Assertive business communication relies on an assertive tone in writing to ensure your message lands. Because like snowflakes, your words can either float away or make a lasting impact. But what is assertion in writing, and how does it affect professional interactions?
Earlier in my career, I leaned on words like “can” or “might,” which sound unsure. I also apologized for things that weren’t my fault, often to soften the blow for something I couldn’t do.
It was like HAL9000’s line in “2001: A Space Odyssey” when he refused to open the pod bay doors: “I’m sorry Dave, I’m afraid I can’t do that.” It comes across as passive-aggressive because HAL doesn’t explain until Dave prods him.
Like HAL’s cryptic refusal, vague writing leaves your reader wondering what you mean.
The business world respects clarity and directness. Assertive business communication builds trust, clarifies your intent, and supports collaboration; it lifts you and your reader up without putting anyone down. Whether in emails, memos, or marketing calls to action, it suits a variety of texts and contexts.
If you’re not used to practicing an assertive tone in writing, it might feel awkward initially, especially if you tend to avoid conflict. But communicating clearly and respectfully shows others where you stand — it’s a gift to yourself and others.
5 Ways to Practice an Assertive Tone in Writing to Leave a Lasting Impact
1. Style – Assertive business communication considers your word choices and structure. Aim for clarity, conciseness, and directness. Prefer “I” statements and active verbs to “waffle words” (“I think/believe/hope,” “might/maybe/perhaps,” etc.) to express yourself confidently.
- Weak: I hope to send the report soon.
- Assertive: I’ll send the report this Friday.
How you format your responses online also affects whether you project an assertive tone in writing. For example, set clear expectations and avoid emojis or slang that could undermine your professionalism. Tailor responses to different platforms:
- Email: Use clear subject lines, concise openings, structured paragraphs, and “next steps” or calls to action.
- Instant Messaging: Be direct but brief, and use threads to organize conversations.
2. Tone – Show respect or consideration for others and their views; reflect that through being open to feedback without blaming or criticizing.
- Negative: I can’t finish the report today.
- Positive: I’ll finish the report before 5:00 pm tomorrow. Does that work for you?
Avoid overusing apologies or the passive voice.
When appropriate, consider cultural sensitivities in your correspondence, too. Americans tend to be more direct than other cultures.
Rewrite a passive email or memo to be more assertive and reflect on the changes. Generative AI can review your tone, but it sometimes prefers politeness to directness. Find wording that balances both.
3. Problem-Solving – Handle conflicts directly and constructively through suggesting solutions that address needs or concerns. Encourage collaboration to reach a resolution.
- Example 1: I understand we see things differently; let’s explore a compromise.
- Example 2: I understand the deadline was hard to meet. Let’s discuss how we can prioritize tasks to stay on track.
Assertiveness in business communication is about respect, not confrontation. Use neutral or positive language to avoid blame or negativity and set boundaries. Stick to the facts without attacks.
- Polite, but passive: I’m following up on my prior message. No worries if you’re busy. Hope you’re doing well.
- Assertive and polite (and suggests compromise): I’m following up on my prior message. If it’s a busy time, that’s understandable. But I’d appreciate finding a way to communicate more consistently. Would you be open to scheduling a meeting?
If tensions could rise, to prevent misunderstandings, consider speaking rather than writing.
4. Precision – Prefer concrete to vague terms. Avoid jargon or industry-specific words that could confuse your audience. Instead, use plain language to ensure clarity.
State your expectations clearly to avoid confusion while you set boundaries and requirements. Precision removes room for interpretation.
- Vague: If you could send the files when it’s possible, that would be great.
- Precise: Please send the files before Tuesday. Thanks.
Break down complex requests into manageable parts.
Example: To finalize the presentation, please confirm your edits to slides 4 and 7 by 5 pm.
5. Purpose – Writing with intention means every word serves a goal by:
- Crafting subject lines that communicate the purpose behind your message.
- Using every word to guide the reader toward the next step. For a compelling call to action, add clear benefits to frame your message around your reader’s needs.
Example: Instead of “Please confirm the meeting time,” say, “Confirming the meeting time ensures we’re prepared to move forward.”
Assertive communication in business isn’t just about getting results — it’s about being direct with respect for yourself and others. Understanding what assertion is in writing helps you make statements that remove doubts about their meaning. When you perfect an assertive tone in writing, your words not only stick like snowflakes, they foster trust and collaboration.
Start small: revise one email today to reflect assertiveness. See how a more precise and purposeful approach improves your writing and your professional relationships.
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How are you assertive in your business communication? Please share in the comments.
Quotes
“Those who stand for nothing fall for anything.” ~ Alexander Hamilton
“To be passive is to let others decide for you. To be aggressive is to decide for others. To be assertive is to decide for yourself. And to trust that there is enough, that you are enough.” ~ Edith Eva Eger, “The Choice: Embrace the Possible”
