There are more than 15 billion mobile devices on earth. Most people prefer texting these days, in comparison to a decade ago. And why not? Texting offers a quick and convenient way to exchange messages between coworkers, customers, and clients.
But the rules are a bit different if you’re a professional. Professional texting requires more forethought and finesse than casual conversations with friends.
When texting for work in 2024, follow proper etiquette to present yourself and your company in the best possible light. Here are tips for texting etiquette to set yourself up for success.
Introduce yourself initially
Don’t assume the recipient knows who you are right off the bat. The first text you send to a new professional contact should identify yourself by name and company. For example: “Hi Mr. X, this is John Smith from ABC Corp.” This avoids confusion and establishes useful context upfront.
If texting a client, briefly state how you received their number. For instance: “Hi Ms. Lee, this is John from XYZ Company. I worked on your flooring project last month, and you gave me your info to coordinate any follow-ups.”
Starting a cold conversation without any introduction or explanation seems unprofessional, as if you expect them to know you already. Avoid making them guess.
Additionally, if you go to networking events, you can use an RFID business card to first share your contact information so that whenever you text your client for the first time, they don’t think the message is from a stranger.
Use proper spelling, grammar, and punctuation.
While abbreviated spellings and loose sentence structure may fly when texting your friends, they shouldn’t translate to professional correspondence. Honor standard spelling, grammar rules, and punctuation to present a polished image.
For instance, avoid shorthand like:
- “C U later” instead of “See you later.”
- “Thx” rather than “Thanks.”
Not only do these informal phrases undermine your professionalism, but they can confuse recipients unfamiliar with such acronyms. Err on the side of formality.
Add salutations
Even though text messages are short and quick, opening and closing them respectfully when chatting with work contacts is thoughtful.
Begin texts with simple salutations like “Hi Jane” or “Good morning, Mr. Andrew.” Using their name helps form a connection and shows you took the time to address them personally.
To close, use valedictions such as “Best, John” or “Talk to you later, Sarah.” These phrases wrap up the dialogue politely so you don’t seem rushed or blunt.
Reply promptly…usually.
Strive to respond to professional texts within a reasonable window, just as you would with work emails. Leaving key questions or messages unanswered for extended periods can frustrate colleagues, clients, and managers.
However, unlike phone calls, texts do not demand an immediate response. Limit late-night and weekend messages to true emergencies.
And don’t feel pressure to reply instantly whenever your phone buzzes just because you received a text. Thoughtfully assess the sender, situation, and tone before determining appropriate response times.
Avoid long-winded messages
Text in a clear, concise manner without dragging conversations out unnecessarily. Because reading long blocks of text on a tiny screen proves difficult, keep messages under three sentences max.
Break extended info into separate snippets focused on one key idea or question. Long-winded paragraphs will likely overwhelm or annoy recipients.
Confirm important details
Texting lends itself to miscommunication. Without vocal cues and facial expressions, messages can get misconstrued. Play it safe by recapping or confirming substantive conversations.
For example, follow a client text dialogue by emailing: “Just to confirm, you would like 300 white t-shirts printed with your company’s logo on the upper back for your conference next week. We will have them ready for pickup by Thursday afternoon. Please let me know if I missed anything.”
This holds both parties accountable and minimizes mistakes on important arrangements.
Avoid ambiguity
Be as direct and specific as possible in professional messages to decrease uncertainty. Vague texts like “Hope to connect later about that thing we discussed” leave recipients confused and frustrated.
Instead, reference details: “Let’s meet at 4 pm on Thursday at your office to finalize the direction for the Acme rebrand campaign. Please confirm if you’re available.”
Definitive statements reinforce the next steps without ambiguity.
Consider security
While convenient, texting poses privacy risks. If glimpsed by the wrong party, sensitive info exposes itself to hacking, unauthorized access, or simple viewer error.
Reserve texts for general chatter and logistics. Move financial data, confidential documentation, and other privileged material to more secure platforms like banking portals, encrypted messaging, or email.
The casual nature of texts lulls us into complacency. But for legally protected details, play it safe regardless of the medium.
Mirror their communication style.
Not everyone maintains the same texting habits and preferences. Pay attention to an individual’s typical response rate, word choices, and message length to gauge their unique style. Then mirror that back.
Follow suit if they generally use professional language and reply within an hour or so without exceptions. For those comfortable with more relaxed dialogue, let your hair down if appropriate while respecting boundaries.
Matching others’ communication cadences facilitates better rapport in work relationships.
Separate personal life from professional
Avoid sending cute photos of your baby or venting about a frustrating commute to coworkers and clients. Keep personal content limited to private circles through a separate contacts list or messaging app if needed.
Mixing professional and personal connections breeds inappropriate oversharing neither party expects or desires. Save casual conversations for family and friends instead.
Summary
With face-to-face meetings shifting towards remote work over apps like Zoom or Microsoft Teams, mastering various communication platforms such as WhatsApp and LinkedIn becomes even more essential in 2024.
By following these simple rules of texting etiquette for business relationships, you position yourself for better impressions and interactions. Show partners, customers, vendors, and coworkers you respect their time and privacy as a trustworthy professional. Consider the context before casually shooting off messages.
Implementing thoughtful texting practices helps you navigate the digital world diplomatically and prepares your career for success.
