Overall Letter Tone - Rules State the message positively whenever possible. Eliminate the use of negative words whenever possible. Write from a 'YOU' attitude and not an 'I' attitude. Look at things from the reader's point of view, emphasizing what the reader wants and needs to know while respecting the reader's intelligence and protecting the reader's ego. Be gender sensitive.
Studies indicate that women tend to rate messages as more negative than do men.
Females may cite this message as negative while males may see it as positive. Therefore, write with sensitivity. End the letter on a positive note.