So many of us write emails every day. Much like text messages, in email communication the tone can often be misconstrued.

Getting the tone right is really important. Let's get the new year off to a good start and take a quick look at tone.

But first up, The Riverine Grazier team shares their top tips for emails.

Tertia says keep it brief.

Krista says pause before send - make sure you are not sending something you will regret later,

Kimberly says avoid exclamation marks - some construe these as quite violent, when written. Also, if you send an email trust someone will receive it - there is no need to call to say you have sent an email. Look at what you are trying to say before you call a meeting - is this something which could be accomplished in an emial?

Cheyenne says make sure you attach a document before sending, and make sure you take a look at the recipients email signature before you write their name.

Ok, now let's get back to tone.

The tone of an email refers to the writer's attitude and emotions towards the subject matter and the recipient.

It significantly influences how the message is perceived and can impact the reader's response.

A well-crafted email with the appropriate tone fosters clear communication, builds rapport, and strengthens professional relationships.

Before composing an email, consider the purpose, audience, and desired outcome. Ask yourself:

●Why am I writing this email?

●Who is my intended recipient?

●What do I want them to understand?

Answering these questions will guide you in selecting the most suitable tone for your message.

There are many tones that can be used in emails.

●Casual: This tone is characterized by informal language, contractions, and colloquialisms. While appropriate for close colleagues or informal settings, it should be avoided in professional communication.

●Respectful: A respectful tone is essential in all professional emails. It demonstrates courtesy and professionalism. Use formal language, appropriate titles, and avoid slang or jargon.

●Friendly: A friendly tone helps build rapport and create a positive communication environment. It involves using warm greetings, expressing interest in the recipient's well-being, and using a conversational style.

●Encouraging: This tone is used to motivate and inspire the recipient. It involves using positive language, offering praise and support, and suggesting opportunities for growth.

●Concise: A concise tone focuses on delivering information clearly and efficiently. It avoids unnecessary words or details and gets straight to the point.

●Decisive: A decisive tone conveys confidence and authority. It is used when making decisions, setting expectations, or providing instructions.

●Cheerful: A cheerful tone expresses optimism and enthusiasm. It can be used to share good news, celebrate achievements, or simply brighten someone's day.

Best Practices for Setting Tone in Emails

●Be polite and sincere: Courtesy and respect are fundamental to effective communication.

●Use non-discriminatory language: Treat all recipients equally and avoid language that could be perceived as biased or offensive.

●Prioritise your information: Present the most important information upfront to ensure clarity.

●Keep the positive front and centre: Highlight good news and positive aspects to foster a positive communication environment5.

●Pay attention to detail: Proofread carefully for grammar, spelling, and structure errors, demonstrating professionalism and attention to detail.

●Mind the length: Aim for a concise and focused message. Avoid overly long emails that may overwhelm the recipient.

By mastering the art of email tone, you can enhance your communication skills, build stronger professional relationships, and achieve greater success in your endeavors.