Set a useful form for the reply

Form, length and tone.

Name the form, such as a checklist or email. Add a length you can check, such as three sentences or five items.

Tone means how the words sound. You can ask for polite, warm or plain wording. Keep the real request clear, even when it is firm.

Use a count that fits the facts. Do not cut a needed step to meet a word limit. Read and count the reply yourself.

A tidy reply can still add a false fact. Check the problem, dates, requests and claims against the source you supplied.

A reply is a draft until you review it. A set form does not make it ready to send.

Three sentences, using only the repair facts.

Made-up facts: the hallway light is out. The writer wants to ask the building manager when it can be checked. No cause, time of day, danger assessment or visit date is supplied.

Write a four-sentence notice request.

Made-up confirmed facts: the spring craft fair is on April 18 in the church hall, from 10 a.m. to 2 p.m. Neighbors are invited. There is no sign-up or cost information. Write a request for a friendly notice of exactly four sentences. Keep all supplied facts and add no other event claims.