Maintaining an Emotional Balance in Professional Writing

Administrative Assistant Resource
November 27, 2013 — 2,114 views  
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Professional Writing is an integral part of any office job. It is often required to communicate information, exchange messages, or send a notice to your colleagues or superiors. This communication is frequently done in the form of written messages. It is important to ensure that such professional writing is free of emotions and is written in as neutral a tone as possible.

Emotions in Writing

Several emotions can be expressed in writing. Anger can be expressed by using short sentences and strong words. Happiness can be expressed by using positive words and lots of exclamation marks. Defensiveness can be expressed by using long and explanatory sentences. The effort at all times should be to keep the writing as neutral as possible. This can be done by using a passive voice instead of an active voice.

The writer should avoid the use of short sentences as much as possible. The sentences should have an optimal length. At the same time, very long sentences should be avoided, because they can be boring for the reader. The writer should avoid the use of slang or any other words with strong meaning. Instead, the writer should use formal language and sincere words.

Tone in Writing

Writing, just like speaking, can be done in many tones. The tone of anger can be expressed by using words that assign blame to any person. The writer should use second person pronouns and avoid the use of first person and third person pronouns. The tone of happiness can be expressed by using short words that are common in everyday talk. The writer should try to keep his writing as neutral as possible. It is best to avoid conversational language. The writer should instead prefer formal language with a formal tone.

Choice of Words

The choice of words is very important because the meaning and tone of any text is borne out through the words that it contains. The writer should only use dictionary approved words. Words with questionable authenticity or words that are not common in written language should be avoided.

The writer should avoid the use of slang words such as “ain’t”, “gonna”, “wanna” and the like. Such words convey a very informal and too-friendly tone which is exactly what the writer should avoid. Word shortenings such as “I’ll”, “You’d”, “Can’t” should also be avoided for the same reason. Instead, the full words should be used. This makes the writing more formal and neutral in tone.

In conclusion, it can be said that the work of a professional writer is to ensure that his writing is as neutral as possible. His writing is expected to be read by a wide variety of audience. So the writing should be formal, to make it more accessible to the readers.

As you can see, this can be done in various ways. The writer should be judicious in his choice of words. Words and sentences with the right tone should be selected. Likewise, the underlying message of the writing should be in harmony with the tone. Only then will the writing become easily readable and understandable for the majority of readers.

Administrative Assistant Resource