Responding To Inquiries For Information And Action

All requests are essential to the client or potential client requesting information, whether or not the person works for the company or is an outsider. As one German translator in Seattle suggests, “The client’s view regarding your business and its products, your division, and your co-workers are based on how quickly, professionally, and extensively their inquiry is treated.” As an international business person with customer contact, you must be sensitive to the wording and terminology used in your messages.

Of course, responding to an inquiry isn’t as simple as it seems. At times, the details will not be readily available, and choices regarding a proper course of action sometimes need to be made at a higher level. A German translator in San Jose with The Marketing Analysts Translation company indicates that since a message written on letterhead or contained in an e-mail message is legally binding, you need to craft your message properly.

Thankfully, most inquiries are the same or very similar. As an illustration, a staffing and training manager receives many questions pertaining to open positions. Businesses typically create canned replies to deal with popular requests such as these. Despite the fact that canned replies tend to be criticized for coming across as frigid and impersonal, a lot of time and consideration is frequently involved in writing them, and mail merge capabilities allow a certain degree of personalization. One Spanish translator in Denver has suggested that an automated response that is well planned might just come across as being more personal and genuine compared to a rapidly typed, individual response.

Whenever a possible purchase is concerned
Potential clients frequently ask for an annual report, website address, catalog, swatch of material, or some other form of sample to assist them in making a decision about a product seen in advertising. A courteous and useful reply might influence someone to make a purchase. If the client hasn’t asked for any product details and isn’t seeking a response, you could employ some marketing and sales strategies. However, in sales literature that the client has specifically requested, you may use the direct plan.

When replying to inquiries regarding a potential sale, you have three primary objectives: (1) to reply to the request and answer every question, (2) to motivate the client to make a future purchase, and (3) to create a good impression of you and your firm in the mind of the prospective client.

Requests To Customers And Other Outsiders

Companies frequently request that people outside the business produce certain details or to carry out a fundamental activity: enroll in a conference, mail back an information card, sign a report, validate a specific location, or add to details regarding an order. According to a highly respected Spanish translator in Los Angeles, these communications are frequently brief and straightforward, however other circumstances demand a more in depth description. In these instances, the audience might not be willing to respond unless they realize how the joint agreement benefits them. Thus, a Spanish translator in Seattle suggested that more complex letters, with several paragraphs of explanation, are sometimes written. Due to the fact the identical information must regularly be delivered to a number of individuals at the same time, it could possibly be organized as a form letter and maybe personalized.

The subsequent message was written by a Louisville German Translation worker and is an illustration of a nicely-organized, thorough form letter:

In federal tax law, annuity payments are regarded as “earnings” for income tax withholding functions. In order to streamline your documentation, you might decide to allow us to withhold taxes from your annuity payments. Alternatively, you might decide to collect the full payments and pay projected taxes.

The following explains how to determine the best option for you:

Begin by calculating your total taxable income from all sources: the taxable part of annuity payments you earn, dividends, interest and income from work. Next, calculate your overall tax obligation for this year by making use of the income amount you determined and your existing tax rates. After that, deduct your payments of projected taxes and additional sums withheld for you.

In case your calculations show that you have a tax liability, you might need us to hold back the taxable part of your pension payments. To do so, indicate the correct box on the Tax Decision Form, enter your Social Security number, endorse and date the form, and return it to us.

Should you not want taxes withheld, select the “no” box on the enclosed form, enter your Social Security number, endorse and date the form, and return it to us.

Questions To Business Insiders

Even though inquiries to other workers are frequently verbal and somewhat informal, a Hebrew translator in New York City suggests that a lot of communications are more suitable for a long lasting, published form. An obvious, carefully composed message reduces time and inquiries and assists the audience with understanding exactly what is needed. A standard request in a message generally follows a regular direct approach. Generally, a Spanish translator in Houston will begin with a straightforward declaration of the purpose for writing; and then supply any justification that is required to rationalize the request and end with a certain report of everything he will anticipate, such as a due date, if suitable. As an example, the following message was mailed to every staff member of a manufacturing company.

