When we write, we use different style and tones. The words we choose, the sentence structure we use, even our grammar is different, depending on why we are writing and who we are writing for.
A text to a friend might be brief and silly, while a message to an instructor, a manager, or a client is written in complete sentences and often has a formal friendliness. Often, it starts with a greeting, like “Good morning, Dr. Davis.” When writing for school or work, one should write in a tone that is formal, academic, or professional. While each circumstance has its own rules, below are some guidelines when considering your tone in general.
Audience
Who you are writing for will determine the tone you should use. For example, if you are writing a story for a creative writing class, an informal tone might be appropriate. However, when writing a persuasive essay or an email to a potential employer, choose a more formal tone instead. To determine the appropriateness of your tone, read your work aloud. Listen as if you are the intended audience for the piece (instructor, employer, etc.). Pay attention to the language and tone used in the writing, and revise for language and voice.
Language
The words you choose are vital in writing. When choosing a formal tone, avoid the following:
- Slang & Jargon: The meaning of slang terms change throughout time and can be confusing (ex: “Your company champions my values”). Use “supports” instead
- Colloquialisms & Idioms: These sayings rarely make sense outside of a given geographical area or region (ex: wicked amazing or hella awesome). Use “incredible” instead
- Ambiguous words: Words like “good,” “bad,” and—well—“awesome” are vague and overused. They can also be misleading. (ex: “the homework was too hard”). Try “I struggled with this week’s assignment because...” instead. It’s more specific, and so, elicits the help you need.
Voice
If audience explains who, and language explains what, then voice is all about how you communicate. Humorous or solemn? Sarcastic or sincere? Think back to your audience before making certain choices with your voice. In professional writing, your voice should...
- Be assertive: State common sense or facts rather than opinions (“Manners are important” rather than “Manners are pretty important to me”) In an academic setting, remain assertive, and also...
- Avoid emotional language: academic writing should be objective and avoid bias. Cut out uses of "I think" or "I feel" or "I believe,” also known as hedging
- Skip contractions: Choose “cannot” over “can’t” for your school work.
Remember, knowing who you’re writing for takes practice. For more guidance on grammar, audience, style, voice and tone click here.
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