The following list is a starting point for exploring and recognising the range of
tones in communication. Each pair in the list represents a contrast in tone, which can
be expressed with language in terms of:
a. choice of words
b. sentences structure and length
c. content
1. Formal
'Dear Mr. Brown'
2. Distanced
'It has come to our attention'
3. Precise
'We expect 236 delegates at our
conference'
4. Complex
'Although procedures vary widely,
they share some characteristics,
especially in terms of planning and
reporting, which are carried out on
a monthly basis using the standard
software tool that was introduced at
the end of last year on the main
company sites, except in South
America, where it is planned to
phase in the tool later this year.'
5. Direct
'Please send the information by 13
January'
6. Emotional
'We were totally overwhelmed by the
response to our questionnaire.'
7. Assertive
'The report must be completed by
the end of the week.'
8. Task-oriented
'The minutes of the staff committee
meetings should be circulated no
later than 48 hours after the
meeting.'
or Informal
'Hi Peter'
or Personal
'We have been'
or Vague
'There'll be around 250 of us at the
meeting.'
or Simple/straightfoward
'Procedures vary widely, but they
do share some characteristics. In
particular, planning and reporting
are carried out monthly using the
standard software tool. This tool
was introduced at the end of last
year on the main company sites. It
will be phased in to South America
later this year.'
or Indirect
'We would be very grateful if you
could send the information by 13
January.'
or Neutral
'The questionnaire was completed
by a large number of people.'
or Encouraging
'We hope that you'll be able to
complete the report by the end of
the week.'
or Relationship-oriented
'The minutes of the staff committee
meetings are vital for follow-up
after our meetings. We therefore
expect the minute-taker to circulate
the minutes no later than 48 hours
after the meeting. If this is not
feasible, please contact the
chairperson in order to agree a new
date for circulation.'