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Therefore, despite the warning that today we should
write as we speak, there are a few basic truths we can't ignore.
1. Tongue-in-cheek comments seldom work on paper.
Humor
relies on timing, voice inflection and body language, as well as words. Written,
humorous
comments often come across as sarcastic remarks.
A chairman once tried to get his association's members to
hurry up with their registrations by writing, "I would personally appreciate your
attending to this because I have other things I would rather spend my limited time doing
than following up with your renewal." He claims he was being funny. Others thought he
should resign from his post, if he was so busy.
2. Enthusiasm is hard to convey. John handed his boss,
Tim, the hard copy of a presentation he had been working on. Tim made some minor revisions
and returned the material with a brief note saying, "Fine." John was deflated.
He had spent long hours ensuring this presentation was outstanding, and he believed he
deserved better praise than this.
Later Tim met John in the hall and again mentioned the
word "Fine." But this time it was accompanied by an enthusiastic tone and a pat
on the back. John immediately felt 100 percent better. If Tim read his correspondence
aloud before he sent it-without any vocal expression-he would have a better understanding
of how the receiver would read it.
3. Familiarity is also a problem. Many readers object to
being called by their first name by writers they have never met. Yet if they were meeting
face-to-face with that same stranger, they wouldn't have a problem using first names. On
initial correspondence, use a formal salutation: Dear Mr. Brown: or Dear Ms. Smith: or
Dear K.W. Black:
Today's writing style calls for you to write more
informally than you would have ten years ago. Remember, the correspondence must still be
interpreted by an unseen audience.
About Jane
© Jane Watson is a consultant, author, keynoter and trainer and
can be reached at jane@jwatsonassociates.com or (905) 820-9909. |
