Fortunately, you can use the same kind of tone for most business messages. "The business writer should strive for an overall tone that is confident, courteous, and sincere; that uses emphasis and subordination appropriately; that contains nondiscriminatory language; that stresses the "you" attitude; and that is written at an appropriate level of difficulty" (Ober 88). The only major exceptions to these guidelines are when you need to write a negative business message, such as when you deny a job offer or a customer request.
Don't write about something that is too complicated. Don't try to write a brief process essay about something that needs an instruction manual. When you have to drive from Hartford to St. Louis, you start by getting to Waterbury. You don't like being overwhelmed by directions, and you don't want to overwhelm your reader. Also, don't write about something that needs to be accompanied by visual aids. We could read a good essay about how to wallpaper around a window or a bathroom vanity, but it would be much better to watch a videotape of the same process. There are some things that are much better seen than read. Try describing the process of tying your shoes and you'll see what we mean.
Tone in an essay is similar to the tone in a conversation
It is especially important to consider tone when you are writing a negative message. In a negative message, such as a document that rejects a job offer or denies a request, be sure to assume a tone that is gracious and sincere. Thank the reader for their input or involvement and carefully state that you cannot comply with their wishes. Follow this response with an explanation as necessary.
Style, Diction, Tone, and Voice | Wheaton
A writer builds goodwill for him or herself by using a tone that is polite and sincere. It is important to strive for sincerity in tone because without sincerity, politeness can sound condescending
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Colloquial diction is informal language used in everyday speech and includes such words as "guys," "yeah," "stuff," "kind of," "okay," and "big deal." Highly informal diction, such as "freak out" and "dissing," falls into the category of "slang." While slang words often are vivid and expressive, slang comes and goes quickly, another reason why slang should be avoided in formal writing. Both colloquialism and slang expressions convey an informal tone and should be avoided in formal writing.
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There is, of course, a difference between a process essay that tells readers how to do something and a process essay that describes the process by which something gets done by someone else or by nature. You could write a great process essay describing what happens when Mother Nature decides it's time for trees to lose their leaves in the fall. Something in the changing angle of sunlight tells these two rows of cells in the leaf's stem to begin to dry up, and the chlorophyll begins to dry (allowing the leaf's other colors the red, the orange, the yellow of fall to show through) and then the stem breaks at just that point (the same for every leaf) and the leaf falls off. Neither you nor your readers are actually, physically, involved, but the process is fascinating in its own right.
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While the writer might use formal diction in such sentences, too many short and simple sentences can make an essay sound informal, as if the writer is not recognizing that the audience is capable of reading and understanding more complex and longer sentences. Short and simple sentences can be used effectively in formal writing, but heavy reliance on such sentences reflects poorly on the writer and gives the writing an informal tone.
Grammar Bytes! Grammar Instruction with Attitude
Allow one of your steps to stand out from the others; in other words, don't let all the steps in your process feel equally important. Equally important means equally unimportant. Attach a special warning to one of your steps. If you don't connect the positive pole to the positive pole of the batteries, you could cause an explosion or melt down your battery. If you don't do such-and-such with your crockpot just at this point in the process, your soufflé is headed for culinary disaster. This special moment or warning in the process will lend the essay a variety of tone, some texture, another human dimension, and remind your readers that someone (you, the writer) is trying very hard to be helpful to , and that's going to keep them reading.