How to Write a Professional Business Text Message
Estimated reading time: 4 minutes
I recently wrote an article about “How to Write an Email that Others Will Read”. It provides great tips and reminders about sending good email messages. After the article was published, it occurred to me that another common form of business communication is text messaging.
So, I reached out to my community again and asked them tips for writing a professional text message. Please note, I’m not talking about personal text messages. It could make sense to view sending texts to friends and family differently from your manager and colleagues.
Before drafting a text
- Ask yourself, “Why are you sending a text?” If emails are supposed to be brief and to the point, text messages should be even more so. Text messages should focus on one topic and/or one question.
- Be sensitive to the date / time you send the text. Even though text messaging is more common, there’s still a feeling that text messages have a higher priority and not everyone uses DND (do not disturb) features.
- If the message isn’t time sensitive, consider using email or the recipient’s preferred messaging medium. The goal is to get a response, so send the message the way someone wants to get it.
Drafting the text message
- Use their name. And let me add if this is the first time that you’re sending a text, it could be helpful to identify who you are. I was recently on a business trip and my client wanted to send me directions to the place we were meeting, but they had never texted me before. So, the text said, “Hi Sharlyn. This is NAME. Here are the directions.” I appreciated it – especially because they were sending me a link and I didn’t want to click on it without context.
- Be casual but not too casual. Do not type in all lowercase. Think about the ambiguity of using slang and acronyms. Maybe stick to using words and terms that you know are commonly used so there are no misunderstandings. (You can still type in all lowercase and be as hip, edgy, and cool with your friends and family as you wish.)
- Keep it brief but use full sentences. This is probably one of the ways you can have your text stand out as being professional and business-like … use complete sentences.
Let me add that there was quite a discussion about the use of emojis. Some individuals are totally against it, primarily because some emojis are commonly misinterpreted. An example is the hands together emoji – does it mean “I’m sending prayers” or “thank you” or “high five” or something else? Other individuals felt emojis are okay if that’s part of your culture or your relationship with the recipient. Here’s my thought. I don’t typically text people that I don’t know. So, I’d like to believe that I can judge whether emojis are acceptable for the recipient. When in doubt, save the emojis until you know for sure.
Before you hit the send button
- Take a moment to proofread. Double check spelling – it matters. Because clarity and brevity are the goal, make sure your text accomplishes the goal.
- Insert some common courtesy. Using “please” and “thank you” goes a long way in getting your text read and responded to.
- When in doubt, mirror their style. This is especially true when responding to someone else’s text. Pay attention to how others communicate with you. What’s their writing style? Do they use slang, acronyms, and emojis? It can be helpful to follow their lead.
Text messages are a form of business communication. Even if it’s only in emergency or extraordinary circumstances. Which is why they should be brief, clear, and professional.
Unfortunately, like emails, many organizations don’t put any guidelines in place where text messaging is concerned. Maybe they should. The last thing any company wants is to have to investigate an employee relations issue and see some very questionable text messages. This list could be a starting point. Define when texts should be sent and how they should be written. It will help with proper performance and productivity!
Image captured by Sharlyn Lauby at the HR Technology Conference in Las Vegas, NV
54