Use Grammarly Business to Maintain Consistent Tone Across Your Team

What This Does

Grammarly Business's tone detection and custom style guide enforcement ensures that every piece of communications your team produces (announcements, newsletters, executive emails) matches your organization's approved voice, catches sensitive language, and meets your brand standards automatically as people write.

Before You Start

• Your organization has Grammarly Business ($15/user/mo)
• You have admin access to the team dashboard to set up a style guide
• Grammarly browser extension or desktop app installed for all team members
• Time needed: 30-45 minutes for initial setup; runs automatically after that
• Cost: $15/user/mo (Business plan)

Steps

1. Set Up Your Team Style Guide

As a Grammarly Business admin, log in at app.grammarly.com and go to Admin panel → Style Guide. Click Create style guide.

Add your organization's rules:

• Preferred terminology: Add "preferred" versions of company-specific terms (e.g., "team members" not "employees", your product names, division names)
• Banned words/phrases: Add words that should flag as warnings (jargon, competitor names, non-inclusive language, deprecated product names)
• Tone preferences: Set the desired tone (formal/semi-formal, inclusive, professional)

What you should see: A custom style guide that will appear as suggestions in every Grammarly check for team members.

Troubleshooting: If you don't see Style Guide in your admin panel, your account may be on Business Lite rather than Business. Contact Grammarly support.

2. Use Tone Detector When Writing

With the Grammarly browser extension active, open any web-based email client (Outlook web, Gmail) or writing tool. As you type, look at the Grammarly side panel. It shows the detected tone of your current draft (e.g., "Confident and direct" or "Formal" or "Urgent").

If the tone doesn't match your intent:

• Click on the Tone indicator in the side panel
• Grammarly will suggest rewrite options that shift the tone
• You can also ask it to rewrite for a different tone using the Grammarly keyboard shortcut

What you should see: Real-time tone indicator updating as you write, with suggestions to adjust.

3. Run a Full Communications Audit Before Sending

Before sending an important communication, look at the full Grammarly panel for:

• Correctness: Grammar and spelling issues (basic)
• Clarity: Long or complex sentences flagged for simplification
• Engagement: Passive voice and repetitive word flags
• Delivery: Tone and confidence flags

Click each suggestion category and review. Accept suggestions with one click or dismiss with X.

4. Use the Rewrite Feature for Difficult Sentences

When a sentence is awkward or too long, highlight it and look for the Rewrite with AI option in Grammarly (available in Business plan). Click it to see an AI-generated rewrite that maintains your meaning but improves flow.

Real Example

Scenario: Your communications team has 4 people producing newsletter content. Reviews consistently show that some people write in a warm, conversational tone while others default to stiff corporate prose. The SVP has asked for a consistent voice.

What you set up:

1. Style guide rule: Flag "please be advised" and "at this juncture" and suggest simpler alternatives
2. Style guide rule: Flag passive constructions ("was completed by the team" → "the team completed")
3. Style guide rule: Prefer "team members" over "employees" and "you" over "employees are encouraged to"
4. Tone guide: Set preferred tone as "confident and approachable"

What your team gets: Real-time coaching toward a consistent voice as they write, without a manager having to edit every piece.

Tips

• Build your style guide incrementally. Start with 10 rules that address your most common issues, not 100 theoretical ones.
• Review Grammarly's tone suggestions but don't accept every rewrite automatically. AI occasionally oversimplifies or removes useful nuance.
• Share the style guide rules with the team so people understand why certain suggestions appear

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.