the opening concise
B) To minimize the effect of the message
C) To help prevent confusion of the audience
D) To prepare the audience for the details to follow
E) To establish a supportive tone
56) Which of the following should be included in the body of a routine, positive message?
A) A complete explanation of your point
B) A simple thank you
C) A demanding tone
D) A reminder of all steps involved
E) An indication of follow-up required
57) How can a routine, positive message be used as a resale message when writing to a
customer?
A) By acknowledging the order
B) By writing a short and specific message
C) By minimizing negative information
D) By using an indirect approach
E) By reinforcing the wisdom of a purchase selection
58) Why is the close of a routine reply or positive message generally short?
A) The reader already knows what you need done
B) You are not asking the reader to do anything
C) You have already offered your thanks in the opening paragraph
D) It is simply a resale opportunity and doesn’t need any development
E) A shorter message minimizes the negative news