Understanding Tone in Writing

What is Tone in Writing?

Tone is the emotional thread of writing. If you read something that evokes a reaction—a laugh, a gasp, a renewed need to get something done—that’s partly because of the tone in the writing.

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If it helps, think about the way you speak: Sometimes, you may be serious; other times, you may be funny or sarcastic—the same sentence, even words, can evoke any of these feelings and more because of the tone of your voice.

When writing, tone of voice can come through on the page (or screen) by using several tools in your writing toolbox.

What Does Tone Do for Readers?

Tone can tell readers what the writer’s attitude is about the content of the writing and inform how they should respond to the work. Tone is one of many guideposts we give readers to gain a full understanding of a text. Along with word choice, punctuation use, sentence length—to name a few—tone informs context and understanding.

If you’re unsure that you’re conveying the tone you want in your writing, try reading it out loud to yourself—but only read exactly what’s on the page. Does it sound right? If it does, great! If not, consider why: Are the sentences too long or short, is your punctuation on point, and are your words appropriate? You can edit your work line by line yourself or with the help of an intelligent writing assistant like Microsoft Editor and keep reading it back to yourself until you’ve accomplished your tone goals.

Examples of Different Types of Tone—and When to Use Them

There are as many tones as there are emotions or reactions—good or bad, positive or negative, happy or sad, affirmative or skeptical. Here are a few of the more common tones you’ll use in a range of writing styles and the contexts in which you might use them:

• Formal tone: A lot of business and research writing uses a formal tone—matter of fact and simple, often avoiding contractions. “I will set the meeting for the agreed upon time. Please accept the calendar invite.”
• Informal tone: This tone is the way you’d speak to someone you’re friends or friendly with. “Let’s meet then—I’ll set it up!”
• Serious tone: This tone is similar to a formal tone but may incorporate words that are more emotive and shorter, more terse sentences. “It’s critical that we meet as soon as possible. Confirm your availability.”
• Humorous tone: Using a humorous tone is a good way to add levity to writing of any kind. “I don’t love meetings, but my calendar does!”
• Joyous tone: Expressing happiness or cheerfulness highlights excitement about the content of the writing—and about the reader. “I’m very much looking forward to our meeting. I can’t wait!”
• Sad tone: Conversely, using a sad tone conveys disappointment or displeasure. “I’m sorry, but I won’t be able to meet then. We’ll have to reschedule.”

How to Bring Tone into Your Writing

Now that you’ve had a primer on tone, here are some of the ways you can try to create tone in your writing:

• Use punctuation to your advantage. Deploy those exclamation points! Pace. Your. Words. And. Make. Them. Pop! Or draw them out, slowly, rhythmically, to languidly lead along your reader. Don’t be afraid to use paragraph and page breaks as punctuation, too.
• Choose your words wisely. Beloved humorist and writer Mark Twain once noted, “The difference between the almost right word and the right word is really a large matter—it’s the difference between the lightning bug and the lightning.” Words can be evocative or neutral—feel free to amp them up or dial them down one by one to add some oomph.
• Consider employing a template. Document templates can help you achieve tone by giving a clear structural start to your document. Some also include design elements that can boost and reflect the tone in your writing.
• Keep your audience in mind. The purpose of writing is to convey information, so don’t forget who you’re conveying your information to. Consider your readers’ expectations as well as what you need to express—this can help guide your use of tone throughout your writing.

Remember: None of what you put on the page or screen is permanent. You have endless chances to get the tone in your writing exactly the way you want it. Once you’ve created your first draft, consider walking away from your work and coming back with fresh eyes later.