What Kind of Tone Should You Use in Business Writing?

By Mary Simmers

We hear it all the time. Your business messages should carry an air of formality. Just saying something should be formal, though, still leaves plenty of room to commit mistakes. In the case of professional correspondence, your writing should strive to achieve several other qualities.

Confidence. Does your writing make you come across confident or does it betray your apprehensions? People want to conduct business with other individuals who are sure of themselves. If your writing says otherwise, you can end up leaving potential partners and prospects worried.

Courtesy. Being courteous can go a long way in the business, especially when you extend it to people that you can consider subordinates. Not only does it help avoid any misunderstandings, it can inspire loyalty and trust.

Appropriate emphasis and subordination. Put emphasis on important items of your messages, while delegating less vital information at areas of less focus. Short sentences, found either at the start or end of paragraphs and sections tend to attract the most attention.

Gender-neutral language. Unlike several decades ago, various industries now have participants from both genders in high positions. As such, it is always in your best interest to keep all language gender-neutral, avoiding any potential backlash from the half of the population you excluded. A message checking software should be able to catch deviations and bring them to your attention.

Benefits-focused. Let's face it. Many business correspondences are designed to compel the reader for something - sign a contract, set up meeting or close a deal. That's why it's important to always make a point of showing the reader how taking that action is in their best interest by putting a focus on the value they stand to gain.

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