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Setting a Tone is Powerful!

E-mails, texts, reports and any other written communications are interpreted by the tone of the messages. The tone is set by the vocabulary we select and sentence structure we choose to use. Because we are frequently in a rush to compose these "quick" messages, if the tone is misinterpreted, we can create problems without even realizing it.

In written communications the tone of the words is even more important than our spoken word choices. At least during face to face interactions, including Skype, video conferencing and face time, we can rely on our body language, facial expressions and voice to assist us with communicating our messages.

Here are a few important points to consider when composing your next business e-mail.

First, think about the tone you want to convey and the reader’s possible interpretations/reactions.

Have a thesaurus available to choose other words which may sound or "feel" more appropriate for your message.

Optimally, do not write more than three short paragraphs. Compress your content as much as you can so you are sending a "tight" correspondence.  

Before you push the send button, re-read the e-mail to make sure the tone of the message is what you desire.

Allotting a bit more time to compose and review your business e-mails can avoid misunderstandings or possible issues.


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"Communication is a skill that you can learn.  It's like riding a bicycle or typing.  If you are willing to work at it, you can rapidly improve the quality of every part of your life.

Brian Tracy, Author