Writing eTips UpWrite Press - We Make Writing Work For You
March 2008 UpWrite Press - We Make Writing Work For You

Voice: Sounding Confident and Sincere

Whenever you speak, your confidence and sincerity are conveyed in several ways—not only by what you say, but also by your tone of voice and inflection. If you are speaking to someone in person, your body language also broadcasts an impression that can enhance your words.

On the other hand, whenever you write, you have nothing but the words on the page to convey your confidence. So how can you make those words project your knowledge and your sincerity? How can you create a strong voice in writing?

  • First and foremost, know your purpose for writing. Make a clear claim, being specific, straightforward, and succinct—leaving no room for doubt in the reader’s mind as to why you are writing.

  • Next, focus on your message. Cut out any waffle words such as “maybe” and “kind of.” Get to the point in concrete terms.

  • Third, show sincerity by simply being sincere. Avoid sarcasm, flattery, or exaggeration. Just communicate directly, and honestly. Use positive language to soften any negative information, but don’t sugarcoat it.

  • Finally, show your objectivity by using unbiased words. Present ideas or products using factual support and provable information. Avoid opinions, and never try to manipulate your reader.

That’s it—four ways to give your writing the strong voice it needs to present your ideas in the best possible light.

You can find more ways to develop a strong voice on pages 86-87 of Business and Sales Correspondence, part of the EZ Series of business writing materials from UpWrite Press.

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That Little Extra

Nowadays, businesses use elaborate backup systems to protect electronic files from being forever lost. However, such systems are not foolproof—they have been known to fail, destroying files, losing hours and days of work, and creating enormous problems.

To protect your own files, always be sure to back up your work every day. Of course, you can always print out hard copy, but that wastes paper and can cause a storage nightmare. An easier way is to simply copy files onto a CD or, even easier, to a USB flash drive. These inexpensive devices store a surprising amount of data and are easy to use: Simply plug one into a USB port and transfer your files. USB flash drives are tiny and durable, making them a handy way to carry files from one computer to another. They also provide a quick way to protect your home files from being lost if your computer crashes. Remember: Just plug in the flash drive and transfer your files for safekeeping.

Join Our Writers’ Forum

We invite you to be part of our monthly eTips. Each month we pose a question or problem regarding the use of writing in business. Send us your reply along with your name, your company’s name, and a brief description of what you do. We will print the best responses, and you will get your name out to our more than 5,000 subscribers! (We reserve the right to edit your remarks for fit and suitability.)

March Writers’ Forum Topic

When did you first become aware of the importance of writing in your business? How did it change your attitude toward writing?

Email your response to writersforum@upwritepress.com. Write “March Writers’ Forum” in the subject line, and you could see your reply in the eTips Mid-Month Mini.

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Coming in April:
Word Choice: Using Technical Terms
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eTips is a publication of UpWrite Press, Inc., P.O. Box 460, Burlington, Wisconsin 53105. Copyright © 2008, UpWrite Press. All rights reserved. Visit www.upwritepress.com.