Shanto-Mariam University of Creative Technology

Date : 7/4/2020
Lecture Sheet No : 07
Program : BA (Honors) Apparel Manufacturing Management
&Technology, BA (Honors) in Fashion Design & Technology
Module Title : Business communication for fashion and apparel industry I
Module Code : MIS 4103
Semester : 10th Semester
Week : 7th
Number of Class :7
Module Leader : Md. Tarique Mahmood
Contac No: : 01743967777
Email : Tarikressia@yahoo.com
Faculty Member : Mohiduuin Sorwar
Contac No: : Sorwar.russel@gmail.com
Email : 01977488422
 TOPIC: WRITING WITH STYLE (OVERALL TONE)

A writer's tone is very important, as it conveys a particular message from you as the
writer and likewise affects the reader in a particular way. Consequently, it can also affect
how the reader receives the message you are communicating.

Tone: Tone in writing can be defined as attitude or emotion toward the subject and the
reader.

Using the Appropriate Tone:

Using the appropriate tone in business writing is an important aspect of communicating

the desired message and of achieving the desired results. When determining the
appropriate tone to use, ask yourself why you are writing the document (the purpose of
the document), who the audience is, and what you want readers to learn—and more
importantly, to do—with the information in the document. When you know the answers
to these questions, you will be able to identify and use the appropriate tone. In turn, the
appropriate tone will help you to engage your reader and propel him or her to action.
Below are tips that will help you achieve the proper tone in your business
correspondence.

10 Tips for Using the Appropriate Tone in Business Writing:

• The tone for most business writing—including business letters, memos, reports,
instructional documentation, and so forth—should be fairly formal, even though
each company's culture is obviously somewhat distinct. Even when you know the
readers quite well, and almost certainly when you do not, the tone should be quite
formal in most written business communication.
• Though most business correspondence is fairly formal, don't make the mistake of
being too formal. There's no reason to say "In the event that" when "If" will do.
You want your writing to sound natural, not stuffy or stilted. Some writers

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 suggest, for example, that it is wrong to use the pronoun "you" or to include
contractions in business writing. However, doing so is appropriate in all but the
most formal correspondence. In most writing, you should feel free to use such
constructs, as they give a conversational, natural feel to your writing.
• No matter the subject or the circumstances, you should be positive in your
writing, even if the information is negative. Word choice is very important in
accomplishing this.

Not: Because of recent declines in profits, anyone will be getting a Christmas bonus
this year.

But: Unfortunately, due to the decrease in sales this year, we will not be awarding
Christmas bonuses this year. However, we want to thank you, as always, for your
outstanding performance as a top-notch employee, and we cordially invite you to our
annual holiday party.

• Your tone should be courteous and professional at all times, and it should convey
strength and confidence. When you use a confident and courteous tone, readers
are more likely to agree and accept the message you are conveying. However, you
must not be curt, overconfident, or arrogant, as this will likely alienate your
reader. If you are too tentative, readers might not take you seriously, but if you are
too demanding, they might resent your request and be less inclined to comply.
Thus, it is important to find the proper balance.

Not: This letter is to inform you that you will attend the upcoming mandatory
meeting.

But: We appreciate your attendance at the upcoming mandatory meeting.

Not: You did not assemble the parts correctly, and so the product is malfunctioning.

But: The product may not work correctly if any errors occur during assembly

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 • Be honest and sincere. Most readers can tell when someone is not being honest
with them. You will be able to build greater trust with readers—and consequently,
be able to accomplish more—if they know that they can believe what you say.
• Always use appropriate language in business correspondence. Using appropriate
language in the workplace is part of being a professional. In your business
writing, you should refrain from using slang, bad grammar, or sloppy sentence
constructions, and you should use correct punctuation and capitalization. You
must also avoid discriminatory or derogatory language.
• Avoid flowery or verbose language. Don't be wordy in a misguided attempt to be
diplomatic or to sound more eloquent or educated. Rather, use clear, concise,
simple language without talking down to your readers. For more information on
these topics, see the articles "Clarity" and "Conciseness".
• In most cases, it is best to use active rather than passive constructions in your
writing. Because the active voice is more direct, it is generally shorter and clearer.
Moreover, it portrays confidence and a willingness to take responsibility for one's
actions.
• Take the time to write well. Understand that a report to the members of your
board is not the same as an e-mail you dash off to your old high school friend; the
former requires a great deal more thought and care. When necessary, do research
so that you are knowledgeable on the subject about which you are writing and can
adequately express your ideas. This too will help you to convey the appropriate
tone by allowing you to write with clarity and confidence.
• Realize that, in some cases, you may need to give yourself some time before you
write so that you can do so objectively; don't write correspondence when you're
overly emotional. Instead, wait until the next day, if necessary.

Adapting Tone for Specific Types of Business Writing

In addition to the general guidelines outlined above, it is important to point out that we
use a slightly different tone depending on the type of business correspondence we are

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writing. Below are some examples of the appropriate tone to use in particular kinds of
business writing.

• Awarding a promotion—appreciative, enthusiastic

• Applying for a job position—enthusiastic, confident
• Denying a request—regretful, courteous
• Rejecting a job applicant—thankful, regretful
• Declining a job offer—appreciative, regretful
• Apologizing to a customer for a mistake—humble, appreciative to the person for
being a client, confident that the mistake will be remedied
• Apologizing to a customer; unable to correct the mistake—humble, appreciative,
regretful that the mistake cannot be remedied
• Reprimanding an employee—firm but courteous (address the issue; don't attack
the individual)

Questions for this lecture:

1. What is Tone?
2. Write 10 tips for using the appropriate tone in business writing.
3. How can you adapting tone for specific types of business writing?

For quires you may write me mail to the address: tarikrussia@yahoo.com or contact in
messenger or whatsapp.

Assignment for this lecture:

Imagine reading one long block of text, with each idea blurring into the next. Even if you
are reading a thrilling novel or an interesting news article, you will likely lose interest in
what the author has to say very quickly. During the writing process, it is helpful to

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position yourself as a reader. Ask yourself whether you can focus easily on each point
you make. One technique that effective writers use is to begin a fresh paragraph for each
new idea they introduce. Paragraphs separate ideas into logical, manageable chunks. One
paragraph focuses on only one main idea and presents coherent sentences to support that
one point. Because all the sentences in one paragraph support the same point, a paragraph
may stand on its own. To create longer assignments and to discuss more than one point,
writers group together paragraphs. Three elements shape the content of each paragraph:

1. Purpose. The reason the writer composes the paragraph.

2. Tone. The attitude the writer conveys about the paragraph’s subject.
3. Audience. The individual or group whom the writer intends to address.

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