How to Achieve a Professional Tone in Business Writing

Think about your relationship with the person reading your document. If you’re writing to a stranger or someone in authority, use formal language. For internal messages to familiar colleagues, your tone can be a little less formal but should always stay respectful.

Choose content and vocabulary that your audience will understand. If your message includes technical terms, avoid jargon unless the reader will be familiar with it.

The purpose of the document also shapes your language. Are you explaining facts, or do you want to persuade the reader? Your words need to match your goal.

Many organizations rely on a style guide to keep their content consistent. Style guides can include rules for spelling, punctuation, branding, and visual elements. A good style guide will also offer advice on how to achieve the right tone. 

Following your company’s style guide will help you match your writing with your organization’s standards and ensure you project the right tone. If your employer does not have a style guide, you may want to suggest creating one.

An authoritative tone helps you build trust with your readers. Use industry-standard terms where appropriate, and use jargon or technical language only when your reader will understand it. 

Using “I believe,” “seems,” or “tends” in your writing does not sound confident and can affect how your message is received. Instead, use the active voice with clear, direct statements. Short sentences make your writing stronger and more impactful. Support your claims with data when possible, and cite sources if needed.

Your business writing should always be polite. Use a proper greeting and sign-off in emails or letters, and refer to people by their official titles and full names to maintain professionalism in your correspondence.

Choose gender-neutral language, like “chairperson” instead of “chairman,” and avoid slang and informal language. It’s also important to consider cultural differences, especially when writing for an international audience.

Use positive language where possible, and when discussing challenges, be sure to also focus on solutions.

Mistakes in your business writing can distract readers and weaken your message. Make sure to proofread every document to catch any errors, awkward phrases, and tone issues.

It can be hard to spot errors in your own work. Ask a colleague to review your document, or upload your document to Proofed’s online proofreading service for professional advice with a fast turnaround.

A brand style guide sets the standards for your organization’s written and visual communication. A strong in-house guide helps your team keep the company’s content consistent, even as your business grows.

Some companies start with an established guide such as The Associated Press Stylebook (AP), and then they add their own rules for web copy, social media, or marketing materials. If your business does not have its own set of in-house rules, it can be helpful to follow one of the established guides created for business writing.