It’s often said that most communication is nonverbal. A huge amount of “between-the-lines” meaning comes from tone of voice, facial expression, and body language. That’s why written communication can be tricky, without those cues, messages can easily be misunderstood or taken the wrong way.
When we speak face-to-face, we instantly pick up clues about how someone feels through their expression, tone, and posture. These signals help us adapt our message on the spot to suit the person and the situation. In writing, however, we don’t have that luxury. Once a message is sent, it’s open to interpretation, and the reader’s assumptions, mood, or expectations can completely change how our words are received.
In business, written communication demands extra care. Whether it’s an email, report, or LinkedIn post, the first rule is simple: proofread. Check spelling, grammar, and punctuation. Small mistakes can have a big impact on how others perceive you.
In recruitment, for example, we’ve seen how a minor typo on a CV can affect an employer’s first impression of a candidate. Professionalism starts with accuracy. Once your message is sent, you can’t take it back so take an extra moment to get it right.
Tools like Grammarly or ChatGPT can help identify errors and improve phrasing, but they should be used as assistants, not replacements for your own judgement. AI can spot typos, but it doesn’t fully understand context, tone, or emotion. Always read AI-suggested edits carefully to make sure they sound like you and fit your intention.
Without nonverbal cues, tone becomes one of the most important (and most easily misunderstood) parts of written communication. Tone is the writer’s attitude toward both the reader and the subject. It shapes how your message feels to the person reading it.
For instance, consider these three ways of saying the same thing:
1. “You have to finish the project by the day after tomorrow. If you fail, we might lose the client.”
2. “The project deadline is the day after tomorrow; missing it may result in the loss of a client.”
3. “This client is important to us, and the project needs to be completed by the day after tomorrow. Please let us know if you need any support.”
Each sentence delivers the same information but with a different tone. The first feels abrupt, the second sounds formal and detached, while the third is polite, collaborative, and motivating. Finding the right tone depends on your reader, your purpose, and the context, but empathy and clarity are always good starting points.
The rise of AI-generated writing has changed how we communicate, but it hasn’t removed the human element. AI tools can help structure messages or suggest language, yet they don’t actually understand emotion or nuance. They predict language patterns based on data and not intent.
That’s why AI-written content can sometimes sound too formal, robotic, or impersonal. Used well, AI is a powerful drafting partner. Used blindly, it can make communication feel generic or insincere.
To keep your writing authentic when using AI:
• Treat AI as a first draft assistant, not a final author.
• Add your own human touches such as names, empathy, and personal details.
• Read your message aloud. If it doesn’t sound natural, rewrite it.
Ultimately, tone is still something best judged by people, not algorithms. AI can help you write faster, but you still need to ensure it connects with the reader and is fit for purpose.
Whether your writing is entirely your own or AI-assisted, a few timeless principles apply. Be confident and sincere in what you say. Use clear, plain language instead of jargon. Keep your tone professional but friendly. Always think from the reader’s point of view, consider factors like what they need to know, and how you want them to feel after reading.
Technology has made written communication faster, smarter, and more accessible, but it hasn’t replaced the need for emotional intelligence. The ability to read context, understand people, and express empathy remains uniquely human.
Whether you’re crafting an email, writing a report, or using AI to polish a proposal, your goal is the same: to connect clearly and respectfully with your reader. Get the tone right, check your work, and if you’re heavily relying on AI ensure you add that human touch because in the end, even in the digital age, good communication is still about people.
