Introduction
Clear and polite workplace messages make working with others easier. Whether you’re using Slack, Microsoft Teams, Zoom chat or even WhatsApp, short and well-written messages save time, reduce misunderstandings, and help you come across as organised and professional.
If you’re also working on improving your emails, make sure you read my related article: Mastering Concise and Professional Business Emails. This article builds on that one and focuses on everyday messages at work – things you send quickly, often during a busy day.
Why Clear Messages Matter
A clear message is one that’s easy to understand straight away. A concise message says what you need to say – no more, no less.
This kind of writing is especially useful when:
- You’re busy and need to get to the point.
- You work with international colleagues who may not speak English as a first language.
- You want to avoid long back-and-forth messages because of confusion.
Before you send a message, pause for a moment and ask yourself:
- What am I trying to say or ask?
- Can I make this shorter?
- Does it sound professional?
Where These Messages Are Used
This isn’t just about email. Workplace messaging happens in many places:
- Chat tools like Slack or Microsoft Teams
- Comments on tasks in Trello, Asana or other tools
- Internal chat in Zoom or Google Meet
- WhatsApp or SMS for work-related updates
These tools are often informal, but that doesn’t mean you should write carelessly. A short, clear message is respectful of your reader’s time – and yours too.
6 Tips for Writing Better Workplace Messages
1. Say the most important thing first
People don’t want to search for the main point. Start with what matters.
Less clear:
Hi! I was just thinking about the presentation. Do you think we need to make changes? I’d love to hear your thoughts if you’ve looked at it.
Clearer:
Can you check the presentation and let me know if you’d make any changes before tomorrow?
2. Keep sentences short
Shorter sentences are easier to read, especially in a quick message.
Example:
Let’s move the meeting to Thursday at 2pm. Does that work for you?
This is clearer than:
I was thinking that we might need to consider moving the meeting to a time that works better – how about Thursday at 2pm?
3. Cut unnecessary words
Remove words that don’t add anything.
Too many words:
I just wanted to check in with you to see whether you might possibly have had time to look at the document I sent earlier.
Better version:
Have you had a chance to look at the document I sent?
It’s still polite, just easier to read.
4. Be polite, but don’t overdo it
You can be both friendly and efficient.
Useful polite phrases:
- Could you please…
- Would you mind…
- Let me know if you have any questions.
- Thanks for your help.
Too much:
I would be extremely grateful if you could perhaps take a few minutes to possibly look over…
Better:
Could you take a quick look when you have time? Thanks.
5. Use formatting if the tool allows it
If you’re writing in Slack, Teams or another platform that allows line breaks or bullet points, use them.
Example:
Here’s the plan for Thursday:
– Client meeting at 10am
– Update report before lunch
– Team check-in at 3pm
This is easier to follow than one long paragraph.
6. Check before you send
Even if your message is short, take a few seconds to read it through.
Look for:
- Missing words
- Spelling or grammar issues
- Confusing sentences
- Tone that might be too direct
Small mistakes can change the meaning or make your message seem unprofessional.
Similar Skills, Different Situations
If you’ve already read Mastering Concise and Professional Business Emails, you’ll recognise some of the same ideas: get to the point, use clear structure and avoid long or confusing sentences.
The main difference is that everyday messages are usually shorter and less formal than emails. But they still need to be clear and polite.
Here’s a quick comparison:
| Situation | Message | |
|---|---|---|
| Requesting something | Could you send me the updated version? | Can you send the update? Thanks! |
| Scheduling a meeting | Would Thursday at 2pm suit you? | Is Thursday 2pm OK for the meeting? |
| Saying thank you | Thank you for your help with this. | Thanks for your help! 🙏 |
Want Help With Your Workplace English?
Writing clearly in English takes practice. And it’s much easier when you’re learning with others who understand your goals.
That’s why I created a community just for professionals like you – people who use English at work and want to feel more confident.
In the community, you can:
- Ask questions and get answers quickly
- Practise messages and get feedback
- Learn what works (and what to avoid)
- Connect with other learners working in English every day
👉 Join us and improve your Business English in real, practical ways.
You don’t have to figure it out alone.
Final Thoughts
Writing messages that are clear, polite and short helps you work more smoothly with colleagues, clients and teams. It saves time, avoids confusion and helps you sound confident.
Before you go:
- Check out my article on writing professional emails if you haven’t already.
- And if you want support as you keep improving, join the community today.
Even small changes to your writing can make a big difference at work.
