MessagesEveryday work messages
Short, clear messages make work easier for everyone. These cover the moments that come up every week in an office chat.
Welcome a new colleague
Welcome to the team, [Name]! Glad to have you with us. Ask anything, any time. All of us were new once.
Hello everyone, please welcome [Name], who joins us today as [role]. [Name], we are happy you are here.
Welcome aboard! The first week is mostly names and passwords. It gets better. Tea at 4?
Welcome to the team, [Name]. I sit next to the window and I know where everything is kept. Ask me anything this week.
Appreciate good work
Great work on the presentation, [Name]. The client's reaction said it all.
Thank you, team. This week was heavy and nobody dropped the ball. Proud to work with you.
[Name], the way you handled that customer call was excellent. Calm, clear and kind.
A quick note to say your report was the clearest one I read this month. Thank you for the care you took.
[Name], the way you handled that customer today was a lesson for all of us. Thank you.
Before going on leave
Hi all, I am on leave from [date] to [date]. [Name] is handling my work. For anything urgent, please call. I will check messages once a day.
Handover note: files are in the shared folder, pending items are listed in the sheet, and [Name] has the client details. Back on [date].
Asking and declining
Hi [Name], could I take 10 minutes of your time today? I need your advice on [topic].
I am stuck on [task] and do not want to delay the team. Could someone who has done this before guide me?
Thank you for thinking of me. My plate is full this week and I would not do it justice. Can I take it up from Monday?
I cannot join the call at that time. Could we do [time] instead? If not, please go ahead and I will read the notes.
Could we move our 4 pm call to tomorrow morning? I am held up with the month-end closing and want to give your points proper attention.
Introducing yourself
Hello everyone, I am [Name] and I have joined as [role]. I look forward to working with all of you.
Hi [Name], I am [Name] from [company]. [Person] suggested I reach out to you about [topic]. Would you have ten minutes this week?
हिन्दी में
टीम में आपका स्वागत है, [नाम] जी। किसी भी चीज़ की ज़रूरत हो तो बेझिझक बताइए।
[नाम], आज की प्रेज़ेंटेशन बहुत अच्छी रही। तैयारी साफ़ दिख रही थी। बधाई।
सर, आज यह काम पूरा नहीं हो पाएगा, क्योंकि [कारण]। कल दोपहर तक ज़रूर दे दूँगा।
कल से [तारीख़] तक मैं छुट्टी पर हूँ। ज़रूरी काम के लिए [नाम] से संपर्क कीजिए।
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The office chat is a public room
A message in a work group is read by people who do not know your tone, may be forwarded, and stays on record. Write every message as if your manager's manager will read it one day, because one day they may. That does not mean stiff. It means clear, polite and free of anything you would not say aloud in a meeting.
A clear work message has four parts
- Who it is for: name the person if it is one person's job.
- What you need: one request, in one sentence.
- By when: a day and a time, not "ASAP".
- What they need from you: the file, the link, the number.
Example: "Neha, could you send the March sales sheet by 3 pm today? I need it for tomorrow's review. The format is the same as last month."
Praise, correction and no
- Praise in the group, by name, for something specific.
- Correct in private, about the work and not the person.
- Decline with a reason and an alternative: "I cannot take this on today, as the audit closes at five. I can start tomorrow morning."
Timing and manners
- Avoid messages late at night and on holidays unless it is truly urgent. If you must, say that no reply is expected until morning.
- Do not send "Hi" alone and wait. Write the whole message at once.
- Reply to say you have seen a request, even if the work will take time.
- Keep jokes, forwards and festival greetings out of work groups unless the group's custom welcomes them.
Make it yours
- One message, one purpose. Do not mix a thank you with a new request.
- Praise in the group, correct in private.