TONE

ADJUSTING YOUR TONE

Your tone is your personal trademark-the personality that takes shape

between the lines. The tone you create depends on ( 1) the distance you
impose between yourself and the reader, and (2) the attitude you show
toward the subject

You have to create a tone that reflects your feelings opinion and reaction.
That tone generates opinion and reaction in your readers.
Be mindful of the tone

Whichever tone you decide on, be consistent throughout your document.

It can change depending on the subject but not drastically.
 EXAMPLES

Now that you've arrived in the glamorous world of office work, put on your
running shoes; this is no ordinary manager-trainee job.

As a manager trainee at GlobalTech, you will work for many managers. In short,
you will spend little of your day seated at your desk.

Manager trainees at' GlobalTech are responsible for duties that extend far beyond
desk work.
 Use a formal or semiformal tone in writing fo r superiors, professionals, or
academics (depending on what you think the reader expects) .
Use a semiformal or informal tone in writing for colleagues and
subordinates (depending on how dose you feel to your reader).
Use an informal tone when you want your writing to be conversational, or
when you want it to sound like a person talking .
Above all, find out what tone your particular readers prefer. When in doubt,
do not be too casual!
 ADDRESS READERS DIRECTLY

Use the personal pronouns you and your to connect with readers. Readers
often relate better to something addressed to them directly.

Impersonal- Students at this college will find the faculty always willing to
help.
Personal- As a student at this college, you will find the faculty always
willing to help.
 Use I and We When Appropriate
Instead of disappearing behind your writing, use I or We when referring to
yourself or your organization.
The writer of this letter would like a refund.
I would like a refund.
A message becomes doubly impersonal when both writer and reader
disappear.
The requested report will be sent next week.
We will send the report you requested next week.
 Emphasize the Positive
Whenever you offer advice, suggestions, o r recommendations, try to
emphasize benefits rather than flaws.

Because of your division's lagging productivity, a management review may

be needed.
A management review might help boost productivity in your division.
Tone is offensive when it violates the reader's expectations: when it seems
disrespectful, tasteless, distant and aloof, too "chummy," casual, or
otherwise inappropriate for the topic, the reader, and the situation.

A formal or academic tone is appropriate in countless writing situations: a

research paper, a job application, a report for the company president. In a
history essay, for example, you would not refer to George Washington and
Abraham Lincoln as "those dudes, George and Abraham:' Whenever you
begin with rough drafting or brainstorming, your initial tone might be
overly informal and is likely to require some adjustment during subsequent
drafts.