Direct and indirect order inquiries in organizational communications

Direct Order

Direct vs. indirect orders

In general, two types of 'orders' exist in written form: direct and indirect orders. While both can be phrased in polite and acceptable terms, they have different uses in business communication. In some instances, a direct order is appropriate, to minimize confusion. When a routine inquiry is made of a superior to a subordinate to perform a general action, or when an inquiry is made regarding the purchase of a product from a supplier, spelling out the terms of the order in unambiguous and unqualified language is preferred. For example, a supervisor might ask a subordinate to attend a conference on behalf of the organization, if this is part of the expected responsibilities of the subordinate's position. Or, a general memo might be released to the organization asking all workers to take diversity training. The training is not optional, but mandatory, and the times and places of the sessions must be directly conveyed.

In the case of giving orders to a subordinate, there is an expectation that the superior will direct the subordinate. If direct orders are not part of the existing relationship of the two entities involved, however, one might be slightly taken aback by the bluntness of a direct order. Other direct orders might constitute a request to a supplier for a specific item. There is an understanding between the two organizations that one is a purveyor and the other is a supplier, so direct orders are expected. A direct request should still be conveyed in a polite and professional manner, even if the expectation of obedience is not ambiguous. However, with a direct order, because of the preexisting relationship, the primary desire is for clarity, not formal niceties.

Indirect orders may be used regarding a matter such as a general inquiry for information. For example, if exploring a potential business relationship with a supplier, a letter that asks for 'more information' about the business, but does not make a specific request may be appropriate. Indirect orders may also occur in the context of a professional relationship, if the nature of the request is more general. For example, a supervisor might send out a memo to his or her employees noting that they may need to have to put in extra time right before the Christmas 'rush.' This is not a specific request for putting in X additional hours, but a general acknowledgement that greater patience and perseverance may be demanded on the part of employees. Indirect orders may also be used by subordinates to communicate with superiors. A subordinate cannot 'order' a supervisor to do something, but can indirectly note that the employee has been putting in extra work and therefore requests some extra 'personal time' to deal with a family matter.