Appropriate Tone
In writing, tone is defined as the author's attitude or emotion toward the subject and the reader. While this might only seem appropriate for writers of literature, business writers also need to be concerned about tone. In business writing, using the appropriate tone ensures that the message is communicated properly. Even the most positive message can be misunderstood if the tone is not correct. Answering the following questions will help you determine the tone of your communication, whether it be a letter, memo, or proposal:
- What is the purpose of the communication?
- Who is the audience?
- What should the audience learn?
- What actions should the audience take from the communication?
Formal and Informal Tone
Most business correspondence is written in the formal tone . The exception is internal email communications between coworkers. Even then prudence must be taken, as an email to a supervisor requires a more formal tone than one to a coworker requesting a lunch date. A piece of correspondence written in the formal tone contains the proper subordination, is free from discriminatory language, and contains no slang or text speak. Remember, the overall tone for any business writing is confident, courteous, and sincere. It is important to avoid writing that is overly formal; don't use long phrases such as "in the event that" when a simple "If" will do.
Appropriate Tone
Most business writing, with the exception of interoffice emails, is written with a formal tone.
Tone and Negative Messages
If the purpose of the correspondence is to deliver a negative message, it is especially important to consider tone. In a negative message, it is best to use a gracious and sincere tone. Try to avoid using the active voice when delivering negative messages.