Business writing content tone style

Think before Write:Think before Write:Tiraporn JaroensakTiraporn Jaroensak

How to have a clear idea of what you

want to say to your reader?

Consider your purpose.Consider your purpose.

• What is your accomplishment? • Is it your routine or not?• How much information is needed? • What kind of information should be

included?

CONTENT CONTENT

Consider your reader.Consider your reader.

• Who is your reader? Colleagues? A client or a supplier?

• Do you need on-going relationship? • What does your reader expect?

STYLE, TONE & LANGUAGE STYLE, TONE & LANGUAGE

CONTENT ORGANIZATIONCONTENT ORGANIZATION

1. State your main idea first. 2. Don’t introduce yourself by name or

say “hello”3. State your position as part of your

reason for writing 4. Close with a friendly tone in your

last paragraph.

CONTENT ORGANIZATIONCONTENT ORGANIZATION

Clarity

Completeness

Conciseness

Correctness

TONE & STYLE TONE & STYLE

TONE TONE The feeling or sound of your writing• Polite• Rude• Businesslike• Friendly

STYLESTYLE The way you write, and include word choice, grammar, sentence length and type • Formal• Informal

LANGUAGE LANGUAGE

DIRECT LANGUAGE DIRECT LANGUAGE

“This needs to be done today.”

“Please do this today”

INDIRECT LANGUAGEINDIRECT LANGUAGE

“We need this tomorrow, so I’d appreciate your getting it done as soon as possible (by this evening).

“We would appreciate it if you would verify that…”

Language Language

“You” attitude

Active or passive voice

Style

Tone

Language

References

Bovee, Courtland L. and Thill, John V. Business Communication Today. 8th ed. New Jersey: Pearson, 2004.

Mackey, Daphne. Send Me An Update. New York: McGraw Hill Book Company, 2006.

Mackey, Daphne. Send Me A Message. New York: McGraw Hill Book Company, 2006.

Merrier, Patricia. Business Communication. 3rd ed. Ohio: Thomson South-Western Publishing Corp., 2006.