Document Level of Tone Examples Is the level Is the level consistent? appropriate? Additional Informal, good Yes. Written to close “Good news” and “bad Workstations consistency colleagues, news” basis. We’d be Personal pronouns: I, offended if this you, we person wrote to us too formally. Contraction: “I’ll” Prime Minister Frozen. This is No. Should be Note: “In the an inappropriate formal, not frozen. audience” (should be tone. Even when writing “meeting”). Unfortunately, to high authorities, the writer is frozen is wrong in “Have the honor to” is consistent modern business a direct translation throughout the English. from French; better document. “Excellency” might English would be “I am be the correct title pleased to inform you.” for inside address, but salutation should Last line, “audience” normally use “Mr. should probably be [Surname].” Look in “appointment.” the back of your dictionary under “Thanking you in “Forms of Address” advance” is a stock or check with phrase and poorly Secretary’s or ED’s constructed as well; office. better would be “We look forward to discussing this strategy with you and hearing your views on this vital topic.” Temporary Mix of Tone varies from No. Informal would “Dear Becky” is Advance formal to casual probably be fine, but informal. (perhaps even must be consistent. “Please kindly intimate); it is expedite” is formal. not consistent, which creates “Dead meat” and problems of “crying for help” are casual, perhaps even readability. intimate. Exclamation points, especially doubled, tend to be casual.
Document Level of Tone Examples Is the level consistent? Is the level appropriate? Additional Workstations Informal, good consistency Yes. Written to close colleagues, basis. We’d be offended if this person wrote to us too formally. “Good news” and “bad news” Personal pronouns: I, you, we Contraction: “I’ll” Prime Minister Frozen. This is an inappropriate tone. Unfortunately, the writer is consistent throughout the document. No. Should be formal, not frozen. Even when writing to high authorities, frozen is wrong in modern business English. “Excellency” might be the correct title for inside address, but salutation should normally use “Mr. [Surname].” Look in the back of your dictionary under “Forms of Address” or check with Secretary’s or ED’s office. Note: “In the audience” (should be “meeting”). “Have the honor to” is a direct translation from French; better English would be “I am pleased to inform you.” Last line, “audience” should probably be “appointment.” “Thanking you in advance” is a stock phrase and poorly constructed as well; better would be “We look forward to discussing this strategy with you and hearing your views on this vital topic.” Temporary Advance Mix of Tone varies from formal to casual (perhaps even intimate); it is not consistent, which creates problems of readability. No. Informal would probably be fine, but must be consistent. “Dear Becky” is informal. “Please kindly expedite” is formal. “Dead meat” and “crying for help” are casual, perhaps even intimate. Exclamation points, especially doubled, tend to be casual.