The choices you make about language and style can strongly influence the way your readers respond to your document. Effective decisions about tone enable your writing to communicate clearly; clear, correct language reinforces the document's organization, and ultimately better accomplishes your purpose.

Tone

Tone is how you say what you say. Your goal is to present information in a tone that encourages readers to pay attention and be receptive to what you have to say.

In addition to understand the way your tone affects your audience, you need to consider who you are representing, and write appropriately. Although your name is on the "From" line or in the signature, if you write on company letterhead, your tone must match the company's code of ethics.

With this in mind, seek to choose language that is personable and professional. Here are some keys to achieving that balance:

• Plan, draft and revise any correspondence that you send.
• Avoid sending correspondence out of a direct emotional reaction-you may regret what you send the next day. Wait a while before sending that blistering email, letter or memo.
• Be courteous.
• Before you give a request, give your reader a reason to comply.
• Avoid sarcasm.
• Use plain English. Avoid Letterese or Clichés

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