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Communicate clearly and considerately, respect others’ schedules, and use voice notes without expecting everyone to reply immediately.
Article Content
Sending a message is easy, but the recipient may not be available to read and answer it immediately. Considerate messaging starts with clarity, thoughtful timing, and room to respond without pressure.
1. Consider the recipient’s schedule
For professional communication, respect agreed working hours. Microsoft recommends making it clear when a message can wait and supporting boundaries between work and personal life.
For personal messages, agree on suitable times rather than assuming your schedule suits everyone.
2. Make your request clear
The Emily Post Institute recommends keeping messages brief and introducing yourself if the recipient does not recognise your number.
A practical example is to combine your greeting, request, and essential details:
“Hi Sara, would Thursday work instead for our appointment? Let me know when you have a moment.”
3. Consider voice-note preferences
As a practical way to accommodate the recipient, ask when needed: “Would you prefer a text or a voice note?” Keep recordings focused, and write down important dates and addresses for easy reference.
These are organisational suggestions, with no fixed duration prescribed here. Voice notes may also better suit some people’s needs.
4. Allow time for a reply
The Emily Post Institute advises against expecting an immediate response: the recipient may be busy or away from their phone.
If your request has a deadline, state it clearly:
“Could you confirm before 3 p.m. so I can complete the booking?”
When you need more time, you can say:
“I’ve received your message and will get back to you tomorrow.”
Considerate messaging means expressing your needs clearly while respecting other people’s circumstances—and your own time.
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Rana Elgogary ᥫ᭡
Expert Tip
«Before sending, ask yourself: Is my request clear? Does it need an answer now? If it can wait, say: “Reply when you have a moment—this isn’t urgent.”»
Conclusion
Consider the recipient’s schedule, make your request clear, and choose text or voice notes according to communication needs. Allow time for replies and state any relevant deadline.
