When you think about written communication, you might think about emails or text messages, and you’d be right!
In today’s online world, written communication is the top way for people to stay connected, make deals, and get their message across to the right people. It’s fun, casual, and less intrusive than a phone call, which is probably why 75% of millennials prefer it.
However, professional communication is a different breed entirely. It has rules to follow that may seem arbitrary but will go a long way in earning their respect.
This article will explore some of those rules so you can enhance your writing game and get the professional recognition you deserve!
Writing a professional email is the pinnacle of written communication. Therefore, you want your messages to be as clean and crisp as possible.
To create an effective email, you need to:
- Use the Subject Line as a Preview. If your subject line is confusing or unrelated to the body of the email, it can damage your credibility and make the reader unreceptive to your message.
- Keep it Short. No one wants to read a wall of text that rambles on before getting to the point. Keep it short if you can- 2 or 3 paragraphs max.
- Use Bullet Points. If it’s longer than 2-3 paragraphs, try breaking the content into bullet points (like these!) that give the reader a quick overview of the important bits.
- Pick One Subject Per Email. Including more than one subject will make the email longer than necessary and confuse the recipient on which topic is the priority.
- End your email with a Call to Action (CTA). By giving a CTA, you’re promoting engagement and are more likely to get a response. CTAs can be anything from a question (Is there anything else you need?) to a promotional link (check out my info here) and everything in between.
You’ll also want to:
- Avoid Quotes from other People. Ending your email with a quote may seem fun and cheeky, but it just clutters your email and- depending on the quote and who said it- can give the recipient an unfavorable impression of you.
- Be Friendly! Start your email with something friendly, such as “I hope you’re doing well,” to help soften the tone and open their mind to your message.
- Watch your Tone. The tone is probably the hardest thing to convey in emails, so avoid adding anything unnecessarily witty or sarcastic because your recipient could interpret it as mocking or downright rude.
- Avoid Emojis, Gifs, and other Casual Media. No one wants to see an emoji in a professional email, and including them could make you seem childish and immature.
One final rule of thumb when writing emails- never send them when you’re angry or frustrated. Remember- it only takes one mistake to ruin your professional reputation.
Write out the message somewhere else, let it sit overnight (if you can), and read it carefully before sending it. You’ll be amazed at how your feelings can change in that time.
Professional Texts
While not as common as email, more and more businesses have turned to text messages as a form of communication. However, you have to be just as professional!
When communicating through text, you’ll need to:
- Keep it short. Like email, no one wants to read a wall of text- especially on tiny phone screens!
- Spell out Your Words. Abbreviations are for more casual relationships, like friends and family, but you never want to use them when texting professionally.
- Avoid Emojis. Again, they’re fine for your more casual relationships, but your boss doesn’t want to see any emoji in the middle of a professional discussion.
- Don’t Expect an Immediate Response. Unless it’s an urgent question, wait for around ten or twenty minutes before sending them a reminder. On the other hand, if they text you with a question, try to respond within five minutes of receiving it.
- Save their Numbers! If you’re texting multiple people, having their names and photos attached to their numbers will prevent potentially embarrassing cross-contamination.
Texting is becoming increasingly popular among businesses. Knowing how to craft a professional text will give you an edge above the rest!
Social Media Messenger
Sending a Direct Message (DM) on social media lands between texting and email, and many professionals use apps like Facebook, Instagram, and Twitter to communicate.
Make your messages sound professional by:
- Keep it short. DMs are great for quick, to-the-point messages.
- Spell out Your Words. Remember, abbreviations are for more casual relationships, like friends and family, but you never want to use them when texting professionally.
- Avoid Emojis and Gifs. Again, they’re fine for friends and family, but your boss doesn’t want to see emojis or gifs in the middle of a professional discussion.
- Avoid Spam Messages. Don’t send excessive messages- they don’t want a link to your latest group, aren’t interested in the cool article you found, and don’t need an ad for something unrelated to work. Just because they added you on social media doesn’t mean they want a casual relationship.
- Watch your Tone. Again, sarcasm and jokes don’t translate well into written communication, so try to avoid them and stick to a calm, neutral tone instead.
- End it with a CTA.
Written communication is one of the top ways professionals communicate today. These tips will help you craft meaningful messages that will impress anyone in the professional world!
One last rule- Don’t Use Profanity!
You never know how a professional will react to casual swearing, so try to avoid it if you can. That way, when you DO need to curse someone out, it’s all the more satisfying!
Do you have any tips for writing better emails and messages? Then share them in the comments!
