Armed with an audience profile and having selected the tone you want to use for your communication, the next step is putting those intentions into action. The tone you set is a choice, so start choosing.The best way to understand tone is to read different passages of writing that set different tones. Here are some examples of tone from Business Letter Writing:
Our address records have been amended…
We’ve changed your address in our records…
The company policy is…
Our policy is…
We would appreciate your advising us whether you want to continue this account or transfer it.
Do you want to continue your account or transfer it?
Please inform us whether payment against these receipts will be in order.
Can we pay against these receipts?
Making the changes in your communications that set the tone you want take practice. To help ramp up your skills quickly, first pay attention to the tone of everything that you read and consider how effective you think it is. Also, seek out skill-building exercises that allow you to practice changing tones. Over time, setting a tone will become automatic and the first step is recognizing that you’re in control.