Requesting Cooperation
Guidelines
State the problem and/or request immediately. Be specific about requests.
Give reasons for your request. Not to do so seems arbitrary. Parents may not always give children reasons for their orders, but adults owe that courtesy to other adults.
Find positive motivators. Point out the benefits of cooperation to your reader—smoother operations, safety, savings in time and dollars, commendation, or simply goodwill.
Don’t sound demanding. A reader will have an adverse reaction simply because the tone sounds like a complaint rather than a request for cooperation.
Don’t use underlining, unusual punctuation marks (such as an exclamation point), or quotation marks when your message could be construed as a complaint. Emphasize important details by putting them in a separate sentence or paragraph, or by repeating them.
Anticipate and tactfully handle any negative reactions you expect.
Include courtesy words. Soften commands with words and phrases such as “we would appreciate...,” “would you please...,” “thank you for....”
End on a positive note. Assume your reader will comply. Either express gratitude or show confidence in the desired outcome rather than referring again to the situation as a problem.
Add humor, when appropriate, to get attention and make your message memorable. You’ll undoubtedly recall political cartoons you’ve seen in newspapers and magazines; humor can be just as effective as a sledgehammer in getting your message across.
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