In his correspondence to a supply firm in Germany, Andrew is surprised by the terseness of the payment inquiries he receives. He decides to respond in…
A) A direct style that matches those of the German correspondent.
B) An aggressive manner and explain to the German firm they are not being courteous.
C) A courteous, professional tone that sets the example of the tone and style he expects to be used in their correspondence.
D) A harsh tone and cancel the order - no one would want to deal with them.

Question

Quizplus · Accepted Answer

While you cannot anticipate how every reader or recipient of your correspondence will react and interpret your message, it is important to always be courteous and maintain goodwill with those you are communicating with. In order to do so, follow these principles for dealing with tone in your correspondence:
F1F1F1S1F1F1F10Allow yourself more time to design messages about sensitive issues or that might be subject to misreading or misinterpretation.
F1F1F1S1F1F1F10Anticipate the emotional impact of messages that will convey negative or disappointing news (e.g., rejection letter, termination notice).
F1F1F1S1F1F1F10Always analyze your reader as carefully as possible, particularly the reader's frame of reference and attitude toward both you and your subject.
F1F1F1S1F1F1F10Read aloud what you have written.
F1F1F1S1F1F1F10For any especially difficult message, compose the message, save the draft, and then let it sit for a while. Later, read the message aloud to check for clarity and courtesy.

In His Correspondence to a Supply Firm in Germany, Andrew