Feedback Form
Home Features Mastermind Forums About Advertise Blog Network Contact Be An Author

How to Achieve the Appropriate Tone in Your Written Communications

How to Achieve the Appropriate Tone in Your Written Communications

Years ago, business writers wrote all their communications in a formal tone that sounded the same throughout the piece—passive verbs, jargon, and the editorial “we” were all characteristic of this business writing style. Only radical writers broke away from these established business writing principles.

But today, when professionals are communicating with their clients through e-zines, blogs, and other mediums, the formal tone isn’t always appropriate. Depending on the situation, readers often demand some personality in business and marketing materials now because they want a personal connection. They want to do business with a human being with a personality they like, not a formal entity or a “we,” and the tone you use in your business writing can accomplish this for you.

So what contributes to tone, and how can you use it effectively in your writing? Consider the following tips.

Tone and How it Works
Tone is the way any message sounds and how readers perceive your message. Tone can transform a professional message into an interesting correspondence, or, if done incorrectly, tone can reduce the document to a bland letter without much impact. The tone you use in your written communications can either be the first step in establishing goodwill with the reader or conversely it can alienate or irritate the person. The key to using tone in your writing successfully is to be aware of what tone is appropriate for the situation and be conscious of how tone is communicated in writing.

Formal Versus Informal
Most people can recognize a formal tone when they see it, but here are a few characteristics. Keep in mind, these strategies can and should be used when a formal tone is appropriate. First, in formal pieces you write out all the words in full without using any contractions. As well, writers can refer to people by title or job description and not by their names. When employing the formal tone, avoid the words “I” and “me,” and use the faceless “we” instead.

Letters, memos, and e-mails all have a different tone from the formal business letter—as do some marketing materials. Here you can put a little personality into the work. Informal means using conversational contractions, first person point of view, and essentially writing the way you might talk to a friend or associate on a person-to-person level. A great way to test the results is to read some of your letters and memos aloud so you can actually hear whether or not the words sound like you.

Check Your Tone
Tone can range from casual to formal. And at one time, formal was seen as the professional standard. But that’s no longer the only—or even best—way to communicate with people, especially prospects. Your blog readers and e-zine subscribers want to get to know you, which is why a personal note and more casual, conversational tone is effective in these situations.

So save the cold, formal, just-the-facts approach for sticky situations, like firing someone or writing for several people that you don’t know, as in business reports. And let your personality show in your writing. You’ll find that people respond better to you and your written materials.





How to Achieve the Appropriate Tone in Your Written Communications - To learn more about this author, visit Melinda Copp's Website.

Like this article? Share it with your friends

Article Feedback
 Article Feedback No article feedback found.
  Leave Your Feedback
article feedback

Article Feedback
Anne Barr
Anne Barr has over 26 years experience in sales and marketing, six years as a franchisee. She has assisted over 367 business owners and purchasers to achieve their goals in career change, transition and exit strategy. She holds the designation of Certified Franchise Executive from the International Franchise Association, Certified Business Intermediary from the International Business Brokers Association and Board Certified Broker from the Texas Association of Business Brokers. Anne is active in professional organizations, networking groups and volunteers for non-profit entities. As owner/operator of four successful businesses, Anne has proven people skills and enjoys helping clients find the right "fit" in business ownership. Visit www.FranchiseOpportunitySpecialist.com for more information about me and my company. - Visit Anne Barr's Website


To learn more about the Evan Elite Author Program please contact us.

About The Author


Melinda Copp
(Visit Melinda's Website) Melinda Copp is a ghostwriter and writing coach who helps self-employed professionals, speakers, entrepreneurs, coaches, and consultants write and publish to establish expertise, build relationships with their clients and leads, and grow their business. Sign up for her free e-zine at http://www.writerss herpaprograms.com and get a free report on writing to sell!


Melinda Copp is a Platinum author on EvanCarmichael.com
About The Author

View Author Blog
View Author Blog

View Author Video
View Author Video

Free Downloads


Melinda Copp's

Complete
List Of
Business-Coach
Articles

Name
Email
Author's Free Downloads
Top Author Mistakes Icon Top Author Mistakes

More Melinda Copp
How to Design Your Book to Grow Your Business and Your Income
How to Find a Writing Process that Works For You
How to Develop Your Books Structure
Five Keys to Book Writing Success
Where to Start Writing Your Book
Speakers Coaches and Experts Write to Sell During a Recession
Marketing Your Writing The Basics of Selling Your Book
Writers Do You Procrastinate Make it a Priority to Write Your Book
How to Use Social Media to Market Your Book
Multiply Your Speaking and Consulting Income with Content
Free Downloads


 
 
 


Evan Elite Authors
David Barr  
John Brennan  
George Ludwig  
Evan Elite Authors

Become An Author
Have you written articles that would be of value to entrepreneurs? Become an expert on our site by publishing them! Expose yourself to a wide audience, drive more traffic to your website and get more sales! Click Here for details.
Become An Author

Evan's Latest Video
Modeling the Masters: Learn the true secrets behind Walt Disney's business success factors & grow your company! Video produced by Phanta Media
Evan's Latest Video

Business Opportunities
"Learn straight from Evan how you can Make a Full Time Income (And More) from a Website"

How to Start An Online Business

Click Here To Learn More
Business Opportunities



Evan's Newsletter
Get advice & tips from famous business owners, new articles by entrepreneur experts, my latest website updates, & special sneak peaks at what's to come!
Name:
Email:
Evan`s Newsletter

Free Downloads
Making It Happen Icon Making It Happen
Business Checkup Icon Business Checkup
Life Purpose Icon Life Purpose
Partner Questionnaire Icon Partner Questionnaire
PIPS Power Book Icon PIPS Power Book
Free Downloads - Complete List

Entrepreneur Tools and Guides
Top 50 Political Blogs
Top 50 Political Blogs
Top Political Blogs of 2009
 
Choose A PR Topic
Choose A PR Topic
Press Release Builder
 
Entrepreneur Tools and Guides

SEO For Africa
SEO For Africa
Abibou Hamida Ilanda Agoe, Togo,
SEO For Africa

If I Were A Startup...
Geoff Whitlock, $53k to $507k in 3 years
Geoff Whitlock
$53k to $507k in 3 years
Stephen Pollack, $1.2 to $16.2 Mil in 3 Years
Stephen Pollack
$1.2 to $16.2 Mil in 3 Years
If I Were A Startup... - Complete List

Famous Entrepreneurs
Robert Johnson, B.E.T.
Walt Disney, Walt Disney
Walt Disney
Walt Disney
Famous Entrepreneurs - Complete List

Entrepreneur Advice
Jay Conrad Levinson, Guerilla Marketing
Jay Conrad Levinson
Guerilla Marketing
Keith Ferrazzi, Never Eat Alone
Keith Ferrazzi
Never Eat Alone
Entrepreneur Advice - Complete List

Popular Articles
(Premium Authors)

     Employee Training: Ten Tips For Making It Really Effective
By Vicki Heath
     Employee Communication Surveys: Seven Tips For Successful Design and Implementation
By Vicki Heath
     Transfer of Training: Ten Tips For Effective Skill Transfer
By Vicki Heath

Have A Suggestion?
Toronto Salsa Classes / Toronto Salsa Lessons Email us your ideas on how to make our website more valuable! Thank you Sharon from Toronto Salsa Lessons / Classes for your suggestions to make the newsletter look like the website and profile younger entrepreneurs like Jennifer Lopez and Sean Combs!
Have A Suggestion?

More Evan Carmichael
More Information