How to send messages to your business contacts?
In today's fast-paced business world, written communication on messenger platforms such as WhatsApp has become increasingly popular. Business English students must be proficient in writing effective messages on these platforms. Here are some dos and don'ts for written communication on messenger platforms and advice on dealing with time-sensitive messages.
Dos for Written Communication on Messenger Platforms:
Use Proper Grammar and Spelling: Even though messenger platforms are more casual than email, it is essential to use proper grammar and spelling to convey professionalism.
Keep the Message Short and Clear: Messages on messenger platforms should be short and to the point. Keep the message clear and avoid using jargon or technical terms that the recipient may not understand.
Use Appropriate Sign-Offs: Choose an appropriate sign-off for your message based on the relationship you have with the recipient. For example, you can use "Best Regards" for formal messages or "Thanks" for informal messages.
Use Emojis Sparingly: Emojis can help convey tone and emotion in messages, but use them sparingly, especially in a professional setting.
Use Correct Punctuation: Use proper punctuation in your messages, including commas and periods, to ensure clarity and convey professionalism.
Don'ts for Written Communication on Messenger Platforms:
Don't Use Slang or Abbreviations: Slang and abbreviations are not appropriate in professional communication on messenger platforms.
Don't Use All Caps: Writing in all caps is equivalent to shouting in the online world. It may come across as aggressive and unprofessional.
Don't Use Emoticons Inappropriately: Emoticons or emojis can add a touch of personality to messages, but use them appropriately and avoid using them excessively or inappropriately.
Don't Write Lengthy Messages: Lengthy messages can be overwhelming to the recipient, especially on messenger platforms. Keep your message concise and to the point.
Don't Use Informal Language: Avoid using colloquial language, slang, or contractions in professional communication on messenger platforms.
Advice on Dealing with Time-Sensitive Messages:
When sending a time-sensitive message on a messenger platform, ensure that the recipient is aware of its urgency. Here are some tips for dealing with time-sensitive messages:
Use Urgent Markers: Use urgent markers such as "Urgent" or "Important" in the message subject to ensure that the recipient prioritizes the message.
Use Clear and Concise Language: Use clear and concise language to communicate the urgency of the message.
Follow Up with a Call: If the message is not urgent but requires a response, follow up with a call to ensure that the recipient has received the message.
Set Expectations: If you require a response within a certain timeframe, communicate this clearly to the recipient.
Use a Polite Tone: Even though the message is time-sensitive, use a polite tone to avoid coming across as rude or aggressive.
In conclusion, messenger platforms have become an essential tool for written communication in the business world. Business English students should be proficient in writing effective messages on these platforms, and by following the dos and don'ts mentioned above, they can communicate professionally and effectively. Additionally, when sending time-sensitive messages, it is crucial to communicate clearly and set expectations to ensure that the message is received and responded to promptly.