Once the reasoning has been set out, you need to use suitable language in your writing.
Use a Suitable Language Register
Adapt Your Style
In general, you should observe several simple rules of style:
Use short sentences of about 15 words
Give preference to active rather than passive forms of expression, e.g., "I approved the document" rather than "The document was approved by me"
Avoid redundancy and repetition
Use a new paragraph for each idea
Try to simplify your style as much as possible. Don’t hesitate to split sentences that are too long. For example, get rid of complex structures such as "insofar as" to avoid errors and to avoid excessive formality. The recipient will appreciate concise, easy-to-read documents more than complex structures that add no real value.
✗ Insofar as the document was not sent within the given time limits, the HR Department cannot take your form into account, as that would not be fair to the other employees.
✓ Your document was not sent within the given time limits. Therefore, the HR Department cannot take your form into account. That would not be fair to the other employees.
Use Linking Words
Use linking words, as they allow your reader to understand the structure of your text better. Here are some examples:
To give an example
for example or e.g.
To give an explanation
in fact, indeed, as
To oppose an idea
nonetheless, however, but, on the contrary
To develop an argument
thus, in fact
thus, finally, therefore, in conclusion
To add an idea
Soften Your Tone
In professional life, you often need to send messages that are negative or not very pleasant. Here are a few tips that will allow you to give the required information while employing a softer tone.
Use of the Passive Voice
We have just seen that the active voice is easier to read than the passive voice. Nonetheless, if you wish to soften your tone, you can use the passive voice.
"Peter made a mistake in the VAT file, but he corrected it in a second version." Here, the negative element is emphasized: the error.
"The error in the VAT file was corrected by Peter in a second version." Here, the positive element is emphasized: the correction.
Use of the Conditional Voice
"We want a reply by February 12th."
"We would like a reply by February 12th."
Use an Adverb
"You don’t agree with the Department’s position."
"You don’t altogether agree with the Department’s position."
Use of the Interrogative Form
"We want the documents by February 12th."
"Could you please send us the documents by February 12th?"
Use of Words That Have a Positive Connotation
"Your analysis is wrong."
"Your analysis is not quite right."
Use the Right Closing Formula
The closing formula, i.e., the written formula that serves to end a text politely, needs to send a message that suits your goal and your recipient. That is why you should avoid having a prewritten formula for signing off your email, as this will not fit all situations.
Here are some typical examples:
You are expecting your reader to take some action: "Thanking you in advance."
You want to be sure that your reader has understood your message: "Please do not hesitate to contact me if you have any questions."
You want to convey a friendly impression (e.g., to soften a rather brusque email): "Best wishes," "All the best," "Kind regards". These formulas are friendly, while remaining professional. However, take care with the closing formula: "See you soon" or "Have a nice weekend" may appear too familiar. Do not use them unless you know your colleague well!
In a letter, opt for the following formulas:
"Hoping to hear from you soon. Yours sincerely,"
You will note that the first two closing formulas are neutral. The third allows you to emphasize the fact that you expect a reply from your reader. Choose the most useful formula for the context.
You now know how to employ a suitable vocabulary. Next, you must select a format and adapt it to your needs.