4. Tone in Business Writing
Be confident.
For example:
Not: You must agree that I am qualified for the position.
But: My qualifications in the areas of accounting and customer service meet your
job requirements.
Be courteous and sincere.
For example:
Not: You didn't read the instructions carefully, thus your system has shut
down.
But: The system may automatically shut down if any installation errors occur.
5. Tone in Business Writing
Use Nondiscriminatory Language
Avoid words and phrases that unnecessarily imply
gender:
Not: Executives and their wives
But: Executives and their spouses
6. Tone in Business Writing
Stress the Benefits For the Reader
Not: I am processing your order tomorrow.
But: Your order will be available in two weeks.
7. Special Formatting and
Mechanical Techniques
Use enumerations to list
important items
Use solid capitals and
centering to emphasize an
important detail
Use columns with headings
to make reading and
understanding easier
8. Special Formatting and
Mechanical Techniques
Use bullets to emphasize
several points
Use boldface and italics when
appropriate
Use color coding to attract
attention
9. Important “Nevers” in
Memo Writing
Never write complicated, hard-
to-understand memos.
Keep them simple and to the
point.
10. Important “Nevers” in
Memos Writing
Never write rude, blunt,
or thoughtless memos.
Never send memos that
have typos, misspelled
words, or grammatical
errors.
11. Important “Nevers” in
Memos Writing
Never leave out
necessary details
causing people to have
to follow up with
questions.
Never use a closing line
or a signature in a
memo.
