Do you wake up on a workday morning and say to yourself, “I wonder how many of our customers/clients/contacts I can offend/anger/frustrate today?”
Of course not! And yet, it’s so easy to do just that, and never even realize it – perhaps until it’s too late.
Here’s one: How many times, with the best of intentions, have you ended a letter with, “Please feel free to call on us if we can be of further assistance”? If you’re like most of us, you’ve used that phrase as a “curtain line” hundreds of times. We’ve all done it. Somewhere in the distant past, we may even have been taught that this is a standard business phrase to be used at the end of most correspondence.
Let’s talk about this.
To begin with, you never need a “curtain line” to end your correspondence. There are actually four customary ways to finish writing: a summary, a conclusion, a “nicety” (a word I made up to describe this type of an ending), or – and this one is too often overlooked – just plain quit when you have said what you have to say.
Well, if it’s acceptable to “just plain quit” when you’ve said what you have to say, why do you need a “nicety” at all? And if you do, when should you use it?
A “nicety” is a tool of tone. Remember that tone is the relationship the writer sets up, or reinforces with the reader. Think about what you want that relationship to be: Helpful? Knowledgeable? Respectful? Friendly? Cooperative?
So the only time you will use, and the only purpose of a “nicety,” is to build or reinforce that relationship. And if you are not looking to do that, “just plain quit” can be a great option.
Now let’s look at the wording of that “nicety,” beginning with the phrase, “Please feel free.” You do not have to give your client, customer, or contact permission to call on you! Of course he or she should “feel free” and your telling that reader so may well sound a bit patronizing. Or at least it could, if your reader paid any attention to your “nicety.”
So here’s the good news: That phrase is so trite your reader is more likely not to read or even notice it at all. So why bother?
And then there’s that phrase, “further assistance.” We may have just informed the reader that he or she did not get the job, does not get the extension, or will not get the expected refund. Now we are essentially telling that reader, “If there’s anything else we can do for you….”
It’s wise to be sure you have done something of assistance before claiming you have. Better yet, avoid that concept altogether. Let your reader tell you if you have been helpful!
Let’s clarify a point here: The idea of offering help is a good one. Just be careful how you word it, and personalize your “nicety” to your specific reader, and the specific situation.
The same thing goes for the words and phrases we use. Most of them, as well, are carry-overs from what we learned in school. (Bless our English teachers – where would we be without them?) Just remember that formal, or academic writing, can be very different from practical business writing, and generally is.
For example, can you think of three ways to say “about”? Well, to start with we could say “about,” or “regarding,” or “with regard to.” Now, which one is the most formal? Which is the least formal? Which one is down the middle?
It’s helpful to decide how formal, or how informal you want your writing to be before you begin to write. Consider the level of formality that will best support the tone, or relationship you will be establishing or reinforcing with your reader. Oh, and by the way, “about” is the least formal, while “with regard to” is the most formal. “Regarding” is somewhere down the middle, perhaps leaning a bit toward the formal side.
This week, please give particular thought to the words, phrases, and even paragraphs you use habitually. The throwaway ones. The ones we never think about, but just use without much thought.
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