2. SETTING THE TONE
Why, who, and what
Why am I writing this document?
Who am I writing to and what do I want
them to understand?
What kind of tone should I use?
3. WHY AM I WRITING THIS?
The most obvious, should be clear in business
writing.
Understand what response you want from the
reader
Discover the tone by considering the
message, and why you are writing it.
4. WHO AM I WRITING TO?
Who is the audience?
Employee, customer, or employer; crucial for
setting tone
Write to your exact audience rather than catch-
all
5. WHAT DO I WANT THEM TO
UNDERSTAND?
What reaction are you trying to elicit?
Set a clear objective to your audience
Understanding your audience, what your
writing, and why you are writing will determine
the tone
6. WHAT KIND OF TONE SHOULD I USE?
General Guidelines for using tone
Be confident
Be courteous and sincere
Use appropriate emphasis and subordination
Use non-discriminatory language
Stress the benefits to your audience
Write at an appropriate level of difficulty
7. NOTES FOR NEGATIVE MESSAGES
Highly important to consider tone for negative
messages
Avoid drawing attention to yourself
Passive voice may be your best decision
Try not to attack individual if address issues or
faults
Be clear
8. IN SUMMARY
Why am I writing this?
Be direct
Who am I writing to?
Know your audience
What do I want them to understand?
The critical path for the audience to understand the message
What kind of tone should I use?
Remember the differences in tone regarding negative and positive messages
