Tone of Business Correspondence
Welcome to the Purdue OWL
This page is brought to you by the OWL at Purdue (http://owl.english.purdue.edu/). When printing this page, you must include the entire legal notice at bottom.
Contributors:Dana Lynn Driscoll.
Summary:
This handout provides overviews and examples of how to use tone in business writing. This includes considering the audience and purpose for writing.
Tone in Business Writing
What is Tone?
"Tone in writing refers to 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" (Ober 88).
Business writers should consider the tone of their message, whether they are writing a memo, letter, report, or any type of business document. Tone is present in all communication activities. Ultimately, the tone of a message is a reflection of the writer and it does affect how the reader will perceive the message.
How can I make sure my messages have the appropriate tone?
The writer should consider several things when preparing to write. The following questions will help you to determine the appropriate tone for your message. * Why am I writing this document? * Who am I writing to and what do I want them to understand? * What kind of tone should I use?
Why am I writing this document?
You should take time to consider the purpose of your document in order to determine how you should express the message you wish to convey. Obviously, you want the message to reach your audience, and you will probably want the reader to take some action in response to your message.
When you consider the message and how you wish to express it, the tone of your message will become apparent.
For example:
Suzy is writing a job acceptance letter to an employer but is unsure of the tone she should take in the message. She has decided to accept the position. When she asks herself, "What is my intent upon writing?" she
This page is brought to you by the OWL at Purdue (http://owl.english.purdue.edu/). When printing this page, you must include the entire legal notice at bottom.
Contributors:Dana Lynn Driscoll.
Summary:
This handout provides overviews and examples of how to use tone in business writing. This includes considering the audience and purpose for writing.
Tone in Business Writing
What is Tone?
"Tone in writing refers to 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" (Ober 88).
Business writers should consider the tone of their message, whether they are writing a memo, letter, report, or any type of business document. Tone is present in all communication activities. Ultimately, the tone of a message is a reflection of the writer and it does affect how the reader will perceive the message.
How can I make sure my messages have the appropriate tone?
The writer should consider several things when preparing to write. The following questions will help you to determine the appropriate tone for your message. * Why am I writing this document? * Who am I writing to and what do I want them to understand? * What kind of tone should I use?
Why am I writing this document?
You should take time to consider the purpose of your document in order to determine how you should express the message you wish to convey. Obviously, you want the message to reach your audience, and you will probably want the reader to take some action in response to your message.
When you consider the message and how you wish to express it, the tone of your message will become apparent.
For example:
Suzy is writing a job acceptance letter to an employer but is unsure of the tone she should take in the message. She has decided to accept the position. When she asks herself, "What is my intent upon writing?" she