Using the Appropriate Tone in Business English

In all business communication, whether you are writing an email or talking on the phone, we should endeavor to maintain a tone that is confident, positive, and courteous.?Considering that the communication is for business and not social, we should also keep in mind that the tone should be kept formal.

Of course, if you are communicating in your native language, then you would be aware of the proper etiquette and all the nuances.?You would understand the impact of words and expressions and know which ones are appropriate and which ones should be avoided.?The challenge comes when you are using a secondary language.?You want to ensure that you use the suitable wording to convey the correct feeling and tone.?So, let’s consider a few elements that would be appropriate in business communication.

First, convey a confident tone.?When endeavoring to accomplish this, you should select words that portray authority in what you state.?This shows that your message is important and that you should have the attention of your audience.?Show how certain you are by using concise sentences that get to the point of your message.?Also, avoid rambling and repeating the same words.

Second, maintain a positive tone.?In order to achieve this, you should avoid expressions like "cannot" or "unable to” or “I don’t know.”?If something is impeding progress, explain it as temporary or focus on measures that are being taken.?For example, you could say:?“There was a glitch, though we are endeavoring to rectify it in due time.?I’m sure you will be pleased with the results.”

Third, carry a courteous tone.?This means being polite and respectful.?In English, when making a request for instance, there is such a difference between asking “can I” compared to asking “would you mind if.”?Learning all the courteous methods of making inquiries is so vital! Moreover, you should avoid sounding like you are cross with your audience, or use expressions that imply that they are at fault for something.?You would also want to ensure to address them according to their stature and position.

Finally, using?a formal tone is equally important. Avoid overly casual words and expressions that you would use with your friends or use chatting via social media.?That being said, formal does not necessarily mean stuffy, dry or high-minded. You can use conversational language, not wording that makes you sound like you are a living grammar book or a dictionary. Just make sure to use all the proper protocols.

If this all sounds rather daunting, be assured that it does not require all that much to enhance your business communication skills.?Like fine tuning a musical instrument to play the note, we can all refine our wording to get the right tone!?What not consider taking a class??I’m sure you will benefit greatly and will be pleased with the results!