← Back to Home

Communication Tips

Master the art of workplace communication with our tone selection guide.

Choosing the Right Tone

Effective workplace communication requires adaptability. Different situations call for different approaches—sometimes you need to be formal and professional, other times confident and direct, and often warm and approachable. Understanding when to use each tone will help you build better relationships and achieve your goals more effectively.

👔

Professional Tone

Formal, clear, and workplace-appropriate

When to Use It

  • Emailing clients, customers, or external partners
  • Communicating with senior leadership or executives
  • Sending formal announcements or company-wide updates
  • Writing performance reviews or feedback
  • Documenting decisions or meeting outcomes
  • First-time communications with new contacts

Key Characteristics

  • Complete sentences with proper grammar
  • Neutral or formal vocabulary
  • Respectful and courteous language
  • Clear structure with proper salutations and sign-offs
  • Focused on facts and objectives

Example

Before:

"Hey, can you get me those numbers by end of day?"

After (Professional):

"Dear [Name], Could you please provide the quarterly sales figures by the end of the day? This information is needed for tomorrow's board meeting. Thank you for your assistance."

💪

Assertive Tone

Confident, direct, and respectful

When to Use It

  • Setting boundaries or managing expectations
  • Making requests or asking for resources
  • Leading meetings or presenting ideas
  • Negotiating deadlines or deliverables
  • Addressing performance issues or concerns
  • Advocating for yourself or your team
  • Rejecting unrealistic requests

Key Characteristics

  • Clear and direct statements
  • "I" statements to express needs and expectations
  • Confident without being aggressive
  • Respectful but firm boundaries
  • Focus on solutions and next steps

What to Avoid

  • Excessive apologies or hesitation
  • Qualifying words like "just," "maybe," "I think"
  • Being overly demanding or aggressive
  • Personal attacks or criticism

Example

Before:

"Um, I was wondering if maybe you could possibly help with this project? Only if you have time though, I know you're busy..."

After (Assertive):

"I need your support on the Q1 project. Please allocate 10 hours this week to complete the market analysis. Let's schedule a brief call tomorrow to align on expectations."

✨

Friendly Tone

Warm, approachable, and genuine

When to Use It

  • Team communications and internal announcements
  • Giving constructive feedback to peers
  • Built relationship-building and networking
  • Celebrating successes and achievements
  • Collaborative projects and brainstorming
  • Onboarding new team members
  • Social channels and informal discussions
  • Customer support (when appropriate)

Key Characteristics

  • Warm greetings and sign-offs
  • Empathetic language and expressions
  • Inclusive and collaborative wording
  • Genuine enthusiasm and positivity
  • Personal touches and warmth
  • Still professional but approachable

Example

Before:

"Project completed. See attached file."

After (Friendly):

"Hi everyone! 🎉 Excited to share that the Q1 marketing project is now complete! A huge thank you to the team for all your hard work and collaboration. You can find the final deliverables attached. Let's catch up next week to celebrate!"

Common Scenarios

Requesting a deadline extension

Recommended: Professional

This is a formal request that affects project timelines. Be clear about reasons and propose a new deadline.

Declining additional work

Recommended: Assertive

Set clear boundaries while being respectful. Explain your current commitments and propose alternatives.

Welcoming a new team member

Recommended: Friendly

Make them feel welcome and included. Share enthusiasm about having them join the team.

Reporting project status to executives

Recommended: Professional

Keep it factual and concise. Focus on key metrics, milestones, and risks.

Addressing a recurring issue

Recommended: Assertive

Be direct about the problem and its impact. Propose clear solutions and next steps.

Sharing team achievements

Recommended: Friendly

Celebrate success and recognize contributions. Show genuine enthusiasm and pride in the team.

Quick Tips

  • When in doubt, start with Professional. It's never wrong to be more formal.
  • Consider your audience. Senior leadership usually requires Professional, peers may appreciate Friendly.
  • Match the medium. Formal emails merit Professional tone, Slack channels often work well with Friendly.
  • Read the room. If others are being formal, follow suit. If the culture is casual, Friendly works.
  • Use Assertive for boundaries. Don't be afraid to be direct when needed—assertiveness isn't aggression.
  • Test different tones. Use Tone's "Try Another" feature to compare options before sending.