Finding the right tone

Many writers spend hours agonizing over word choice, sentence structure, and punctuation. All of these are important, of course, but at the same time there’s an equally important – but less tangible – component of writing that can’t be ignored. 

The tone of your writing is a fairly elusive quality that helps establish the response you earn from your readers. Will they be in nod their heads in acknowledgement… or be offended? Will they be chuckle with you… or sneer in disgust? Outlining a solid, logical argument on some point or position isn’t enough in and of itself. You must also bring readers to an emotional agreement with you through establishing a positive tone that they can feel comfortable with and accept. 

To establish appropriate tone for your writing in any circumstance, monitor energy level and degree of formality. 

Energy level 

Do you want your writing to assume an energy level that’s hot or cool… or somewhere in between? Depending on the circumstances, for example, it might be appropriate to write a memo that’s hot in that it will bring about immediate action on an item of great consequence. On the other hand, a memo that’s cool in its energy level will be less alarming and less likely to cause panic. Only you’ll know what’s right for your situation – and determining what’s right means determining who your readers are and how they perceive the situation (and the appropriate response to it, if that’s what you’re suggesting). 

Degree of formality 

The degree of formality has to do with making a personal connection with the reader through word usage. If you write in a way that’s too formal you risk distancing yourself from the issue or from the reader. Your writing could be perceived as aloof, stuffy, or just boring. On the other hand, if you write in a way that’s excessively informal you risk being seen as insignificant – or, at the worst, disrespectful or flippant. Again, knowing everything you can about your reader will lessen the risk you take. 

The writer who makes the most appropriate use of editorial tone will write in a way that: 

• Uses the most appropriate words, in the right context.
• Recognizes the big differences between denotative and connotative forms of words (what the words mean in ‘dictionary’ terms and in ‘everyday application’ terms).
• Is more focused on successful communication than on impressing people.
• Puts lots of emphasis on creating an effective rough draft, then revising as needed.
• Allows the opportunity for ‘test reading’ help from colleagues and other trusted experts (asking for critique always results in more accurate, effective written communication!).

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Ó2003 Douglas J. Swanson, Ed.D, APR