How to improve writing tone

Build in some of the following techniques to make your tone more relaxed and personal.

Ask a question

Why? It re-engages the reader. Questions give your reader a quick wake-up call. Your reader has to think about the answer rather than just receive the information. You can either answer your question or make it rhetorical.

Use contractions

Use contractions (don't, I’m, we’ll) to give a relaxed tone to a document. We talk with contractions, so contractions give a more conversational tone to a document.
 
Some organisations think using contractions is incorrect. It isn't. It's your choice.

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Use personal pronouns (I, you, we)

You could write: ‘It is proposed that action be taken to draft an agenda.’ This sentence comes across as pompous, distancing, and unhelpful.
 
Using personal pronouns changes the tone by making a sentence more conversational: ‘We propose that you draft an agenda.’

Use the imperative

‘The imperative’ is the way we give clear instructions. Make the imperative by using a verb (an action word) that tells the reader what they need to do.
 
Here's a draft sentence: ‘All applicants are required to ensure all forms are filled in and then returned to us by way of the envelope provided.’ This sentence is likely to confuse or frustrate the reader because they are not receiving direct instructions. It will not create a good tone.
 
Give the reader clear instructions by using the imperative: ‘You must:

• fill in the forms
• put them in the envelope provided
• post the envelope back to us.’

Improve the tone of your document with a plain English edit by Write
Delve into tone in our Everyday Writing and Your Brand course
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