Try using AI for a tone check
It can be hard to imagine your reader's reaction to what you write.
You might be lucky to have a workmate who does a tone check for you before you send tricky emails. They might suggest you soften a phrase or delete something unnecessary.
Don't have a tone-check buddy available?
Try using AI. Here's a prompt to get you started.
This is a [describe your document].
Take on the role of the reader, who is [describe them].
Identify any [tone or clarity] issues in [this document].
Don't change anything in [the document].
Answer with [2 bullets under the headings Tone and Clarity].
Why this can help
As well as giving AI a task, you're also giving it:
context
a character to play
constraints
exactly what you want back.
For example
This is a difficult email declining a customer’s request for a refund.
Take on the role of the customer, who is already frustrated and may feel they are not being listened to.
Identify any tone or clarity issues in the email.
Don't change the email at all.
Answer with your 3 best suggestions for improvement.
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