Page 92 - Today’s Business Communication; A How-to Guide for the Modern Professional

WhY MUST I REMEMBER ThE FOUR “F” WORDS? 81

importance of building and maintaining positive relationships through
business communications. When evaluating your document for tone and
respect, consider the following things.

Do You Make Polite Requests?

In business communication, we may find ourselves in a one-up position
where we must make directives and ask that people complete tasks. When
making those requests, look at the document and ask yourself if you’ve
made the request politely. Please and thank you go a long way, even when
you’re in the position of authority.

Do You Avoid Abstract Words and Phrases?

You might be asking yourself why this question falls under tone and
respect. When you use abstract words and phrases, including unneces-
sarily formal language; jargon; and slang, you may be striking an inap-
propriate tone. Obviously, there are times when you must use jargon or
technical language, but when it isn’t necessary, don’t use it. Even when
it is necessary, make sure you know your audience. Will all your readers
understand your message? If you can’t say yes, then you’re best advised to
provide, either in the text or in an appendix, definitions that your readers
will understand. It is inconsiderate to use language that your audience
will not understand. When writers use words that are needlessly formal
or jargon-y, it is easy for their readers to feel turned off. How many adults
do you know who enjoy being talked down to?

Are Your Emotions in Check?

When we don’t keep our emotions in check, we often make the mis-
take of giving ourselves a short-term emotional boost at the expense
of our message’s true purpose. In Figure 6.6, you will find a portion of
a student email message that was addressed to a professor. As you can
see, the student who wrote the email was likely looking for a change
to his or her grade. Unfortunately, in alleviating his or her emotional
distress, the writer lost sight of the real purpose and also lost control of
the message’s tone.