Business E-mail Tone is Critical!

Today, I’ll start with a quote to make an important point that all too many do not consider:

Remember that the tone of your voice often conveys more accurately what is in your mind than do your words. ~ Napoleon Hill

There isn’t much Mr. Hill said that I don’t agree with. A very wise man was he!

When it comes to your e-mails you don’t have the tone of your voice — so those on the other side of the screen will read tone into your e-mail based on the efforts you make, the formatting you integrate and the words you choose to use.

Don’t for a moment think that tone is not something you not need be concerned with. Tone is an issue with each and every e-mail you send, every word you choose to bold, every word you omit or include.

I had several instances over the past week where e-mails sent to me were downright insulting in tone. How folks chose to word requests or inquiries spoke volumes as to what their true intent is (and level of courtesy and professionalism). And intent is relayed in tone. They are intertwined.

If you are ever not sure of your tone, or if you are emotional or simply frustrated as you type an e-mail — step away from the computer and take a deep breath. Then upon your return, read your e-mail out loud and see if you would like someone to speak to you in that manner.

Because you are upset or frustrated does not give you cart-blanch to send rude e-mails to those there to help you or that you are requesting assistance from. Tone many times is the difference between typing an extra few words of thanks or not over punctuating or formatting.

These online screens should never be an excuse to be boldly rude or to make demands or accusations you wouldn’t dare do in person. Use e-mail as the communication tool it is meant to be, not some way to flex your ego or narcissistic side of your personality because you can.

Because when you do — it only reflects on you. And, that’s not a good thing…

Some More Info for You:

1. In Business E-mail Tone is Everything!
2. E-mail Tone: What They REALLY Meant Was…?
3. For Business E-mail, Choose Words not Formatting
4. E-mail Requires You Build Your Vocabulary
5. Business E-mail Replies: Take Time to Cool Off