Style in Writing Business Letter: Tone

WritingSkills.my.id - There are many factors to be considered in choosing certain language style in writing business letters. Those factors are tone, outlook, "you approach", and organization. The correct use of style in sending the message by means of writing creates very positive effect to the readers. The same result happens when other factors are applied correctly.

Tone

The hardest problems for those who work in writing business letters might be the correct use of business style. Oftentimes the clearest thing which can be seen from inexperienced business letter writers is his/her letters are not "business like".

Besides, friendly letter tone is very important in business world. If a business letter is written in a friendly tone and implies that the sender is always ready to help, the receiver and also the reader will feel sure that there is a person who pay attention to his/her needs. It is as if not the letter which "talks", but the sender itself who is conveying the business message orally. Such a thing is very important in the success of writing business letters.

However, it must be noted that friendly tone does not mean we can use slang words, simple grammar, or not organized English.

Look at this example:

As per your request, please find enclosed herewith a check in the amount of $16.49.

The words "herewith" and "as per" in the sentence above do not give any contribution to the meaning of the sentence, even they make the sentence tone sound ungainly. As stated above, make sure that the sentence sounds calm. A business letter must be heard natural and ordinary without neglecting the standard English. Imagine that the person who will read the letter is sitting in front of you or is receiving your phone call. Of course, it is not appropriate if you say the phrases "Please be advised" or "I wish to inform you"; it would be relaxing if you say these words "I'd like to explain" or "Let me explain" or other expressions which have the same tone.

Compare the example above with this sentence below:

As you requested, I am enclosing a check for $16.49.

The second sentence above does not only sound personal and friendly, but also more efficient. The words which are used are briefer, the time to write the letter is shorter too, and all at once the sentence is easier to read and to understand.

Also read: Tone Style Examples and Some Tips on Tone in English Business Writing.