How to write and use official text messages and WeChat

Tips on how to write and use official text messages and WeChat

Among the civil service selection examination questions, there are also selection questions involving how to write a text message. Civil service information is different from ordinary information. Differences, how to master the writing and usage skills of official text messages and WeChat? The structural principles of official text messages

A complete official text message consists of title, subject, content, tailword, signature, and date.

1. The title should be appropriate and polite.

The title should clearly express the identity of the recipient and reflect the principle of politeness. If you are sending an official text message to a colleague, it is best to address the specific person by name, such as "Dear Madam/Mr", to show sincerity and respect; if you are sending a meeting notice to a superior leader, it is best to address the person by the leader's surname plus his or her surname. Position, such as "Dear Director Li"; if there happen to be two directors in the company both named Li, the expression must be more specific, and the department he works in can be added, such as "Dear Director Li of the Office". The effect of communicating and transmitting information will be better if the title is appropriate.

2. The first sentence reflects the theme

The theme is reflected in the first sentence, which is designed to help the recipient read the information in a timely and efficient manner. In the "text message era", people enjoy the great functions of text messages, but they are also troubled by "message harassment" such as text message fraud and the proliferation of advertising text messages. If business text messages do not have a clear subject, they may be ignored as spam messages.

The topic should be summarized properly, and the topic should be stated in the first sentence, so that the recipient can quickly know the general content of the text message, such as "Marketing Department" Project Seminar Notice, and then inform the meeting time and location, such as "8" 9:00 am on October 5th, Conference Room 701? Unclear topics will affect work efficiency. For example, a text message whose first sentence is "notification" will make future inquiries more difficult for the sender and affect the accuracy; for the receiver, the message must be opened and read to know the main content, which is very inefficient.

3. The content is concise and organized

The text of the official text message can refer to the writing mode of transactional notices. The first part explains the background and purpose, and the second part explains the specific matters. The following two points should be achieved in content presentation: First, it should be concise and clear. Use one text message to contain all information as much as possible to reduce the number of text messages exchanged. If there are multiple pieces of information that need to be conveyed, it should be explained in points. There should be no ambiguity in the content description to prevent the recipient from acting according to his or her own understanding. The second is to be clear and organized. For example, the leader of a certain unit sent a text message to his secretary Xiao Zhao: "Go to the station to pick up Director Li at 10:00 tomorrow morning, and give me a summary of last year's work." Signature: Chairman Chen. ?The novice in the workplace will immediately reply: ?Okay, I will do it right away. Xiao Zhao, who has three years of work experience, responded this way: Dear Chairman Chen, your letter has been received. ① I will pick up Director Li at the station at 9:30 tomorrow morning. I will notify you via text message when I receive it; ② I have put last year’s work summary in your drawer. The air has been humid recently, so you should keep your legs warm. Signature: Xiao Zhao?. The few crosses show Xiao Zhao's orderliness in doing things.

4. Set the tail words as needed

If it is a general blessing message, it should be noted at the end: "No need to reply" or "No need to reply" to avoid unnecessary confusion. reply. If it is something more important, you can indicate at the end: "Please reply when you receive it, thank you!" to ensure that the information is conveyed in place. If you have not received a reply after a long period of time, it is necessary to make a phone call to confirm whether the other party has received the message. Special official text messages such as notifications should use the special tailword "I hereby notify you" to show standardization and rigor.

5. Make sure your signature is clear

Unlike ordinary life text messages and entertainment text messages, official text messages are more formal and standardized, and your signature must be at the end. If there is no signature at the end of the text message and the recipient has not saved the sender's number, he will have no way of knowing who the sender is, and the value of using text messages to convey information will be lost.

6. Attach the date of sending the letter

It is best to attach the date at the end of ordinary business text messages, and the date must be attached at the end of important business text messages to avoid misunderstandings. Because there are uncertainties in the sending of mobile text messages, there may sometimes be delays. Once a delay occurs, and the recipient is careless, it is possible to get the time wrong, thereby delaying important matters. Principles of wording for official text messages

Text messages are different from phone calls. Emotions cannot be conveyed through sounds, but can only be expressed through words. The receiver must read between the lines to guess the tone and attitude of the sender. Therefore, when sending official text messages, you must abide by the three basic principles of politeness, standardization, and gentleness.

