Email Writing Techniques: Use the Appropriate Tone of Voice for Better Results!

A big part in writing better emails is to convey your message using an appropriate tone. This is especially important when you write emails to business clients where the tone of your message can make or break a deal. The tone reflects the spirit in which you relay your message – do you sound courteous, respectful or friendly?

Even when you write a complaint email or send a reply to someone, your message should be written in a way that doesn’t sound rude or offensive. Messages that sound rude, tactless or offensive will not help you achieve your desired purpose. Just imagine an angry mother yelling at a child to clean up his room. An enlightened parent would know that frustration would only breed rebellion. This is the same with writing – it is important to choose the right words wisely if you want to persuade your readers to do exactly what you want.

Here are some expressions that use the wrong tone of voice and should be avoided in your email correspondences:

Instead of saying:

“Due to your failure in informing us about your late payment, we shall penalize you as per the agreement”


“We received a late payment from you, so unfortunately you must bear the cost of the agreed penalty amount”

Instead of saying:

“I want to complain about your poor service at one of your stores!”


“I was displeased/unhappy with the level of service I received at one of your stores.”

Instead of saying:

“You should have read our terms and conditions before you bought our goods. We are not liable for the problem that occurred!”


“Our terms and conditions state that all goods sold are not refundable and we are sorry that we are unable to help you.”

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3 Responses to Email Writing Techniques: Use the Appropriate Tone of Voice for Better Results!

  1. 創業 says:

    Thanks for your tips though I would love to see some more media! – Great post anyway, Cheers!

  2. marketing executive from Wales says:

    I’ve been surfing online more than 2 hours today and this is probably the best thing i’ve read in a while, thanks for sharing! IMHO, if all webmasters and bloggers wrote good content as you did, the net will be a lot more useful resource than ever before.

  3. Mohamed says:

    Right here is the right blog for anyone who really wants to find out about this topic.
    You understand a whole lot its almost tough to argue with you (not that
    I personally will need to…HaHa). You definitely put a
    fresh spin on a topic that’s been discussed for many years. Great stuff, just wonderful!

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