What Your Writing Style Says About You

Whether you’re writing an email, a social media post, or a business proposal, every time you write, you’re not just sharing information. You’re also showing a bit of yourself, such as your personality, your mindset, and even your confidence level.

Whether it’s for a personal reason or a business setting, your writing style reveals something about you to others. It can make them feel that you are approachable, authoritative, creative, or even distant without you realizing it. So, what does your writing say about you?

Consider the difference between these three phrases: 

• Getting let go
• Getting fired
• Getting canned

All three phrases have the same meaning but weigh differently. Using the phrase “getting let go” somehow gives a sympathetic and regretful feeling. On the other hand, saying “getting fired” sounds a bit aggressive, while “getting canned” sounds apathetic. All phrases may be used, but that depends on the situation.

Aside from choosing the right words or phrases, it’s also important to choose an appropriate sentence structure. For example, if you’re writing intending to scare or bring caution to others, you can say that “Hippopotamuses kill more humans than sharks do” to trigger a more intense reaction from your reader. However, if you just want to say a fact that will help your reader feel more at ease, you’d better say that “Sharks kill fewer humans than hippopotamuses do. “ If you’re not hoping to bring emotions to your reader or you’re just sharing a fact like you’re telling a story, saying the former will make you look like a somehow violent, or at least a pessimistic, person. Saying the latter, on the other hand, will make you seem more optimistic.

The Clues Hidden in Your Writing Style

Let’s talk more about how your writing style gives clues about your personality, and how you can choose the right way to say things through writing based on how you want you and your words to be perceived. 

Here are some key elements of writing style and what they may reveal:

1. Formality vs. Casualness

• Formal tone (polished language, complete sentences) suggests professionalism, authority, or caution.
  Example: “I would like to schedule a meeting to discuss the project timeline and deliverables.”

• Casual tone (contractions, slang, humor) signals friendliness, openness, or creativity.
  Example: “Can we set up a quick meeting to go over the project and deadlines?”

Both sentences are usable, but they need to be used appropriately. Formal tone is best used when writing an email or sending an official document, especially to clients and those who are in higher positions than you. On the other hand, if you want to establish rapport with a relaxed and conversational tone with your teammates or team members, it’s good to use a casual tone.

Aside from considering where to use a formal or a casual tone, it’s also good to consider who you’re using it with based on how you want others to feel about you. Using a formal tone for your clients and higher-ups will make you seem respectful or polite, while using it with your teammates will make you feel more distant. Likewise, if you use a casual tone with your clients, you’ll sound rude, but you’ll sound friendlier if you talk with your teammates casually.

2. Sentence Length and Structure

• Short, direct sentences convey decisiveness and clarity.
  Example: “The report needs revision.”

• Longer, descriptive sentences suggest thoughtfulness, depth, or creativity.
  Example: “While the report covers key points, it would benefit from clearer data presentation and a more concise summary.”

There are times when it’s best to use short, direct sentences, but there are also cases when longer, descriptive sentences are more ideal. For example, if you need to give quick feedback or an update, speed is important. To do that, it’s best to use a direct sentence. However, if you need to write a formal feedback or show your thoughtfulness by giving actionable insights, it’s better to be descriptive. Although descriptiveness is not equal to sounding redundant or using too many descriptive words. 

Another thing to consider is how you want to be seen in a certain situation. Using short sentences in an appropriate situation will make you sound decisive. At the wrong moment, it might make you sound uncaring. The same goes when using long sentences. If you use long sentences when the person who needs your answer is in a hurry, you’ll sound indecisive and not time-conscious.

3. Word Choice

• Complex vocabulary is often used in formal reports, executive presentations, and industry-specific documents.
  Example: “We need to recalibrate our operational paradigm to enhance cross-functional synergies.”

• Simple language is ideal for team communication, training materials, or content made for a public audience.
  Example: “We should adjust our approach to help teams work better together.”

Your vocabulary choices reflect whether you value precision, accessibility, or impact. By using complex vocabulary, you can portray yourself as a professional who prioritizes precision above anything else. By choosing simple language, you show others that you prefer being accessible. However, it’s also best to keep in mind that you should also use the kinds of words depending on the material you’re working on. Use complex or advanced vocabulary if you’re writing for professionals in your industry, but use simple language when you’re reaching out to people who aren’t from your industry.

4. Voice: Passive vs. Active

• Active voice sounds more direct and energetic. It’s also clearer and more impactful.
  Example: “The team approved the proposal yesterday.”

• Passive voice sounds more formal or diplomatic. It’s often used when you want to shift the focus away from the subject or soften the tone.
  Example: “The proposal was approved by the team yesterday.”

Active voice writers are often seen as confident and proactive, while passive voice writers may seem cautious or diplomatic. Make sure to choose to write your sentences depending on how you want your reader to see you, or where you want to shift their focus.

5. Emotion and Tone

• Energetic tone reveals passion and positivity. It’s ideal if you want to grab attention or inspire your reader to take action.
  Example: “We’re thrilled to launch our new service designed to supercharge your productivity and simplify your workflow!”

• Neutral tone shows seriousness and professionalism. This tone is also used in scenarios where you need to set distance. It’s also used in formal reports and other documents where professionalism and objectivity are needed.
  Example: “We are introducing a new service aimed at improving productivity and streamlining workflow.”

Writers who use an energetic tone are often perceived as extroverts, while those who write in a neutral tone are perceived as introverts. However, aside from whether you want to be seen as an extrovert or an introvert, what’s more important to consider is whether you want to be seen as formal or as someone who grabs attention. That heavily depends on the kind of document you’re writing and your audience.

Why Writing Style Matters

Because the world now relies on online communication, we now interact with people through written messages more often than we meet them. That’s why we can’t help but unconsciously construct our impressions of them based on how they write – and vice versa. Thus, if we want to create the right impression towards our clients, colleagues, and bosses, we need to write appropriately. Aside from creating a good impression, adopting the appropriate writing style can help us build trust and rapport, establish authority or creativity, and strengthen our businesses’ or organizations’ personal or professional brand.

Project the Best Version of Yourself with BEX Pro

Whether you want to sound more confident in business emails, more persuasive in presentations, or simply more “you” in your social media posts, BEX Pro can help.

At TMJP BPO Services Inc., we offer BEX Pro, our tailored Business English Excellence Program, designed to help professionals like you so you can write with clarity and impact, adapt your tone for different audiences and express yourself the way you want to be perceived.