Tweet

How to Achieve the Appropriate Tone in Your Written Communications

Guest post by: Melinda Copp

Article Overview: 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.

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.

Related Articles
  Careful: Your Words Might Say More Than You Think
  Job Number One
  “Ten Tips For Nonverbal Communications From Your Strategic Thinking Business Coach ”
  Twelve Tips For Strategic Business Communications According To Your Strategic Thinking Business Coach
  Sales Training – Salespeople and Their Refined Communications

Article Tags: blogs, business writers, contractions, correspondence, e zines, formal entity, formal tone, goodwill, jargon, job description, marketing materials, mediums, memos, message tone, passive verbs, personal connection, personality, professional message, writing style, written communications



Related Forum Posts
Franchise Models - There's a really interesting book about franchise models. Written by Michael Gerber, 'The E-Myth' is all about setting up an individual business and creating it in a franchise mold which will enable it's success. Definitely worth a read.
Re: Drop out Billionaire - I reveived Bill Bartmann's DVD "9 Steps To Achieve Any Goal" as part of my monthly pack from Success University a few months back. It is a great presentation. I've watched it several times but not for a while so I'll view it again in the coming week. He is one of the greats. Like the best success mentors, he speaks with authority because he has come through much tribulation. His program sounds like a great bargain at $100 a year.
7 words or less for Structogram - Some "7 words or less" (more or less) for Structogram for your comments: Training to get your message across(6) Secrets to get your message across (6) Training so people will listen to you (7) Helping you get your message across (6) Training to learn to get your message across (8) Communications training for yourself and your team (7)
Need a book recommendation for writing better - I'm always looking for ways to improve my writing skills, so I was just wondering if anyone could recommend a good copywriting or copyediting book? I was actually thinking of reading "The Copywriter's Handbook : A Step-by-Step Guide to Writing Copy That Sells" by Robert W Bly [u:w3cg00nn]OR[/u:w3cg00nn] "The Copyeditor's Handbook: A Guide for Book Publishing and Corporate Communications" by Amy Einsohn. Would anyone know if these books are any good? Thanks
Answering the phone - I receive all calls on my cell (business and personal) so I answer Maja Rehou. It is now an ongoing joke with family members who respond with their first and last name as well. I answer this way because the person calling might be a new customer calling for WordForce and just stating my first name may confuse them. As well, I feel first name only is to familiar and I want the business to be presented on a more professional level. If I knew everyone calling knew me personally and that I represented the WordForce brand then I would have no problem answering with Maja. Since Evan is his brand, his tactic wouldn't lead to any confusion as it might with me. Now this has me thinking Louis maybe I should start answering: WordForce Communications, Maja speaking. Thanks for the tip. I'm open to any other suggestions for this dilemma. My outgoing message is a complete other story. I use it as a sales tool. What types of outgoing messages do others have. I'd be interested to hear.


Share this article with your friends. Fund someone's dream.

Leave a comment below or share on the left and you'll help support entrepreneurs in Africa through our partnership with Kiva. Over $50,000 raised and counting - Please keep sharing! Learn more.

Tweet

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:

Popular Articles

Civility in the Workplace---Is it Decreasing?

A New Year in the Pharmaceutical Industry

9 tips to increase ROI in PPC Campaigns

Suggestions

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.