USE A POSITIVE TONE!
In order for any business letter to be successful, you should focus on using a positive tone rather than a negative one, simply because most people respond more favorably to positive ideas than negative ones. A positive emphasis will persuade the reader and make them feel more comfortable. In contrast, negative words may generate resistance and other unnecessary reactions.
Do not dwell on problematic areas. Accentuate the positive.
The Pro’s of Positive writing:
• tells the recipient what CAN be done
• suggests alternatives
• sounds helpful and encouraging
• stresses positive actions/consequences
Some situations in which optimistic writing may be useful:
• Complaint letters
• Rejection letters
• Relaying bad news
• Acknowledging a problem
Some words/phrases that should try to be avoided:
Demanding phrases that may pressure/threaten:
* You should...
* You ought to...
* You must...
* We must ask you to...
* We must insist...
I know it is hard to not let our emotions get the most of us, but in the business world it pays to be polite! Say “Thank you” often and end with a goodwill statement such as, "have a great afternoon" or "goodmorning"
References:
Bacal, Robert. "Using Positive Language ". 3/26/2009
Owl, Purdue. "Business Letters: Accentuating the Positives". 3/26/2009
Wow Kristina, we both had the same thing in mind this afternoon, as I was one minute behind you with the post!
ReplyDeleteThat is a great post, I agree with your beginning statement, "#1 Rule to Writing courteously in Business letters is:
USE A POSITIVE TONE!" I think that a reader is able to figure out what you are saying with the tone that is set in a writing report, letter, memo, etc. I think being professional and courteous, you should definitely give a positive tone and the reader will be happy to read what you wrote!
I agree one hundred percent with your post. A positive tone is often overlooked when trying to communicate in the professional world. I dont know if you have ever had the opportunity to overhear,sit in, or terminate an employee in the workplace, but even THEN is there a positive tone( in most cases anyways). As a professional there is no news worse then termination you can recieve, so that must means something.
ReplyDeleteI love your post Kristina.I think that a positive tone is key when writing a letter. I agree that a positive feel will get a better response then a negative letter will.I really like that you included "demanding phrases." All though I try and keep all my buisness letter positive I am sure at one point in time I myself have used one of these phrases. I think that your pictures added a nice touch to this blog. Overall great post!
ReplyDelete