Image courtesy of Chris (CC Flickr)
In the first part, we looked at the concept of tone and its importance in making your letter sound appropriate. To decide what kind of tone is suitable, we said it’s useful to consider who you are writing to (the recipient).
Another important fact to think of is the purpose, i.e. the reason for writing.
How we write may change depending on why we are writing, even if the recipient happens to be the same person. To understand this better, let’s consider the following:
Situation A: Write a letter to your manager informing him/her about some problem you face at work.
Situation B: Write a letter to your manager inviting him/her to your house-warming.
Though you’re writing to the same person in both cases, situation B is personal, whereas A is work-related. Naturally, situation B may make use of language that’s less formal than the one in A.
Consistent use of tone
Once you identify the appropriate tone, how do you then ensure it is used consistently across a letter or email? Here are some ways to do this:
|More formal||Less formal|
|Do NOT use contractions
E.g.: We are pleased to…
E.g.: We’re really happy to…
|Use long words / less common vocabulary
E.g.: hold a discussion
|Use simpler vocabulary
E.g.: have a chat
|Do NOT use abbreviations
E.g.: February, Monday, as soon as possible
E.g.: Feb, Mon, asap
E.g.: I am sorry about the confusion.
E.g.: Sorry about the confusion.
|Use one-word verbs
E.g.: Can you visit my office and collect the files?
|Use phrasal verbs
E.g.: Can you drop into my office and pick up the files?
So, the next time you attempt a letter writing task, begin by identifying what tone is appropriate for the given situation. Then, use various language features (some are given in the table above) to keep the tone consistent throughout your letter.
|Meaning||:||an idea related to something|
|Example||:||Oliver finds it difficult to understand even the simplest concepts of science.|
|Meaning||:||suitable for a particular situation|
|Example||:||I think it isn’t appropriate to wear jeans to work.|
|Meaning||:||a short form of a word or phrase|
|Example||:||St is an abbreviation for the word ‘Saint’.|