this section ought to be read in conjunction with the section on writing with a sense of purpose. As tone and purpose are very much related: one's tone is defined by why one is writing and vice versa. Your behavior while attending church is different from your behavior while hanging out in the back yard with friends, or at least we hope it is. And part of that difference is the difference in language, a difference not just in the words we use but in what we call tone.

We also recall being told, when we were very young, not to use that tone of voice with me, mister or missy, as the case may be ! just as the pitch and volume of one's voice carry a difference in tone from street to church, the choice of words and the way we put our sentences together convey a sense of tone in our writing. The tone, in turn, conveys our attitude toward our audience and our subject matter. Are we being frivolous or serious, casual or formal, sweet or stuffy? the choice of a single word can change the tone of a paragraph, even an entire essay. In the first sentence of this paragraph, for example, the phrasal verb hanging out is considerably more casual than others we might have chosen: gathering, congregating, assembling. One difficulty in writing for a course is that it's hard to think of the reader of our essays as an audience. Our instructor might, in fact, be our sole reader, somebody who will pack a pile of papers into a briefcase or backpack and take them home to read on the kitchen table, correcting pen in hand.

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Or nowadays, he or she may read them online or take home a stack of floppy discs and read the papers on a computer monitor. In fact, that person has to read those essays, whether they're good or bad he or she is even paid to do so. This is a very limited audience, indeed, and if we aim our essay at that one individual, we have severely limited its appeal.

We would be much better off if we could conceive of our essays as being aimed toward a community of readers, the readership, say, of a small town or neighborhood newspaper. These readers are interested in what we have to say 151 curious, in fact 151 but they're easily distracted they expect 151 demand, even 151 something that is fresh, honest, imaginative, energetic, without being too zany or offbeat. We don't know exactly who is going to pick up this newspaper, so we need to be on our best behavior our tone must aim toward being friendly and helpful without being overly casual and never slangy if we can maintain this tone of slight formality without being stuffy, we've hit it just right. When we speak, the words we use, the details of what were saying, our body language, and the inflection of our voice lets listeners infer how we feel. If were being sarcastic, feel angry, happy, or bored, it will usually be evident by the way we express ourselves. Word choices, sentence length and structure, imagery, and other stylistic clues convey the attitude, or tone, of the writer. The tone can change with different scenes, helping readers to understand how the author intended them to be interpreted.

For example, a suspenseful scene will have a different tone than a romantic or humorous one. In nonfiction, the tone may be affected by the subject matter and intended audience. A research paper will usually have a very different tone than a how to article or memoir. An article about computers will have a different tone if its intended for consumers than it will if its written for technicians. does the authors tone affect your enjoyment of a book? do you think about what tone youre projecting when you write? is the tone of the writing something you notice or think about when youre reading? this page is brought to you by the owl at purdue .

This handout provides overviews and examples of how to use tone in business writing. contributors: dana lynn driscoll last edited: 2010 04 21 0:16

what is tone?

tone in writing refers to the writer's attitude toward the reader and the subject of the message. The overall tone of a written message affects the reader just as one's tone of voice affects the listener in everyday exchanges ober 88.

Business writers should consider the tone of their message, whether they are writing a memo, letter, report, or any type of business document. Ultimately, the tone of a message is a reflection of the writer and it does affect how the reader will perceive the message. how can i make sure my messages have the appropriate tone? the writer should consider several things when preparing to write. The following questions will help you to determine the appropriate tone for your message. 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?

why am i writing this document?

you should take time to consider the purpose of your document in order to determine how you should express the message you wish to convey.

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Obviously, you want the message to reach your audience, and you will probably want the reader to take some action in response to your message. When you consider the message and how you wish to express it, the tone of your message will become apparent. Suzy is writing a job acceptance letter to an employer but is unsure of the tone she should take in the message. When she asks herself, what is my intent upon writing? she answers, i want to accept the position, thank the company for the offer, and establish goodwill with my new co workers. As she writes the letter she quickly assumes a tone that is appreciative for the offer and enthusiastic about beginning a new job. who am i writing to and what do i want them to understand? who is your audience? whether it is an employer or a fellow worker, it is essential that you consider your reader before writing any document. Your message will be much more effective if you tailor the document to reach your specific audience.

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The message you wish to express must be written in a way that will effectively reach the reader. The tone that you use to write the document directly affects how the reader will interpret what is said. Bob is writing a cover letter for a position as a sales representative for a newspaper. He is unsure that he will be able to succeed at such a position, and uses phrases such as: i hope that you will contact me. The reader is likely to interpret these phrases to mean that bob isn't really qualified for the position or that he doesn't really want the position.

If bob were to consider these things he may rewrite his cover letter to include such phrases as: you can reach me at 5 2233 i look forward to hearing from you. The tone of the message has changed drastically to sound more confident and self assured.

what kind of tone should i use?

fortunately, you can use the same kind of tone for most business messages. The business writer should strive for an overall tone that is confident, courteous, and sincere that uses emphasis and subordination appropriately that contains nondiscriminatory language that stresses the you attitude and that is written at an appropriate level of difficulty ober 88. The only major exceptions to these guidelines are when you need to write a negative business message, such as when you deny a job offer or a customer request.

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Here are some general guidelines to keep in mind when considering what kind of tone to use in your letters and how to present information in that tone: be confident. You can feel confident if you have carefully prepared and are knowledgeable about the material you wish to express. As you prepare business documents, you want the reader to do as you ask or to accept your decision. The reader will become more inclined to accept your position, and will notice the confidence that you have. Employers are inclined to hire individuals that appear confident and sure of their abilities. For example: not: you must agree that i am qualified for the position.