Language, Voice, Tone

Business Writing
Unlike some other kinds of writing such as poetry or fiction, business
writing is not an opportunity for self-expression. Instead, it calls for a fairly
conservative and unadorned style. Writing style, also known as voice or tone, is
the manner in which a writer addresses the reader. It involves qualities of writing
such as vocabulary and figures of speech, phrasing, rhythm, sentence structure,
and paragraph length. Developing an appropriate business writing style will
reflect well on you and increase your success in any career.

GE 5 CAS
PURPOSES OF BUSINESS
WRITING

COMPLAI REQUEST INQUIRY

NT

JOB PROPOSA INVITATIO

APPLICATION L NS
INFORMA
L
VS
FORMAL
 INFORM FORMAL
AL
✔ Conversational ✔ Avoids shortcuts, slangs,
✔ Casual etc.
✔ Use of abbreviations, ✔ Not wordy
contractions, figurative ✔ Free from grammatical
language and slangs error
✔ Has standard format
LANGUA
GE
Informal vs Formal
Informal
language
-contains language which
may be described as
relaxed, and with
“emotions”
 EXAMPLES:
⮚ Hey y’all, we’re hosting a brunch thing at
our place this Sunday morning say 10:30-ish.
Hope you can make it! xo

⮚ I asked the mayor about earthquake

preparedness, and he said we haven’t done
enough to be ready.
Informal Business Letter
Informal Business Letter
Formal language
-contains language which
may be more complex and
has a serious tone
 EXAMPLES:
⮚ We are pleased to inform you that you are
cordially invited to DinnerPH, a fundraising
event.

⮚ When asked about earthquake

preparedness, Mayor Kim said the city has
more work to do.
Formal Business Letter
Informal
language
-contains language which
may be described as
relaxed, and with
“emotions”
Formal Business Letter
Formal vs. Informal
Words/Phrases
INFORMAL FORMAL
ask inquire
ask for/need request
check verify
help assist
say sorry apologize
tell inform
go up increase
Formal vs. Informal
Words/Phrases
INFORMAL FORMAL
cheap inexpensive
wrong incorrect
get in touch with contact
get receive
as soon as possible/at your earliest
ASAP convenience
okay/OK acceptable
VOICE
Business Communication
The “voice” of a verb is the quality
that indicates whether the subject
of the sentence is doing the acting
or receiving the action.
ACTIVE VOICE
● The person acting is clear.
● This makes sentences shorter and less wordy.
● It establishes direct and personal tone.
 ACTIVE
1. The research cited gender and
annual income as the major
drivers of purchase decisions.
2. Seating arrangements at the
event caused some
controversy.
PASSIVE
1. Gender and annual income
were cited by the research as
the major drivers of purchase
decisions.
2. Controversy was caused by
the seating arrangements at
the event.
INTRODUCTI
ONS
Direct and Indirect
 Introductions must state the purpose directly
at the beginning and have clear message to leave
little room for misinterpretations.
EMPHASIS
Format/Style
 Use of visuals, like graphs and charts help
emphasize the message.
Bullets, bold, italics, underline, highlights, font
styles and colors should be use deliberately.
ACCURACY
Grammar and Information
 Pay attention to the grammar, spelling and
figures.
Commonly Confused Words
accept/except who/whom
affect/effect who’s/whose
e.g./i.e. lose/loose
regardless/irregardless further/farther
your/you’re assure/ensure/insure
they’re/their/there it’s/its
than/then all ready/already
to/too cite/site/sight
TONE
Polite Language
“Politeness is a sign of dignity, not
subservience.” – T. Roosevelt

Subtle changes in your tone, and the phrases you

choose to use, can greatly impact the person you are
speaking to.

This in turn can affect the outcome of your

communication and can make the difference between
a successful or an unsuccessful outcome.
Polite Tone
1. Avoid sounding aggressive. Directness does not permit a
person to be too aggressive.

2. Soften your speech. Polite speech enables you to communicate

your meaning clearly while softening demands, presenting
opinions as suggestions, and inviting discussion.
A. You have not paid for 30 days. Pay now or your
internet service will be disconnected.
B. We’re writing to inform you that your account is
now 30 days past due. The amount of Phpxx was
due on [date]. We sent you a past due notice on
[date] and did not receive a reply.
This matter requires your urgent attention. Please
send payment as soon as possible.
Polite Tone
3. Show empathy. Directness does not permit a person to be too
aggressive.

4. Soften your speech. Polite speech enables you to

communicate your meaning clearly while softening demands,
presenting opinions as suggestions, and inviting discussion.
A. We cannot give you refund or replacement of the
product you willingly purchased. You should have
checked it first before paying.
B. Thank you for contacting us about your defective Light
Up Holiday Frame. We understand your frustration and
value your assessment. We have refunded you for the
inconvenience. If you would like to order a new one,
please visit our website at www.myholidayphotos.com, or
call us to place your order over the phone.
END
LIST OF
REFERENCES
● https://passnownow.com/grammar-clinic-the-real-difference-between-
formal-and-informal-letters/
● https://courses.lumenlearning.com/suny-mcc-
businesscommunication/chapter/11-2-writing-style/?
fbclid=IwAR35p5Q3FMdqvnj7NoAayEKwQDRNeVPIfCRgS0RhfESLQ7i
qPiozPSFYUfs
● https://www.forbes.com/sites/laurambrown/2019/05/10/whats-the-big-deal-
about-the-passive-voice/?sh=42659b0048e7
● http://writing2.richmond.edu/writing/wweb/conford.html
● https://www.englishdigitalacademy.com/5-reasons-to-use-polite-language-
in-business-negotiations/