When to Use Email vs. Texting in Business
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Email and texting each have their ideal uses in a business context, depending on the nature of the communication, the audience, and the level of formality required. I wrote about this in my article Business Texting Etiquette for Professionals.
However, I still receive inquiries about the difference between the two regarding business communications. Here’s when email is typically the better choice over texting:
Formal Communication
Detailed Information
Record Keeping
Wider Audience
Time-Sensitive but Non-Urgent
External Communication
Attachments or Graphics
Email is the appropriate medium when the message requires attaching documents, images, or presentations.
When to Avoid Email and Use Texting:
Quick Chart: Email vs. Text
Here’s a quick comparison chart to help you decide when to use email versus texting in a business context:
| Category | Texting | |
|---|---|---|
| Formality | Professional, formal communication | Informal, casual communication |
| Message Length | Long, detailed messages with room for attachments | Short, concise messages |
| Urgency | Non-urgent communication that allows for delayed responses | Time-sensitive or urgent messages needing immediate attention |
| Audience | Larger audiences or external stakeholders | Small groups or direct, personal communication |
| Record Keeping | Excellent for archiving and tracking | Not ideal for keeping formal records |
| Content Type | Complex topics, data, attachments, and official updates | Quick updates, reminders, or brief logistical information |
| Response Expectations | Allows for thoughtful, delayed responses | Often requires or implies a quick response |
| Delivery Context | Suitable for desktops or larger screens; formal format | Ideal for mobile and on-the-go communication |
| Examples | Proposals, contracts, newsletters, follow-ups, formal invitations | Appointment reminders, time-sensitive alerts, quick changes, ETA updates |
Making the Correct Choice is Easy
In business, the choice between email and texting depends on the nature of the communication, the formality level, and the message’s urgency. Email is best suited for professional, detailed, and formal interactions, particularly when attachments or records are needed. It’s ideal for non-urgent updates, larger audiences, and external stakeholders, where clarity and professionalism are key.
Conversely, texting excels in quick, informal, and time-sensitive scenarios requiring immediate attention. It’s great for brief updates, reminders, and on-the-go communication with close colleagues. By understanding the strengths of each medium, you can ensure adequate and appropriate communication in any situation.
