What tone should I use in an email
This notebook serves as a collection of questions that I have in the tone used in an email. Please feel free to weigh in either on these questions or my grammar.
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This question has puzzled me for a long time: when writing an email, you are, in fact, trying to talk to the person and therefore a causal and even colloquial language should be acceptable. However, I feel embarrassed when my email has a lot of "I" and "is(be)" is used. Sometimes, I perceive such worry as I am too conscious about my English learner identity, thinking proficiency will resolve the problem. I am really curious about what will be the reaction of a native speaker when one gets an email filled with "I" and colloquial languages? As a native speaker, would you rather rephrase and avoid too many "I"s or it really does not matter?
For example, if I have already used many sentences that start with "I", I will change "I have signed the document also" to "The document is signed." From my perspective, the former sentence is more positive in attitude but the latter one is concise and (maybe) professional. What is your opinion on such issue, i.e. intentionally diversifying sentences but sounded less as a person. Many thanks!
(I might talk too much on a simple question but hope more words would translate well into practicing more)
Search from various English teachers...
Corrections · 2
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Hmm. Who told you that it was improper to use "I" or "is"? Generally, when you are speaking familiarly with someone, you should prefer to know what they are doing. Focusing too much on "I" can be seen as self-centered, but it is often perfectly acceptable. It depends on what you need to communicate.
Generally, if your correspondence is professional, then you want to assert that YOU specifically did something, no merely "that" something was done. You want to let the reader know that you were personally responsible for that particular outcome, even if trivial. "I signed the document" is an active, powerful statement: you, (the subject) signed (the action) the document. This is referred to as "active" voice.
Your other example "The document is signed" is referred to as "passive" voice because there is no action. The document (subject) is signed (a state, not an action). It also changes the meaning. THAT the document is signed is not as important as WHO signed it, so this passive sentence is not very useful.
I suggest (if you can do so without violating anyone's privacy) that you post some actual emails that you have sent so we have a better idea of the kinds of ideas you need to express.
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I think the diversification of your sentences would definitely make you and your emails seem a bit more professional.
Continually starting sentences with the same words might give off the idea that you're not well versed in English.
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