When writing a professional message to a manager, it is important to be clear, concise, and respectful. The goal is to communicate your message in a productive way that maintains a positive working relationship.
Be clear about your purpose
Before drafting your message, think carefully about what you want to accomplish. Are you requesting time off? Providing an update on a project? Asking for feedback? Clarifying an instruction? Knowing the purpose will help you craft an effective message.
Use a proper salutation
Address your manager appropriately, usually using Mr./Ms. [Last Name]. Avoid informal greetings like “Hey” or “Hi.” Starting with a proper salutation sets the right professional tone from the beginning.
Be concise yet detailed
Managers are busy, so get to the point quickly but include relevant details. State the purpose of your message upfront. Provide background information if needed but avoid unnecessary words. Use paragraphs and bullet points to organize long messages.
Adopt a respectful tone
Maintain a courteous, professional tone. Avoid overly casual language like slang, sarcasm, or abbreviations. Adopting a polite, thoughtful tone shows your manager you respect their time and position.
Include a specific call to action
Close your message with a clear request or next steps. Questions like “What do you think?” or open-ended statements may leave your manager unsure how to proceed. Instead, suggest specific actions to move forward.
Proofread before sending
Double check your message for errors or unclear points before sending. Read it aloud and check for confusing language. Correct any typos or grammar issues. Having a polished, professional message prevents miscommunication.
Thank your manager
Expressing gratitude shows respect for your manager’s time and consideration. Close your message with a simple “Thank you for your time.” If they approve a request, follow up with a thank you.
Follow up if needed
If your manager doesn’t respond within a few days, follow up. Send a brief email re-stating your request and asking if they received your original message. Avoid pestering, but follow up if your request is time sensitive.
Sample Message Asking for Time Off
Here is an example message asking a manager for time off:
Dear Ms. Jackson,
I hope you are doing well. I wanted to request July 5th-8th off as paid vacation days. I have the vacation time available and these dates would align well with a planned trip.
Please let me know if you approve this request. I can work with the team to ensure all my projects are covered during my absence.
Thank you for considering my request. I appreciate your time and guidance.
Regards,
John Smith
Key Takeaways
- Know your purpose before drafting the message.
- Use proper greetings and a respectful, professional tone.
- Be clear and concise but include necessary details.
- End with a specific call to action and expression of thanks.
- Proofread before sending and follow up if needed.
Focus on a Positive Tone
While being clear and concise, it’s also important to maintain a positive tone in messages to managers. Avoid language that sounds demanding, aggressive, or emotionally charged.
For example, instead of saying “I need you to approve my vacation request immediately,” try “Please let me know at your earliest convenience if you can approve the vacation request I sent.”
Cultivating a thoughtful, constructive tone makes managers more receptive to your message and strengthens your working relationship.
Adjust Based on Your Management Style
Consider your manager’s personal style when crafting messages. Some managers prefer short, bulleted emails while others expect more formal prose. Learn your manager’s preferences.
For less formal managers, you may use first names after you build some rapport. But avoid over-casual tones like using emojis or vague language like “gonna” instead of “going to.”
When in doubt, err on the side of formality. It’s easy for managers to tell you to be more casual but harder to increase formality overnight.
Make In-Person Requests When Appropriate
For quick questions or time sensitive requests, email is fine. But for complex or important requests, an in-person or phone conversation may be better.
Face to face meetings allow you to read non-verbal cues, answer questions, and build rapport. If a short notice request is crucial, don’t just email – speak with your manager directly when possible.
Avoid Assumptions and Ambiguity
Stick to clear, factual information in your messages. Avoid assumptions, ambiguities, or exaggerations as these can lead to miscommunication.
For example, instead of saying the project will be “very successful,” simply state key facts like “we met our client delivery goal ahead of schedule last month.”
Similarly, avoid assuming you know a manager’s preferences or availability. Stick to what you know and what you need.
Review Past Conversations
If you are new to working with a manager, review past emails or notes from your conversations. This can provide insight into their communication style and preferences.
Look for patterns in the types of messages they respond to. Note formatting, length, tone, and their responsiveness. Tailor your messages accordingly.
Ask for Feedback
Don’t be afraid to ask your manager for feedback on your communication style. Say something like “I want to make sure my communication is clear and effective for you. Do you have any suggestions on how I can improve?”
This shows initiative and interest in continually developing. Implement any constructive feedback to become a better communicator.
Sample Message Asking for Feedback
Here is an example of politely asking a manager for communication feedback:
Hi Jane,
I hope your week is going well! I wanted to check in and see if you have any feedback on the way I communicate project updates and requests.
My goal is to provide you with information in a clear, concise, and professional manner. Please let me know if you have suggestions on how I can improve or tailor my communication style to work best for you.
I appreciate you taking the time to help me develop as a communicator. Thank you!
Regards,
Sarah
Avoid Over-Messaging
While communication is important, avoid over-messaging your manager. Limit messages to important or timely information.
Spacing out non-crucial updates to a weekly summary email helps managers focus on top priorities without constant interruptions.
And if your manager doesn’t respond right away, do not send multiple “reminder” messages. Be patient and allow them time to respond.
Craft an Effective Subject Line
The subject line is often the first part of your message a manager sees. Make it clear and compelling.
State the purpose directly such as “Request for Vacation Days” or “Meeting Summary from Client Call.”
Avoid overly vague subject lines like “Update” or “My Request.” Provide key details upfront to grab their attention.
Accurate, informative subject lines allow managers to prioritize responses and find your messages easily when needed.
Mind Your Tone in Difficult Situations
During conflicts or disagreements, be extra mindful of your tone. Avoid accusatory, sarcastic, or passive aggressive language.
Focus on using “I” statements to express your perspective in a constructive way. Present issues factually and without emotion.
If you feel yourself getting upset, take a break before responding. Write the message then review again before sending to ensure your tone is professional.
Conclusion
With a clear purpose, thoughtful tone, and concise style, you can craft professional messages that get results and build trust with your manager.
Tailor your communication to your manager’s preferences and always be respectful of their time. A little care goes a long way in cementing an effective working relationship through good communication.
