Adjusting Your Tone

For deciding on a tone for any document, use these guidelines:

1. Use formal or semiformal tone in writing for superiors, professionals, or academics (depending on what you think the reader expects).
2. Use a semiformal or informal tone in writing for colleagues and subordinates (depending on how close you feel to your reader).
3. Use an informal tone when you want your writing to be conversational, or when you want it to sound like a person talking.
4. Above all, find out what your particular readers prefer.

The words we choose tell readers a great deal about where we stand. If your readers expect an impartial report, do not give a biased view by inserting your attitude. But in situations where your attitude is expected, let readers know where you stand. Make sure your attitude is clear and appropriate for the situation.

Use the following strategies for making your tone conversational and appropriate.

1. Use an occasional contraction.
2. Address readers directly.
3. Use I and we when appropriate.
4. Prefer the active voice.
5. Emphasize the positive.
6. Avoid an overly informal tone.
7. Avoid personal bias.
8. Avoid sexist usage.
9. Avoid offensive usage of all types.

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