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Running head: TONE IN BUSINESS COMMUNICATION
Tone in Business Communication
TONE IN BUSINESS COMMUNICATION
The tone in effective business communication
The tone in writing business communication refers to the writer’s attitude towards the
subject matter and the person addressed. The tone used throughout the written message
determines the reader’s reaction/ the perception of the reader (Fisher et al., 2019). Proper use
of tone in writing create effective business communication by presenting confidence,
sincerity, and courtesy, that translates to emphasis as well as subordination, appropriately. the
proper tone in writing presents nondiscriminatory language, which emphasizes the “ you”
attitude, meaning it emphasizes the significance of the reader.
The use of a confident tone in writing creates effective business communication since
it presents a persuasive effect on the person addressed (Fisher et al., 2019). With a persuasive
tone, the reader is bound to accept the offer, having noticed the confidence in the writer.
Confident individuals show that they are sure of their capabilities. Proper use of confidence
regulates one from being overconfident, creating a good impression on the recipient.
Courtesy and a sincere tone in writing create effective business communication by
building goodwill (Fisher et al., 2019). Sincere and polite words and phrases in business
communication, appeal to readers, making them more likely to accept what is being
communicated, even if it is a negative message. The use of proper emphasis and
subordination helps the audience understand the most significant ideas in written business
communication, making it fulfill its purpose in the business.
The use of nondiscriminatory language demonstrates equality and respect for all
people. A language that is free of bias based on race, sexual orientation, religion, age,
ethnicity, and disability as well as one that is free from sexist, is inviting to the reader (Fisher
et al., 2019). The use of a language that stresses on the importance of the reader assures the
reader that the message is directed to them, which make the writer not to sound self-centered
TONE IN BUSINESS COMMUNICATION
How improper communication diminishes effective communication
Improper business communication is characterized by a lack of confidence,
insincerity, and discourteousness, lack of appropriate emphasis, use of discriminatory
language, failure to emphasize the importance of the reader among other things that make the
tone improper for business communication (Lin et al., 2018). For instance, the lack of a
confident tone implies inadequacy in the knowledge of what the writer wishes to
communicate. When reading a business document that shows a lack of confidence, the reader
may hesitate to accept the decision. Lack of a confident tone lacks persuasive effect which
may back off people from the writer’s position.
Discourteousness and insincere tone make the reader more likely to disregard the
message, even if it is positive (Lin et al., 2018). Lack of emphasis on important ideas lead to
confusion and may disregard crucial information. The use of discriminatory language that is
sexist in nature or one that is biased based on disability, age, religion, sexual orientation, race,
and ethnicity would not be pleasing to some readers, making the communication ineffective.
Failure to stress the importance of the reader by failing to write from the reader’s perspective
may make them feel that the message was not meant for them.
An example where a good tone can influence the outcome of a business situation
A confident tone is determined by the words and phrases used to communicate in a
business situation. For instance, in an interview, an interview may lose it because of
overconfidence expressed in the statement: “ You must agree with me that I am equal to the
task and overqualified for the position.” Instead, a proper tone would convey the same point
more politely and persuasively, “My qualifications in counseling and psychology meet your
job description requirements.” The latter is more polite and persuasive, which makes it a
good tone that may influence the interviewers to consider the person, instead of the first one.
TONE IN BUSINESS COMMUNICATION
Fisher, R., van Staden, C. J., & Richards, G. (2019). Watch that tone. Accounting, Auditing &
Lin, C. J., Hwang, G. J., Fu, Q. K., & Chen, J. F. (2018). A flipped contextual game-based
learning approach to enhancing EFL students’ English business writing performance
and reflective behaviors. Journal of Educational Technology & Society, 21(3), 117131.
Running head: WRITING A FORMAL EMAIL
Practices when writing a formal email.
WRITING A FORMAL EMAIL
Writing a formal email
Practices to avoid when writing a formal email
The use of emails as a form of communication has continued to increase with increasing
technology. Emails are mostly preferred since they are fast, and they allow people to
communicate both locally and globally without restrictions. Written emails can be formal or
informal. Professionalism is required while writing formal emails. High-level etiquette is
required while writing formal emails. Roughly, the use of emails is expected to rise, such that
347 billion emails will be sent daily by 2023 (Osman, 2019). When writing an email, the subject
should be specified to enable the recipient to know what the email is about immediately.
When writing a formal email, professional greetings should be used. Proofreading is also
a practice that is considered while writing formal emails. The sender is required to proofread the
email before sending it to the recipient. Proofreading enables the sender to correct possible errors
present in the drafted email before sending it to key recipients.
It is vital for the sender to carefully attach the required documents to avoid attaching
unnecessary attachments that may change the email’s aim. In places where the sender is supposed
to attach large documents, the recipients must give consent. Large files should be compressed to
occupy less space while attaching the document. Business email addresses are used when writing
a formal email. Double-checking the email address before sending it is another practice that is
considered while writing formal emails. The practice enables the sender to ensure that the target
recipient’s email address belongs to the target recipient. Failure to double-check the email
address may make the email land in the inbox of an unwanted recipient. Signing off an email is
another requirement while writing a professional email. By signing off an email, the signature
WRITING A FORMAL EMAIL
acts as a corporate identity. The signatures used are best regards, with appreciation, etc. The
signature in the email should be well …
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