When direct order message appropriate in inquires? When could you use the indirect order? Give as example.

ROUTINE INQUIRIES:

Choosing from Two Types of Beginnings

The objective of a routine inquiry is to ask for information. Routine inquiries appropriately begin asking either of two types of questions:

(i) It can be one of the specific questions to be asked. Preferably it should be a question that sets up other questions.

(ii) The opening question could be a general request for information. The specific question comes later.

Informing and Explaining Adequately: To help our reader answer our questions, we may need to add explanation and information. If we do not explain enough or if we misjudge the reader’s knowledge, the reader‘s task will be difficult. We will place the explanation anywhere it fits logically. For messages with multiple questions, we may need to add explanatory material with the questions.1n that case, the explanation fits best with the question to which it pertains.

Structuring the Questions: If our inquiry involves just one question, we can achieve our primary objective with the first sentence. After necessary explanation and a few words of friendly closing comment, our message is done. But for multiple questions, we will need to consider their organization.

We can make our questions stand out in a number of ways:

(i) We can place each question in a separate sentence, because placing two or more questions in a sentence de-emphasizes each and invites the reader to overlook some.

(ii) We can give each question a separate paragraph with explanation and comments related to that particular question.

(iii) We can order or rank our questions with numbers. We can use words (first, second, third, etc.), numerals (1, 2, 3, etc.) or letters (a, b, c, etc.). We can also provide the reader with a convenient check and reference guide to answering.

(iv) We can use the question form of sentence. We may want to avoid questions that can be answered with a simple yes or no. But mere are some exceptions. In those cases, we should question in different way.

Ending with Goodwill: We should end our inquiry with a friendly comment that fits the one case.

Reviewing the Order

·    Begin with the objective either a specific question that sets up the entire message or a general request for information.

·    Include necessary explanation wherever it fits.

·    If a number of questions are involved, ask them.

·    Make the questions stand out (using bullets, numbering, paragraphing, question form)

·    End with good will words adapted to the individual case.