1. Politeness

The message should begin with a greeting. "Hello" can make the other party feel cordial and natural. If you are sending a business text message during off-duty hours, it is best to apologize at the beginning, explain that the matter is urgent, and hope to get the other party's understanding. Adding "Thank you" at the end is also a sign of politeness and cultivation.

2. Standards

When writing official text messages, the language must be standardized and no vague expressions can be allowed. Before writing, you must first clarify what the content of the text message is. Different content uses different formats and languages. If it is a meeting notice, it is best to use the notice writing format so that it will appear formal and standardized. If it is a general holiday blessing, you can write "Dear" at the beginning of the text message.

3. Gentleness

Every word and sentence in the text message should make people feel that you are smiling, gentle and talking. Only by making the other party feel comfortable can communication and work proceed smoothly. Content rules for official text messages

The purpose of using official text messages is to make official contacts faster. Therefore, the language of official text messages should be concise and concise, and the content should be rigorous and standardized. The number of words is generally controlled within one text message to facilitate reception. to quickly read information.

1. The content should be related to official business

The content of official text messages must be closely connected with official business, otherwise it will lose its meaning. In particular, please note that you cannot use official text messages to send spam or advertisements.

2. Be concise and to the point, highlighting key points

The writing of official text messages should be pragmatic and convey information in the most concise and concise language. For example, giving a bunch of opening remarks at the beginning and then saying at the end that there will be a meeting tonight is not only unnecessary, but also affects work efficiency; the time, location, content of the meeting, and items to be brought should be directly stated. In addition, the main points should be highlighted and put at the front, and then detailed explanations should be given. The explanations must also be related to the main points.

3. Be careful not to be too colloquial

Although official text messages do not have to be as formal and rigorous as official documents, after all, they are related to official business and are more serious and formal than ordinary text messages, so the language expression Be careful not to be too colloquial, and use online language with caution. For example, the Internet language "dear" will give people a frivolous feeling, which will not only damage the image of the company, but also affect the recipient's attention to text messages and hinder the smooth development of work. Rules for the use of official text messages

1. Send at the appropriate time

It is best to send official text messages during working hours to ensure that the recipient handles them in a timely manner. It is best not to send official text messages before 8:00 in the morning and after 10:00 in the evening, because the sound or vibration of text message reminders will disturb the other party's rest. It is also not advisable to send official text messages on weekends, because the other party is unlikely to be motivated to handle official business, and it is difficult to ensure the effectiveness of the message. If you have to send a text message in an emergency, you should first apologize and then explain the reason.

2. Properly handle reception delays

Reception delays are more common in mobile text messages. Therefore, if it is an important matter, it is best to ask the other party to reply to confirm receipt. , or call the other party after sending the text message to inquire about the reception status.

3. Be aware of text message sending restrictions

Whether text messages can be sent completely and smoothly depends on the operator's rules and restrictions. Sometimes text messages contain sensitive words and may be filtered or blocked, preventing the other party from receiving them. In addition, if the content of the text message exceeds 70 Chinese characters, it should be divided into two parts and sent. If submitted at one time, the part exceeding the number of characters may be lost.

4. No spam text messages

Official text messages should be limited to official activities. Users must abide by professional ethics and cannot take advantage of work to send spam text messages. It is necessary to implement the "three prohibitions": it is prohibited to send text messages that have nothing to do with official business; it is prohibited to send advertisements or illegal information in groups; it is prohibited to send information to irrelevant persons.

5. Beware of mobile phone text messages being used

There are endless cases of criminals pretending to be governments, enterprises and institutions to send text messages to commit fraud. Therefore, specialized personnel should be designated to be responsible for the official text message system to ensure Business text messages are used for business contacts. All units should also increase supervision of the public service system, strengthen the filtering of spam text messages and false government information, promptly track any signs of violations, and report the case when necessary to safeguard the legitimate rights and interests of the unit. ;