How to write it / request & inquiry

在Sandra E. Lamb所寫的《How to Write It》裡的第40個單元提到書面提出request 或inquiry時應注意的事項。我覺得值得提一下的是注意事項中的減少錯誤訊息(Eliminate Wrong Message)這個部分的內容：

● 不要用命令式的口氣，例如 “Send me your report A-520 by return mail.” 想也知道這會惹惱對方。

● 避免用抱歉的語氣或抱持一種不期待對方會回覆你的態度，

例如

“I’m sorry to bother you with this, but I need a copy of the report on early therapy for diabetes.”

或是

“If you are unable to send me a copy of the report, I will certainly understand.”

這樣顯得自己很微小，不值得別人回覆你似的。

●不要把多項請求包含在一大段文字中，例如不要寫

“Please send me your brochures for Model 75-74; Model 610-66; Model 774-23; Pipettes 566-43; and the Analyzer 511-10.”

為了讓對方一目瞭然，可以這樣寫，

“Please send me your brochures for :

  ▫ Model 75-74

  ▫ Model 610-66

  ▫ Model 774-23

  ▫ Pipettes 566-43

  ▫ Analyzer 511-10”

●避免提出模糊不清的請求，模稜兩可的問題通常得不到有效率的回覆，甚至得不到回應。

●別忘記謝謝對方，這會讓對方（假設是初次接觸的人）願意回覆你、幫助你。

例如,

“Thank you for handling this request.”

“I appreciate your help in this matter.”

“May I receive this information by March 15? Thank you for your help.”

“I look forward to receiving this material, and thank you.”

“I thank you in advance for your help in this matter.”