LM 12- Routine Business Messages

A person reading a well-crafted announcement should grasp all of its important information

In 10 to 15 seconds

An announcement is what type of communication?

One to many communications

Proofreading and requests for feedback should take place during the BLANK stage of routine message development

Reviewing

By large margin most business messages are

routine messages

When you justify a routine request, you should provide

the rationale for the request in your message

Which of the following statements about routine messages called claims are correct?

-Long-term relationships should be respected -The purpose is to have other company comply with your claim

Which of the following would be considered a business announcement?

1. A statement that the company is changing its dress code 2. A notice that the office Christmas party will be held in the conference room 3. A mass email informing customers that the company is moving to a new location

Which two of the following types of routine business messages tend to be relatively infrequent?

1. Apologies 2. Expressions of sympathy

List the components of a business claim in order, with the first component at the top on the list

1.Make a claim 2. Provide a rationale 3. Give a call to action 4. Make a statement of goodwill

A company writes on of its suppliers, requesting an adjustment to the invoice for a recent shipment because some of the merchandise was missing. This type of business message is known as BLANK

A claim

Establishing clear expectations, especially when you are supervisor or manager, directly

Improves your credibility Cultivates interpersonal trust

An effective announcement generally contains which of the following items?

Attention-getter Complete detail

A routine message should be written with which two of the following questions in mind?

How would my audience want to receive this information? How much detail do my audience expect?

Why is it not advisable;e to compose a business message that includes step-by-step instructions written in narrative form within a paragraph?

It is difficult to follow instructions written in a narrative format

How much time do most readers expect it will take to grasp the main point of a routine business messages?

Less than 10 to 15 seconds

To be an effective routine message, a claim should do which of the following?

Make a call to action Explain why the claim is being made Specify the what the claim is

The BLANK of a routine request should be clear and specific

Subject lines

In routine business correspondence, the primary message should appear in

The first sentence or two

Which of the following are true of routine business messages?

They convey straightforward information Readers are unlikely to resist them Readers usually respond positively

T or F: routine messages are extremely important for establishing your credibility on the job

True

The most crucial component of the FAIR test is checking for

accuracy

when responding to inquiries, which of the following are the three best ways to set off separate questions?

bullets numbered lists special formatting

It is optional but appropriate to include a(n) BLANK at the end of a lengthy routine request.

call to action

when providing directions, lack of BLANK is most likely to frustrate readers

detail

Numerous routine messages are handled daily, Therefore they need to be produced with

efficiency

Messages that include directions usually

offer guidelines for specific tasks

Routine business messages should be constructed like other good writing, through use of

planning drafting reviewing

To maintain goodwill when making a routine request, you should compose your message with a tone that has which two of the following characteristics?

positive other-oriented tone

In a request memo, the main goals are to convey information in a way that is

-easy to read -complete

Which of the following reduce the effectiveness of routine messages?

-failing to include a central message at the beginning -being difficult to read

When explaining your expectations to employees that you manage, what are the three main elements to include?

-how the work will be coordinated among all the people who are involved -each person's responsibilities -deadlines for the project

All routine business messages should contain which of the following components?

Primary message Details restate the request or key message state goodwill

In a routine business message, how long should the primary message be?

no more than 10 words