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.

---

Could Your Book Idea Be the Next Best Seller?

Everyone has a unique story to tell. From explaining business... Read More

Write That Down! Compulsively Collecting Content for Your Writing

Have you ever read someone else's writing and thought one... Read More

Mexican Living: Lets Be Perfectly Clear

Readers often send me interesting and exciting e-mails about the... Read More

Overcome Writers Block with Snake Dancing

Writer's block! Even columnist Dave Berry has it. He admits... Read More

Kick-Start your Juices

Listen, consider this scenario.You have a deadline to honour. Time... Read More

Screenwriting and Screenwriters ? beyond Syd Field

Without denigrating the work and contribution of Syd Field to... Read More

Beginners Blues: How to Collect Samples, Testimonials, and References as a Freelancer

Beginner's Blues: How to Collect Samples, Testimonials, and References as... Read More

Basic Word Processing Tips for Writers

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

The Untold Secrets of Writing Best Selling Childrens Books

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

Top Ten Tips (Part 1)

The following rules are essential if you want people to... Read More

Essay Types and Modes Youll Need to Write for College

~TYPES~You Want Us to Write What? Understanding the Task AssignedWhich... Read More

Editing for Perfection ? The Personal Statement

This article contains a short guide on how to edit... Read More

Save Time When You Write

I'm in the process of moving from one computer to... Read More

The Arrogant Writer: Five Ways To Nurture and Defend Your Muse

Arrogance has a bad rap. We think of arrogant people... Read More

7 Reference Books for Your Desk

I hate to admit this, but I rarely get an... Read More

Writing For the Joy of It

As a child, I loved to write. I can't remember... Read More

Top Seven Ways to Write your Print or eBook Fast

Want to write your book? But, need a blueprint on... Read More

Who Else Wants To Make $3546 By Simply Pressing a Button!

If you have been online for any length of time... Read More

Writers Block - Melting the Ice

What does one do as a writer who loves writing... Read More

Recipe for a Style Guide

Wired Online has recently announced its plans to drop capitalization... Read More

Write For Yourself First

It would be very selfless or noble of me to... Read More

Local Knowledge: Background and Historical Setting in Novels

You're writing a story set in your local city, but... Read More

Five Minute Miracles

FIVE MINUTES ... Is All You Need ........to phone a... Read More

Why Researching Is Good, And A Failure To Do So Is Not

What a lack of research could do to you.When creating... Read More

Best Writing Advice I Ever Got

I've been in the communications business a long time?over 25... Read More

Starting a Freelance Writing Career (or How I Sifted Through the Muck and Found My Way)

So, the decision is final. I am a writer.Actually, I... Read More

Technical Writing for the Terrified

IntroductionSometimes it may be beyond a companies or individuals budget... Read More

How to Write Words Worth a Thousand Pictures

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

8 Great Journaling Tips

Mix a martini, don't forget the olives, or pour yourself... Read More

Who Said That? Making Dialogue Crystal Clear

Recently, I was hunting for a book that would simply... Read More

Should You Do a Writing Course?

First, let's tackle the question that is uppermost in many... Read More

To Outline Or Not To Outline

Ah, the age-old writer's debate--to outline or not to outline?Outlines... Read More

14 Tips On Writing The Short-Short Story

The short-short story has been likened by some as being... Read More