When texting or IMing for the first time, introduce yourself. Remind the recipient of any previous communications (see above) or, if there haven’t been any, tell them how you found them and why you’re contacting them. Here are some sample scripts: “Hi Alice, I’m Joan Smith from XYZ Consultants.
Sign your name at the end of the text. You don’t need to include ‘Sincerely’ or ‘Yours Truly’. But your name should appear following the last sentence to be sure that the recipient knows who sent the message. Also, if the message is passed along, your name will be attached to it.
When sending an introduction text, state who you are and provide a call to action (if applicable) that lets the recipient know what you need from them. You might need to schedule a phone call, remind them to send over a document or you may just want to give a warm hello.
Say Something Sweet
If you’re texting someone for the first time, Smith suggests mentioning something that made you laugh or made you think of them. A genuinely sweet thought is never bad, and even if the relationship doesn’t progress, your text has the potential to brighten their day.
Texts are an informal method of communicating, making it more vulnerable to harassment, jokes and comments that cross the line, and other unprofessional conduct. Inappropriate text messages have been the basis for claims of discrimination, retaliation and “textual” harassment.
Start with Sir/Madam
If you observe closely, you will notice that the service industry is forever glued with the Sir/Madam greeting. This is because it is the most polite and professional way to address somebody who is important in the professional setup.
There are five types of text we are going to discuss: definition/description, problem-solution, sequence/time, comparison and contrast, and cause and effect.
Texting is not useful for long or complicated messages, and careful consideration should be given to the audience. Although texting will not be used in this class as a form of professional communication, you should be aware of several of the principles that should guide your writing in this context.
If your boss asks you to communicate via text or they initiate sending a text to you, it is probably okay for you to text them as well. … Even if you are comfortable being casual with co-workers, it is best to avoid too many abbreviations or spelling mistakes – you are still sending a professional communication.
A text is best reserved for situations in which you need an immediate response or want to provide a quick important piece of information, says Shah. But if you need more than a few brief sentences, an email is more appropriate. … “For information that can wait, use email so your boss can decide when to respond.”
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