- Include a salutation. …
- Use positive, not negative, wording. …
- Don’t use all caps. …
- Go easy on emphasis techniques. …
- Make your document easy to read. …
- Eliminate any curse words. …
- Read the email out loud before you hit send.
Why is the tone of emails important?
Because you can’t rely on body language or vocal tones to convey your message, email tone is crucial. Therefore, concentrating on your written tone can help you convey those emotions when you want to express a particular feeling. Making sure your email is clear and understood as you intended requires careful word selection. Here are some tips to remember when sending professional emails:
What is the tone in emails?
Tone is the attitude you want to convey to the recipient in emails. The tone of your email can suggest a variety of moods, including professionalism, friendliness, or optimism. By selecting the right tone for your email, you can start or continue a strong relationship with the recipient by sending a message that is simple to understand.
Depending on your relationship with the recipient, you can choose from a variety of tones when writing your email. Emails to clients or managers may benefit from a more formal or professional tone than emails to close coworkers, who you might email in a friendly or casual manner. In some instances, you might combine a few tones that are closely related to better communicate your message. For instance, if you’re emailing your manager about a significant sales deal you just closed, your tone could be enthusiastic and professional.
How to use the appropriate tone in emails
Consider these guidelines for appropriate email tone etiquette as you write your email:
1. Determine your target audience
Your email’s intended recipient(s) is your target market. Regardless of whether you’re emailing a friend, coworker, or a large group of people, it’s crucial to consider how close you are to each recipient. It might be safer to speak with someone in a professional tone if you don’t know them. You may want to consider communicating more casually if your relationship with the recipient becomes more casual.
2. Choose the type and message of the email
Determine the email type you need to send and the information you want your audience to understand from its contents after determining who your audience is. Some emails, whether they’re a business memo or a lunch invitation, are better suited for particular tones. When selecting the format and content of your email, you might want to take the following into account:
3. Consider how the recipient could interpret the tone
Rereading your email after you’ve written it will help you make sure the tone is appropriate. Before sending the email, give it a read-aloud to get a sense of how it sounds. You could also request that a third party, such as a colleague, read the email and provide you with their feelings about it. Understanding the tone from a different angle can help you communicate your message more effectively. To make sure your message is clear, you can also request that your coworker proofread the email for any spelling or grammar mistakes.
3 examples of email tone etiquette
Practice is the key to deciding what tone to use in your emails. To determine which response and tone fits best, you can create test emails based on various situations and scenarios. Finding an eager friend or coworker to help you out is a great way to start.
Here are some example emails to help you begin:
1. Replying to an email positively
“Hi Dan,
I am so sorry about the confusion. It’s possible that we accidentally scheduled you for today rather than tomorrow due to a calendar mix-up. If you let me know the best times for you, I’ll be happy to rearrange tomorrow’s schedule to accommodate you or reschedule your appointment at no extra cost.
Thank you for your cooperation and understanding,
Jean”
2. Sending quick reminder
“Hi Aisha,
I wanted to check in with you regarding the assignment we talked about yesterday. Just a reminder that tomorrow, Professor Lee requested that we bring in two samples for our project. If you need any assistance finding your samples, please let me know. I’ve already located mine.
Talk to you soon,
Bobby”
3. Writing an encouraging email to multiple recipients
“Hi Team,
I’m glad everyone was able to support the food drive this week. Well done! Although we are currently only in second place, there is still plenty of time to collect more canned goods. It matters more that we do what we can to assist children and families in need rather than placing first.
Thanks everyone and keep up the excellent work,
Sally”
5 Tips for Managing Tone in Email | Dr. Anthony Coman, Management Communication Center
FAQ
What is a positive tone in an email?
Exclamation marks can add expression without sounding overly personal to jokes or positive statements. Thank you so much for your assistance! and “What a fantastic presentation!” with exclamation marks infuse them with warmth and enthusiasm. However, make sure to only use one and avoid using too many in a single email.
Can you read tone in email?
Oversensitivity to perceived email tone or emotional content is not helpful to anyone. Try applying the key lesson to, for example, “the last conversation I had” or “why that person was so rude to me.” You cannot read tone into email at all. It’s impossible.
What is the tone of a message?
The tone, or the author’s attitude toward the reader, is the second crucial component of communicating a message. Examples of tones include cocky, racial, humorous, touching, intimate, serious, and serious. Voice and tone are combined to establish the mood and feel of a message.
