Business Writing 8 Etiquette Tips for Business Text Messages

In today’s fast-communication era, texting has become one of the most popular communication methods. Sending text messages is convenient, fast, and efficient and for the same reasons, communication via text messages has been embraced by the business landscape as well.

However, when texting your clients, work colleagues, boss, or business partner, there are a few business texting rules that you must respect. Sure, emojis are fun to include in your texts and abbreviations can be written faster but when you are sending a professional business text, they may signal to the recipient a lack of professionalism from your side.

Here are the 8 etiquette tips for business texting you must follow to ensure efficient and good communication with your business contacts:

1. Make sure it’s ok to send a text message

In today’s modern era, the world of media and communication has completely changed. These days, fast communication is paramount, especially in the fast-changing business landscape when new information can appear within seconds.

Young entrepreneurs, who are often tech savvies as well, are very comfortable with communicating with their clients or business partners via text messages or social media platforms. However, traditional entrepreneurs often prefer to stick to traditional business practices such as face-to-face business meetings or communication via email. Ben Jonsson, Email Marketer at Studicus says that “You should find out what type of entrepreneur your partner is and switch your communication strategy to theirs”.

Thus, before sending a text message to one of your clients or business partners, make sure the recipient is ok with this communication method. If they are not so familiar with technological devices or keen on communicating via texts, they may start having a negative perspective towards your professional relationship.

2. Send text only during work hours

The limitation of the time when you send a text message to one of your business contacts is one of the most important rules of the business text messages etiquette. Imagine spending your weekend or your evening with your family and being disturbed by a text message from one of your clients or business partners. You would also want your contacts to respect your privacy during your free time, outside of the work hours.

Thus, unless it is a life-or-death matter which can have a huge impact on your business, you should never send a business text message after the working hours of the recipient.

3. Ask for a phone call through a short text message

Some confidential business matters can’t be sent via a text message because they are way too important for your company to be seen by the wrong pair of eyes or because they may require some further explanations.

However, a text message can be the perfect and most professional method to determine whether the recipient is available for a meeting or a phone talk. A text message can be a great way to let your business contact that there is news to be discussed and to determine when it is the perfect time to do it.

4. Keep it short and clear

Sometimes, when you are communicating very important business news, you may be tempted to reveal too much information. However, this can signal a lack of professionalism and can either bore or annoy the recipient. Long important conversations are meant to be held in face-to-face meetings, not via text messages.

A text message should not take more than a few seconds to be read. A short and clear text message is the best way to make sure that the receiver understands the main idea of what you are sharing. A long text message may distract your business contact from the main point of your text.

5. Don’t send texts containing confidential information

In the business world, the privacy of the most important data for your brand is paramount. If the wrong pair of eyes will see the confidential information of your company, your competitors may use it as a competitive advantage against you.

No matter how much you trust the recipient of the text message, it is always wiser to not send text messages that contain confidential news or data. The confidential data of your business is meant to be discussed in face-to-face meetings.

6. Reply as quickly as possible

Text messages are the most popular fast communication method in today’s modern era. Your smartphone empowers you to reach out to anyone and share information within seconds. Thus, the contact you are communicating with will certainly expect you to respond promptly to their texts.

Moreover, in the fast-changing business landscape, when the market trends can change within hours, making well-informed decisions for your business is crucial. Instant messaging methods have now empowered entrepreneurs to share and receive all the information and data they need to make the best decisions for their companies. That is why responding prompt to the text messages you receive can certainly make a difference between making well-informed decisions or not.

7. Make sure the text is comprehensive and 100% mistake-free

Before you hit the send button, you should always check the message once or twice for any spelling or grammar mistakes. Sending text messages that may contain spelling or grammar errors to your business contacts can ruin your reputation as a professional entrepreneur.

It can be either a sign of poor education or lack of professionalism for not taking the time to double-check your message. Thus, to make sure that the content of your text messages is 100% mistake-free, you can look for a professional proofreading service such as TrustMyPaper. Also, you can use online free proofreading tools such as Grammarly or Hemingway App.

8. Be polite and show professionalism

Communicating with your business contacts via text messages can be really confusing in terms of remaining professional in your worlding. You may be used to texting your friends or family members with whom you can use a casual and friendly tone. However, when texting your clients, boss or business partner, you need to make sure that you stick to a diplomatic and polite tone.

When communicating with a business contact via text messages, make sure to use a professional salutation, include your signature, and to use a suitable diplomatic tone.

Texting as a communication channel can bring a multitude of benefits to you and your business contacts including sharing information within seconds and being empowered to make well-informed decisions. However, the etiquette tips mentioned above are very important to ensure efficient communication and that neither you or your contacts cross the boundary of professionalism. Keep your text messages formal, short, and ensure that they are free of spelling or grammar mistakes to make it easy for the recipient to read them and to remain professional.

About the author:
Bridgette Hernandez is a Master in Anthropology who is interested in writing and planning to publish her own book in the nearest future. She finished her study last year but is already a true expert when it comes to presenting a text in a creative and understandable manner. The texts she writes are always informative, based on qualitative research but nevertheless pleasant to read. She is a regular writer for websites like WoWGrade and GrabMyEssay.

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