Hearing Voices
When you start talking about something as artsy as voice in writing, people think: “What am I supposed to be writing, a novel?” Well, sure, if you want to. Who am I to stifle anyone’s creativity? But voice matters in professional writing, too. It matters because voice – or, to be less than particular about it, you might call it tone here too – is a big part of the impression you make on your reader. Are you an expert, writing about your area of expertise? Are you an employee, writing to ask your boss for a raise? Are you a consultant, writing to a prospective client seeking work? Each of these will require a slightly different tone, and choosing the wrong one can put you in a very awkward place. For example, let’s say I’m writing to my boss, on the touchy subject of a recent deadline I missed. I want to tell him that the delay wasn’t my fault – the client got me his information late, and so the whole project fell behind, but I’ve got a second person working on it now, and so I hope to have it finished by the end of the week. Check these four notes out, each saying the same thing, but in a different voice:
1.
Dude –
Major bummer. Wilson’s going to be late. But before you say anything, don’t go blaming me. It’s their guy that messed us up. He’s had the info for a week at least, and just sat on it. Finally got it yesterday, and Sandy will help me get it out by Friday, so you can thank me then.
Rob
2.
Charlie,
I’m sorry to tell you the Wilson project is running over. Jay Peters didn’t get his information to us until yesterday, and that delayed the final report. But Sandy has agreed to help us finish it more quickly, and I hope to have it to you by Friday.
Rob
3.
SORRY!!!!!!
Jay Peters JUST got us the information for the final report. We thought we’d have it by Monday, and he got it to us YESTERDAY!!!!!! HELP! Luckily that ANGEL Sandy is our savior!!!!! She’s working now to help us finish it more quickly, and I HOPE HOPE HOPE I’ll have it to you by Friday.
SORRY!!!!!!
Rob
4.
Charlie,
We were unfortunately delayed on the client’s end, with Jay Peters failing to bring his information to the table in a timely manner. We’re well aware this sets the project back, but we have help in the form of Sandy Arnold, who’s agreed to help us get the paper back on track. With this additional aid, we project the final report will be ready Friday, if all goes well. Thanks in advance for your understanding,
Rob
Before you try to guess which one is the right one, think about how much voice lets you picture the person who’s writing. We all make assumptions about people based on their voices on the phone. We do the same based on their writing voice. Remember that when you start with a hysterical tone, too casual a tone, or too pompous a tone.
Now, which one of the four examples is right?
Actually, any one could be right, depending on the audience, and the relationship between Charlie and Rob. While you (or I) might not want to work with someone who screams SORRY! in an email, who knows? Maybe that’s how they work in that office. And while example number one – surfer dude – might make Rob seems like he’s half in the bag, maybe his boss is too, and that’s how they communicate. But there’s no question that in a normal work setting, you want to maintain the kind of distance and professionalism that number two, or even number four, offers. Number four’s a little starchy, but some employers like that. Voice is so closely tied to audience that you can’t make a decision on one without being aware of (or at least considering) the other. So think about who you’re talking to and how you want to sound. Then write it down.
