#Business Writing Series - Importance of Tone /3

Striking the right tone in your correspondence is an important Business English Skill.

In Part 1 of our series on business correspondence, we looked at the types of business documents.

In Part 2, we reviewed the importance of business correspondence.

In our Part 3 review the tone to use in your business correspondence.

Introduction to Business Tone

Now, most business writing like for business letters, memos, reports, instructional documentation, and so forth should be fairly formal. 

However, don't make the mistake of being too formal.

Your tone should be courteous and professional at all times, and it should communicate strength and confidence. 

Always use appropriate language in business correspondence.

Tone for Specific Types of Business Writing

Particular situations call for a specific tone.

• Denying a request. Be regretful, but courteous when you cannot grant a favor. 
• Rejecting a job applicant. Be thankful, but regretful in denying someone a position.
• Apologizing to a customer for a mistake. Be humble, appreciative to the person for being a client, and confident that the mistake will be corrected. 
• Apologizing to a customer, but you are unable to correct the mistake. Be humble, appreciative, and regretful that the mistake can not be corrected.
• Reprimanding an employee. Be firm, but courteous. Address the issue for the reproach,  don't attack the individual. 

Conclusion

Tone is an important ingredient in successfully communicating your ideas and thoughts in business correspodence. 

Consider the above guidelines when writing your next email or letter!

In Part 4 of our series, we turn to writing specific business correspondence - super emails!

Please stay tuned!
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