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://www.essence-services.co.uk. She is also an active partner in the creation of the Caribbean tourism website, http://www.essence-services.co.uk.

executive chauffeured services Bradford .. Madison to Airport car
In The News:

Getting virus alerts on your iPhone? Tech expert Kurt “CyberGuy" Knutsson helps you learn how to handle fake scam alerts and boost security.
Tech expert Kurt “CyberGuy" Knutsson says opening emails is safe, but risks arise from interacting with links, attachments or HTML content.
Tech expert Kurt “CyberGuy" Knutsson reveals four signs of compromised Social Security numbers and offers five steps to protect yourself.
Tech expert Kurt “CyberGuy" Knutsson discusses how MAB Robotics' Honey Badger 4.0, a versatile robot, now walks underwater with amphibious skills.
An updated Android trojan called FakeCall hijacks bank calls. Tech expert Kurt “CyberGuy" Knutsson says Android phone manufacturers and Google need to step up their game on security.
The Massimo Modular E9 is a sleek, smart and comfy tiny home in 409 square feet. Tech expert Kurt “CyberGuy" Knutsson takes a closer look at what the future of housing might look like.
Every stock trader should consider a virtual private network to safeguard their trading, according to tech guru Kurt "CyberGuy" Knutsson.
Apple recently announced its new lineup of Macs and rolled out Apple Intelligence, its latest artificial intelligence-powered feature for its products.
A Swiss-engineered robot can climb ladders, showing why it's at the cutting edge of autonomous robotic solutions for harsh industrial settings.
Kurt "CyberGuy" Knutsson presents the cities targeted most by robocalls, why this is happening and what you can do about it to protect your privacy.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents
Kurt "CyberGuy" Knutsson shares tips and suggestions for how to get the best use out of the updated Calendar app available with the latest iOS update.
Your Social Security number, your unique identifier used for many purposes, has likely been leaked on the Dark Web; here are some steps you can take to protect yourself.
Researchers have developed a new technology that creates strong, sticky fibers capable of lifting objects and capturing things from a distance.
Smart rings track the same things that smartwatches do, including steps, sleep and a general overview of your overall health, and they tend have more battery life than smartwatches.
Researchers have developed a robotic finger that can perform routine medical exams like those conducted by doctors, helping to address the growing shortage of trained professionals.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
Insurance administrative services company Landmark Admin reported that a data breach from a May cyberattack affected over 800,000 people.
Sotheby's will auction the first artwork created by Ai-Da, the world's first robot artist created in 2019 by British gallerist Aidan Meller.
More than 250 million users of the Verizon Messages app will have to switch to another app. Verizon is shutting down Messages in the next month.
Tech expert Kurt “CyberGuy" Knutsson provides a list of 10 celebrities who are the most targeted by deepfake scams, including Tom Hanks.
Tech expert Kurt “CyberGuy" Knutsson discusses how Vast's Haven-1, launching in 2025, transforms space living with human-centric design.
UnitedHealth confirms over 100 million Change Healthcare users had their data stolen. Kurt “CyberGuy" Knutsson reveals what happened and what caused the breach.
Tech expert Kurt “CyberGuy" Knutsson explains how iOS 18 brings new text formatting and animated effects to the Messages app.
Whether you're a social media veteran or novice, Facebook friend request scams are common. Kurt the CyberGuy provides tips to keep your account safe.

The Writing Game

There are a lot of tapes and books and CD... Read More

The Spectre Hound

And a dreadful thing from the cliff did spring, and... Read More

10 Tips on How to Cultivate Relationships with Editors

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

Teachers Should Write, During Their Summers

Before I became a teacher, I was a sports writer.... Read More

Top Ten Tips (Part 2)

Golden Rules For New Writers - Things you need to... Read More

How To Stay Fit While Writing

Day after day, writers tend to sit for hours writing... Read More

5 Effective Web Writing Tips

Writing for the web is very different from writing for... Read More

Prolific Writers

Prolific authors write; they don't just dream about it. A... Read More

And What Do You Do? ... How To Know When Youre a Writer!

It's the funniest thing. When someone asks me what I... Read More

Create A Dream Diary

How many times have you forced yourself to sit in... Read More

The Bottomless Notebook

Reading through a writer's notebook or journal is like discovering... Read More

Plagiarism Through The Eyes Of College Students

Plagiarism has been condemned lately by all types of experts,... Read More

Write For Yourself First

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

7 Devastating Writing Mistakes and How to Avoid Them

Writing engaging articles and energizing ad copy takes... Read More

Where to Look for Your Next Project when You?re Writing for Profit

When my first book "Starting Your Own Business" was published... Read More

Business Letter Etiquette

Business etiquette is fundamentally concerned with building relationships founded upon... Read More

Screenwriting ? The Value of Structure

Structure in the form of frameworks, work processes and goals... Read More

Why Book Writers Need A Running Mate

By far, I have found that the lack of discipline... Read More

A Checklist For Drafting Business Letters And Emails

Write Right - You have an all important business letter... Read More

A Book Note Vs a Book Report

IntroductionSince our early days of elementary education we have been... Read More

Before You Write Your Book, Organize Its Parts - Part 1

If you are a serious writer who wants to publish... Read More

Writing For the Joy of It

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

Do You Know How To Write English For Global Audiences?

When you write for international audiences, mainly directly in English,... Read More

Put a Spin on Your Idea!

Eight or nine times out of ten, picking up and... Read More

8 Reasons Why A Freelance Writer Should Use the Internet

What a wonderful resource the Internet is!Students find information to... Read More

O'Hare Chicago prom limo ..