Essential Dos and Don’ts for Online Messaging

Steve Manley
2 days ago
3 min read

Updated: 1 day ago

Online messaging has become a vital part of how we communicate every day.

Whether for work, staying in touch with friends, or managing appointments, the way we send messages shapes how others perceive us and how well our communication works. Getting it right can save time, avoid misunderstandings, and build stronger connections. Getting it wrong can lead to confusion, frustration, or even damaged relationships.

This post shares practical dos and don’ts to help you communicate clearly and respectfully in online messages.

Do Use Clear and Concise Language

Clear messages get your point across quickly. People often skim messages, so keep your sentences short and to the point. Avoid jargon or complicated words that might confuse the reader.

Use simple words and phrases.
Break long messages into short paragraphs or bullet points.
State your main idea early in the message.

For example, instead of writing, “I am reaching out to inquire about the possibility of scheduling a meeting at your earliest convenience,” say, “Can we schedule a meeting this week?”

Don’t Overuse Emojis or Abbreviations

Emojis can add tone and friendliness but using too many can make your message hard to read or seem unprofessional. The same goes for abbreviations or slang that the recipient might not understand.

Use emojis sparingly and only when appropriate.
Avoid abbreviations unless you know the other person uses them too.
Remember that tone can be hard to interpret in text, so be clear.

For instance, a simple smiley face 🙂 can soften a request, but a message full of emojis might distract from your main point.

Do Respond Promptly and Respectfully

Timely responses show respect and keep conversations flowing smoothly. Even if you can’t give a full answer right away, a quick reply to acknowledge the message helps.

Aim to reply within 24 hours when possible.
If you need more time, let the sender know.
Use polite language, even if the message is frustrating.

Example: “Thanks for your message. I’m checking on this and will get back to you by tomorrow.”

Don’t Send Messages When Angry or Upset

Messages sent in the heat of the moment often cause more harm than good. Take time to cool down before replying to avoid saying something you might regret.

Pause and reread your message before sending.
Consider writing a draft and revising it later.
If needed, step away from your device for a while.

This helps keep communication respectful and productive.

Do Use Proper Greetings and Closings

Starting and ending messages politely sets a positive tone. Even in casual chats, a simple “Hi” or “Thanks” makes a difference.

Use greetings like “Hello,” “Hi,” or the person’s name.
Close with phrases such as “Best,” “Thanks,” or “Talk soon.”
Adjust formality based on your relationship with the recipient.

For example, a message to a colleague might start with “Hi Sarah,” and end with “Thanks for your help.”

Don’t Overwhelm with Too Many Messages

Sending multiple messages in a row can feel pushy or annoying. It’s better to gather your thoughts and send one clear message.

Avoid sending follow-ups too quickly.
Wait for a response before sending more.
Use one message to cover all your points.

If you need to remind someone, wait at least a day before following up.

Do Check Your Tone and Intent

Without facial expressions or voice, tone can be misunderstood. Read your message aloud to see how it sounds. Aim for friendly and respectful, not harsh or demanding.