2.3 The tool of tone
Tone is always present in communication activities, and therefore needs genuine consideration. The tone of a message is a reflection of the writer and it affects how the reader will perceive and repsond to the message.
Tone is all about the 'vibe' you give off. Formal, informal, friendly, impersonal; the way we write impacts the reader differently.
Getting the right tone has a lot to do with selecting what 'person' you write in. That is, first, second or third person. First and second person have a friendlier, less formal tone than third person.
We also achieve a more perosnable tone by using an active, rather than a passive voice. The active voice also shows ownership, which in turn, applies accountability.
Example:
The course report will be written by the end of the month. (Passive voice - sounds formal/stuffy. Plus, we don't know who is writing the report).
[Name] will write the course report by the end of the month. (Active voice - more direct, and we know who is accountable).
Learn about common problems with tone, and tips for making improvements:
TIPS:
Regardless of what you are writing, get into the habit of checking the tone.
Personable does not mean unprofessional.
If you’re having difficulty with the tone of an email, put it aside, and /or read it aloud and see how it sounds.
If it’s a very important piece of written work, print it out and read it on paper, then go back and make changes.
Enter the recipient’s name last to prevent yourself sending the email too soon.