American Manufacturing Co. is extremely interested in hearing your viewpoint related to our annual award dinner. Kindly spend a couple of minutes to answer this survey.

Historically, workers with 20 years of seniority are recognized at the annual company lunch, where awards are presented. A short while ago, the management team recommended that the company wide recognition dinner replace the lunch event. Since our company only has 112 workers, this kind of dinner would be a friendlier affair and allow us more time to honor one another. The interdepartmental connections and relationships that lots of enjoy can then be a part of our special event. Nevertheless, our business is very pleased with the oneness inside each division, and you may believe that this intimacy could be missing in a larger celebration.

Please take into account these factors and indicate your selection below:



Please include any additional comments at the conclusion on this memo. Return your completed survey by Friday.

In the following message, our German translator in Chicago encourages you to observe the way the author relates to an earlier message on a similar same topic and then requests that employees provide a response:

What ideas do you have in regards to the availability of flextime in your division?

Yesterday you were provided with a description of flextime schedules as they might be implemented in our corporation. Today we seek your thoughts and opinions of the proposition.

l. Are you in favor of a flextime schedule? Please summarize your reasons.

2. Our proposal for a flex schedule plan mentions three schedules for workers to pick from. What schedule is the most appropriate for your division?

3. If your desired flextime schedule isn’t offered, what other schedule would you prefer?

4. In your opinion, should the new flex schedule require mandatory participation?

5. If flex scheduling is implemented, what difficulties could occur in your division?

Make sure you write your responses directly on this message and submit it to Human Resources by Friday. Detailed answers will assist us in developing a plan that will work best for our organization.

Observe that this message is direct, to the point and assumes some common background. This design is suitable when someone is composing a message regarding a general issue to a person in the same organization.

Requests For Favors in International Business

When requesting a favor of a business person, you are usually asking for time, money or information.  For instance, you might want to interview middle managers on their use of personal computers.  Or you might ask someone for a formal introduction.  Such requests are likely to succeed when you can point out specific benefits to the person granting a favor.

Stressing Direct and Indirect Benefits

When requesting favors, Denver Translation Services explain how the person will benefit by granting your requests.  For instance, Rigzone, a trade serving the Petroleum Industry, recently asked safety managers to complete a survey about their firm’s use of their in-house safety programs.  Safety managers who completed the survey received a free gift card to  Similarly, if you’re asking someone to sponsor a speaker at an industry trade show, you might mention the benefits of the company’s name on signs, banners and advertising.

People or companies who grant requests can gain indirect benefits as well.  As Washington D.C. Translation companies suggest, the firm purchasing the name to a new professional sports center gains community goodwill, as well as free publicity.  Another form of indirect benefit results simply from helping others.   Most people feel good about themselves when, for selfless motives, they donate time and money to good causes.  Besides appealing to people’s altruism, most non-profit organizations also mention it a postscript that donations are tax deductible (a direct benefit).

Gaining Attention

Since your request will compete with other messages for your reader’s attention, begin your letter with an interesting—and relevant—assertion, fact, compliment or question.  For example, this assertion helped persuade local businesses to fill out an eight-page questionnaire: “We need your help to make Indiana University more responsive to the needs of U.S. corporations.”  The assertion worked because it is subtlety complimentary and suggests an implied benefit: If businesses help the college shape its curriculum, they will benefit by having better employees.

Significant facts also get attention.  New England Business and Communication Services asked a random sampling of production managers to keep daily records on the number of times poor listening skills had slowed production.  The company persuaded thirty-two managers to keep records by beginning its request letter with the fact: “On the average, your employees listen to only 25-percent of what you tell them.”

Compliments can gain attention, but they should be sincere and individualized.  Few managers feel complimentary when they receive obvious form letters with overstated compliments, such as: “As one of the top managers in America, we know you’ll want to assist us with a survey we’re conducting.”  In contrast, one of our colleagues was flattered by—and responded favorably to—the following request for comments on a proposed textbook: “Could we draw from your professional knowledge and experience to guide our editors?”