Answer:
The tone of my business document is very important. It will not only determine my emotions and attitude toward the readers and the subject, but it will also determine whether they will be able to read and understand the message as intended.
The tone is the voice of my communication and helps in shaping my document. To get the right tone in my document, I will ensure that it answers the following questions:
What is the purpose of my document/writing?
I will first consider the purpose of my document. I want the reader to acknowledge my message and take certain actions. I will ensure that the reader responds immediately. I will check if my business document creates a sense of urgency. The tone of my communication will vary depending on the message that it needs to convey.
For instance, a letter of promotion would have a tone that expresses enthusiasm and appreciation. On the other hand, if I deny a request, I would use a tone that expresses regret, but it will nevertheless sound positive about future situations and opportunities.
Who is the reader of my business document?
Tailor-made communications may help deliver the message. If I write with my target reader in mind, the tone of my document will be a lot more effective and the reader will be better to comprehend the message as intended. This way, the tone of my writing will be appropriate to the receiver of the document.
What result or message needs to emerge from my document?
Before I send the document, I will ask myself, “Will the recipient of my document quickly grasp the message I am trying to convey? Is my document clear and free from ambiguity?” If I answer these questions honestly, the process here will help me to structure and write my business document effectively.
Acceptable tones in business communication:
A formal tone is ideal for business communication across business letters, memos, and reports, and so on. The tone can, however, be a little informal, if the communication is through an email. However, businesses usually avoid informal means of business communication. The use of active voice is preferred instead of passive voice because it has a more direct tone.
In business documents, readers also appreciate a serious and professional tone over a friendly tone. A professional tone ensures direct and clear communication.
Business documents should have a positive tone and should sound courteous and polite. A harsh, arrogant tone and rude words may alienate readers. A positive tone, on the other hand, offers a better chance of the reader agreeing to the content of the document.
Explanation: PLATO