Determining the Tone of Your Communications
In this lesson, we will look at the importance of tone and language in any form of written business communication.
Written communication is vastly different from verbal communication,
especially in a business environment. Written communication has room for
deliberation, revision, and correction, a luxury that verbal
communication does not provide. Always review and
proofread your own writing because once a written document such as
an e-mail, letter, or memorandum has been sent, your communication is
saved for posterity. You cannot correct or improve upon it once it has
been dispatched.
Tone and language are tricky things to deal with when it comes to written
communication. When you talk to someone, the person's body
language, tone of voice, intonations, eye contact, pitch, and general
demeanor give you essential clues about what the other person is
feeling. You modify what you are saying based upon these clues. In
written communication, this instant give-and-take of nonverbal signals
is not possible. In written communication, it is intuitiveness and
instinct, coupled with an eye for detail, that can help you deliver
your message effectively. Achieving the effect that a verbal exchange
has on other people is possible in written communication; it is known as
tone.
In writing, tone is defined as the
writer's attitude toward the reader and the subject of the message. The
overall tone of a written message affects the reader just as one's tone
of voice affects the listener in everyday exchanges.
As a writer, it is essential that you learn to adjust your tone
according to the circumstances. While business communication is more
formal, you should know when to be conversational, cajoling,
assertive, or apologetic, depending on the situation. For example, if
you are writing to an individual reader, chances are that she or
he will prefer a more direct, personalized, and friendly tone
in your writing. However, when you are writing to a group of seniors, a
certain level of professionalism, combined with a conversational style,
is recommended.
Here are a few questions to ask yourself when setting the right tone for your work-related writing:
- What is the purpose of this document? Why am I writing it?
- Who is my reader, and what does he or she stand to learn from my writing?
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