Written Communications ? 6 Tips on Language & Tone

In most aspects of business, we will be expected to write a message to a client or customer, in the form of a letter, memo or e-mail. Language and tone in these communications is vital to the relationship with the recipient, and can mean the difference between a sale and a lost prospect. Therefore, we cannot afford to get it wrong. Following are six tips on how to write to a customer or client to ensure the best possible outcome.

1. Use the Correct Tone

The tone of your correspondence should reflect the message that you are trying to put across. Using an inappropriate tone can cause your message to sound frivolous, abrasive, aggressive or rude. For example, when writing a complaint, the tone should not be dismissive or rude, but should concentrate on stating the facts.

2. Be Considerate

Show consideration for the person you are corresponding with. Examples of ways to show consideration are as follows;

 Respond as quickly as possible to correspondence. If you are unable to, at least communicate a brief apology in advance or an explanation. This shows that you value the correspondent.

 Respect the views and positions of the correspondent. If you have a different viewpoint, express it tactfully and resist making any comments that may offend.

 If you should find yourself on the receiving end of a clearly offensive communication, resist the temptation to respond in a similar tone. Take the higher ground, and don't encourage conflict.

3. Be Sincere

In your communications, avoid sounding scripted or rehearsed. Write naturally and as yourself, as you would if you were having a conversation. Show an interest in what the correspondent has to say. But don't be too familiar!

Be Brief

It is likely that your correspondent is a busy person, with a lot to read. Keep your correspondence brief and to the point. Not only will it hold their attention, they will also appreciate your consideration.

Write Simply

Avoid using long-winded, complicated words and phrases. They can confuse the reader, and ruin the effect of your message. Writing simply will convey your message quickly and efficiently.

Check your Details

Before sending your message, check it thoroughly to ensure you have not omitted any important details. Make sure your presentation and content are consistent throughout. Often, your first communication is the one that you'll be best remembered for!

Happy Writing!

Michelle Payne-Gale is the owner of Essence Business & Admin Support Services, specialising in virtual administration, marketing & creative support for start-ups and growing businesses. Additional articles are available at: http://www.essence-services.co.uk. View the Essence blog at http://essence05.blogspot.com. She is also an active partner in the creation of the Caribbean tourism website, http://www.stay-in-antigua.com.

---

Is The Theme Running Throughout The Story?

Creative Writing Tips ?It's no use coming up with a... Read More

Mumblings

The self-indulgent writer listens only to the mumblings of sycophants,... Read More

How to Create Incredible Characters Easily

Creating incredible characters can be easy if you know of... Read More

The Iniquitous Slip

All the famous writers I heard of could paper the... Read More

How to Write Words Worth a Thousand Pictures

Our Image-Driven SocietyWe live in a new image-driven society. It... Read More

Your Words Will Determine Your Business!

Be careful when you write.Words you use, sentences you phrase... Read More

Write Again! - The Art Of The Written Letter

Remember the days when we wrote with pen and paper?... Read More

Pairs/Groups Of Words Often Confused - Part 5 of 6

PASSED, PASTPassed is the past tense of pass. Past means... Read More

Mixing and Mingling: The Door to Publication?

Mixing and mingling with industry professionals is an opportunity that... Read More

Writing the 8 WebCopy Headline Categories

My article this issue is an excerpt from a book... Read More

Idea Mining for Writers 101

Want to write an article or book, but are stuck... Read More

Get Published: The Nuts and Bolts of Good English, and How to Impress a Publisher (1)

Not all writers write good grammar. That's a fact. It's... Read More

Making Better Word Choices ? 4 Examples

Choosing the wrong words can have a poor effect on... Read More

Does Your Plot Suit Your Characters And Vice-Versa?

Creative Writing Tips ?When an idea comes to us for... Read More

Turbo Charge Your Career! Write And Produce Your Own Stage Play!

Have you ever wondered how you can adapt your screenplay... Read More

Whose Story Is It?

Whenever you sit down to plot a story (or even... Read More

Basic Word Processing Tips for Writers

Word processors are so widely used now that I tend... Read More

The Three Cs of Writing an Excellent all Purpose Headline

Since the headline is the first contact your readers have... Read More

Alternative View Points and the Lamp of Creativity

Pictures they say are worth a thousand words, but many... Read More

The Untold Secrets of Writing Best Selling Childrens Books

Ever wondered how the most successful children's book writers get... Read More

How to Publish a Book: Key Differences Between Publishing and Self Publishing

For many authors just starting out, it can be a... Read More

Write A Better Newsletter!

You've decided to write your very own Newsletter to promote... Read More

3 Quick and Easy Ways to Generate Story Ideas

There are many ways you can generate ideas you can... Read More

Knock-Out Writers Block: Listening To Your Inner Voice

When I was young, I used to talk to myself.... Read More

How To Become a Freelance Grant Writer

What is a freelance grant writer? These individuals have a... Read More

Get An Attitude About Your Writing

(This excerpt is taken from my new writing workshop Writing... Read More

10 Tips on How to Cultivate Relationships with Editors

If you are an aspiring writer, or you simply want... Read More

Written Communications ? 6 Tips on Language & Tone

In most aspects of business, we will be expected to... Read More

6 Ways to Jump-Start Your Writing Day

1. PLAY A GAME LIKE SOLITAIRE....for half an hour or... Read More

Inspiring the Poet in You!

Poems. Just the mention of them makes me smile. Why?... Read More

Trying Too Hard

If you dread the thought of writing, if you fear... Read More

7 Essential Letter Writing Strategies

Based on the feedback that I have been getting from... Read More

Should You Write a Book?

One morning, you open your inbox and find several e-mails... Read More