For example, you can use “U” instead of “you” to save space, type a message quicker, and to convey a relaxed tone. The rules of punctuation are often much more lenient in text messaging. For instance, a rigid adherence to comma usage can make the conversation feel stilted and formal. Don’t always assume that a text message conversation can be so informal, but if the other person is using informal language, you should reciprocate to make them feel comfortable.
For example, if you’re talking to someone about a business matter, you could ask them something like, “How do you feel about the new project?” If you want more insight into what a person is thinking about a subject, try texting them something like, “I agree with you, but why do you think that is?”
Sometimes, it’s perfectly acceptable to respond with “OK” if it makes sense in the context. But avoid the “K” reply, which can feel terse and rude.
For example, you could respond with, “Got it, thanks. :)” so the message doesn’t feel like you’re upset or being short with the other person. Sometimes a hard period can make it feel like you’re frustrated. For instance, it can sound much more relaxed to say, “No, it doesn’t” than it does to say “No. It does not. ”
Once you send a message, you can’t take it back! So it’s best to take a quick look before you do.
It’s okay to add another message if you forgot to include or you need to clarify something. If someone doesn’t reply to 2 messages in a row, they may not want to talk to you or they’re away from their phone. Either way, give them time and space to reply.
Try texting something like, “This would be easier to explain with a call. Can you give me a shout when you get a chance, thanks!”
Focus your attention entirely on the speaker so they feel comfortable speaking to you. Lean in close or ask the person if you can move to a quieter area if you’re having trouble hearing.
For example, if someone keeps looking around or shifting on their feet, they may be nervous or scared. You may want to ask them if they’re alright rather than responding to what they say. Also listen to how they say what they’re saying. If their voice is loud or aggressive, they may be getting upset or angry about the conversation. You may need to take a different approach when you respond to avoid further escalating the situation.
It’s very rude to interject with your own thoughts while someone is speaking.
Sometimes people will add an additional bit of information after they finished their thought. For example, they may say something like, “Oh wait, I forgot to say something. ” Let them finish saying what they wanted to say.
Taking a moment to think about your response also ensures that you give an intelligent response.
If you’re unsure of someone’s intention or if you want to allow them to explain what they really mean before you respond, ask an open-ended question like, “What do you mean by that?”[13] X Research source It never hurts to ask someone to repeat themselves if you couldn’t hear or didn’t fully understand what they said.
Make sure they’re paying attention to you so you don’t have to repeat yourself. Recognize if someone else wants to speak and allow them room to talk as well. Allow the person to respond to what you’ve said as well. Don’t just walk away or end the conversation because you’ve had a chance to speak.
Keep a cool head and don’t lose your temper if someone is trying to provoke you. Allow someone to state their beliefs and opinions. Don’t try to force them to accept your views.
Even if the email wasn’t related to you or was sent erroneously, reply to the sender so they know that you’re not the right person.
If the person you’re responding to prefers a certain greeting or if they ask you to call them by their name, then do what they ask. For example, if they prefer that you call them by a shortened version of their name, like “Bob” instead of “Robert” then use that nickname.
An exclamation point is a great way to congratulate someone or convey excitement, but if you overuse them, they lose their effect.
A classic choice is to use a 10 or 12 point type with a font like Arial or Times New Roman.
If it’s necessary for you to include somebody else in the email chain, you can use the option to blind copy or “BCC” them.
If there’s a large group of people included on the email but you only need to respond to a few, just choose those people to respond to.
Don’t rely on spell-checker to catch everything! Try reading your email out loud before you send it so you can hear how it sounds. Email apps or programs often autofill email addresses as you type in the recipient bar, which can lead to you accidentally sending an email to the wrong person.
