Business Writing Essentials – Defining Tone
Defining the tone for any type of writing is essential; yet far too often the message received is not the message sent. There is need for clarification and in some cases, an additional letter or follow-up. Why is this? The tone was not defined. This is also the case with business correspondences. Mixed messages and / or room for interpretation leave the reader unsure of the ultimate outcome of the letter. Often it is called ‘miscommunication’ when really it is a lack of tone.
Authors should establish the tone from the very beginning, leaving no room for interpretation. This is accomplished when the author knows their audience and the ultimate point of the correspondence. (This writing should establish from the beginning that it is informative).
A memorandum explaining a major acquisition may have several “interjections” or side points, but the ultimate point is what sets the tone. The ultimate point coupled with the intended audience will help the author define the tone. While it sounds simple, connecting the relationship between defining tone and communicating is often overlooked.
Example: ( An internal memorandum)
GOOD: Many changes are on the horizon here at XYZ Corp; improving employee-manager relations being chief among them. Join this effort by voicing your opinions in the attached survey …
Another major change mention-worthy is our recent acquisition of ABC Inc. …
Not So Good: XYZ Corp is pleased to announce its acquisition of ABC Inc. …
Please download the attachment to send in your comment / concerns …
The problem with the above statement is that it sounds more like a press release to outside companies than an internal memo sent to the people responsible for helping to make the acquisition possible. Managers wonder why their employees will not voice their concerns or bring up issues. Employees wonder if they received the right letter. The tone defined from the beginning is not congratulatory to the employees at all. It is an announcement and the employee-manager relations is mentioned as a side note.
Defining the tone can be honed by:
- Reading things aloud. How does it sound? How would you read the correspondence?
- Allowing the memo or letter to rest, even if only for a moment. Walking away and coming back and reading it aloud (to yourself), will show the author what tone was set. If it is a quick memo, you cannot leave it overnight but if it is one you have time to write, definitely allow to sit.
- Think about how you would say the same thing to the same people — face to face, if possible. How would you address them? How much information would be necessary?
If the desired tone is not apparent to you as the author, the reader is unlikely to get it either. Take a look at the verbiage used and the positioning of sentences. Sometimes, switching the wording is really all that is needed. These are great starting points on the road to being a great business communicator. These three steps will aid in producing more effective communications. No matter the audience, this formula works. Stay tuned for the next part of this series where establishing and maintaining tone is discussed. Equally as important as defining the tone, they too, require skill and attention to detail.
About the Author
Chrissy Bryant is the owner of ChrissyBiz Solutions, a business writing consulting business. Not your typical business writing consultant, visithttp://www.chrissybizsolutions.com to find out the custom solutions available to Your Business today!
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