How to use tone in your writing

Tone in writing can be defined as attitude or emotion toward the subject and the reader.

A writer's tone is very important, as it conveys a particular message from you as the writer and likewise affects the reader in a particular way. Consequently, it can also affect how the reader receives the message you are communicating.

Appropriate Tone is Very Important!

Using the appropriate tone in business writing is an important aspect of communicating the desired message and of achieving the desired results. When determining the appropriate tone to use, ask yourself why you are writing the document (the purpose of the document), who the audiences is, and what you want readers to learn—and more importantly, to do—with the information in the document. When you know the answers to these questions, you will be able to identify and use the appropriate tone. In turn, the appropriate tone will help you to engage your reader and propel him or her to action. Below are tips that will help you achieve the proper tone in your business correspondence.

10 Tips for Using the Appropriate Tone in Business Writing

1. The tone for most business writing—including business letters, memos, reports, instructional documentation, and so forth—should be fairly formal, even though each company's culture is obviously somewhat distinct. Even when you know the readers quite well, and almost certainly when you do not, the tone should be quite formal in most written business communication. However, there are of course exceptions. One exception to this guideline, for instance, would be e-mail messages you send to co-workers or others with whom you work closely when the message is sent in informal situations (for example, when inviting co-workers to lunch or reminding them of an upcoming meeting). Job position also plays a part in this; you might use a slightly different tone with your colleagues then you do with your boss, for example. If in doubt, let the communication style of others with whom you work be your guide.
2. Though most business correspondence is fairly formal, don't make the mistake of being too formal. There's no reason to say "In the event that" when "If" will do. You want your writing to sound natural, not stuffy or stilted. Some writers suggest, for example, that it is wrong to use the pronoun "you" or to include contractions in business writing. However, doing so is appropriate in all but the most formal correspondence. In most writing, you should feel free to use such constructs, as they give a conversational, natural feel to your writing.
3. No matter the subject or the circumstances, you should be positive in your writing, even if the information is negative. Word choice is very important in accomplishing this.

Unfortunately, due to the decrease in sales this year, we will not be awarding Christmas bonuses this year. However, we want to thank you, as always, for your outstanding performance as a top-notch employee, and we cordially invite you to our annual holiday party.