How to Write Work Chat Messages People Actually Answer

Don't send a lone greeting

Sending 'Hi, do you have a minute?' and waiting makes the other person stop and reply just to hear the question. Put the greeting and the question in one message so they can answer right away.

Slower: 'Hey, quick question' (then wait) Faster: 'Hey, do you know where the final slide deck is saved?'

Lead with the point

Say what you need or what you are sharing in the first line. Add the reason after it, in a sentence or two.

Buried: I checked with the dev team after yesterday's meeting and it looks like they might have trouble finishing by Friday, so I was wondering... Upfront: Requesting a schedule change. Dev can't finish by Friday. Can we move it to next Wednesday?

One topic per message

When a message has two questions, people often answer one and forget the other. Send them separately or number them.

End with the next step

Say what you need from them and by when. 'Please take a look' leaves them guessing. 'Please approve by 3 p.m. so I can send it today' does not.

Move long explanations elsewhere

If the explanation goes beyond a few lines, write it in a doc or email and send a link with a one-line summary. Chat is for pointers, not for essays.

Mind the clock and the tone

Unless it is urgent, a late-night message can wait until morning. Match the team's habits for emoji and tone, which is usually the most natural choice.