The writer's text conveys more than simply information; it conveys a sense of how the writer feels about himself or herself, the reader, the company or project, and the subject. While you usually write reports that are objective and fairly formal, you should still try to convey the most positive sentiments you can about all of these elements. Avoid negative and harsh underlying messages in your writing. Examples of some tones conveyed along with the information follow. Notice that the information is the same, but the underlying messages the writers are sending differ markedly. Tone of disregard for the reader In the example that follows, the writer has little regard for the readers. The writer's tone suggests that the readers should already know the information, and so this report is a waste of time. Always assume the readers need or want the information. This report will only alienate the readers and make future collaboration even more difficult. Members of the Atkinson Company Board of Directors should know by now that they have many duties to perform, both in preparation for meetings and in the meetings themselves. However, the new members cannot possibly realize how overwhelming these duties may be, and even certain veteran members may not be as knowledgeable as they should be. Therefore, the board secretary has compiled a report listing and explaining these duties. The report accompanies several manuals and agendas that the president expects all board members to study in depth immediately, or they may be publicly embarrassed during a board meeting due to inadequate preparation. Helpful tone This is the same message with a more helpful tone. It shows regard for the reader and will encourage the readers to use the information provided. Future collaborations will be congenial and productive. Notice the underlying messages: "I have confidence in you." "I know you can do the job." "I am willing to help." "I want you to be successful." None of these messages is in the words. They are all in the tone. Members of the Atkinson Company Board of Directors have many duties to perform; new members, especially, may feel overwhelmed as they prepare for meetings. To help all members understand their jobs, the president has asked the board secretary to write a brief report listing and explaining these duties. The president has also provided several manuals and agendas with in-depth information for all board members as they strive to serve the board and the company effectively, but this report will serve as an introduction until the members have time to study those more extensive materials. Impersonal tone The tone can also be impersonal. It isn't harsh or encouraging. It just lets the reader know that in this company, everyone is a cog in the wheel. If you fail, we'll just get another cog to replace you. The tone resembles that of a form report. Members of the Atkinson Company Board of Directors have many duties to perform. The board secretary has compiled a report listing and explaining these duties. The report accompanies several manuals and agendas that contain more in-depth information. Board members should study all these materials. Formal tone Use a formal tone with executives and boards. The formal tone is the counterpart of the business formal level of formality. It is objective and impersonal. Using the business formal level of formality will automatically convey the formal tone. This tone will sound much like the impersonal tone. In light of the many responsibilities associated with being a member of the Atkinson Company Board of Directors, all members should study the enclosed report listing and explaining member duties. In addition, the report accompanies several manuals and agendas that contain more in-depth information for further study. Patronizing tone Writers auditing or critiquing others' work may fall into a patronizing tone. The underlying message is that the auditor or evaluator is the missionary and the reader is the unwashed pagan. Avoid the patronizing tone by not assigning blame and not insinuating that the reader is unschooled, careless, or stupid. Members of the Atkinson Company Board of Directors have many duties to perform, both in preparation for meetings and in the meetings themselves. Since some of the new members may not be adequately prepared for these duties, and since even some veteran members may not be as prepared as they should be, the board secretary has compiled a report listing and explaining these duties. The report accompanies the manuals and agendas that all board members should study in depth as soon as possible to gain the knowledge they need to serve the board and the company effectively; otherwise, they may be embarrassed during a board meeting due to inadequate preparation.