Estimated reading time: 4 minutes

Let’s be honest: many of us live on our phones.

Between texting best friends, blasting memes in group chats, and snapping that “coffee run” selfie, we’re practically attached at the thumbs. But once you hit the professional world—whether it’s for an internship, a part-time job, or dealing with a professor—the way you text can help (or hurt) your reputation. Here’s a crash course on how to write a polished business text without sacrificing all your college-coolness.

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1. When to Hit “Send” (and When to Hit “Email”)

College Life 101: You might do everything at weird hours—2 a.m. study sessions, 7 a.m. coffee hunts—but that doesn’t mean your manager, mentor, or professor does. Texting is seen as urgent, so consider these points first:

1. Is It Really Urgent?
   A text rings like a digital doorbell. If your question can wait until morning or if it’s not mission-critical, write an email. Save texting for situations where a quick response is absolutely needed.
2. Time It Right
   Sending “Hey can you review my paper?” at 11:59 p.m. might not score you any brownie points. Aim for normal daytime hours—especially if you’re trying to impress someone who might sign off on your internship or future job reference.
3. Ask How They Prefer to Communicate
   Some professors are open to texting, some prefer email, and some only respond on course websites or apps. Same goes for managers or internship supervisors. If you want them to reply quickly, play by their rules.

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2. Using AI to Level Up Your Texts

You’ve got some serious tech in your pocket—time to use it for more than just scrolling. Modern AI can turn your text from “meh” to “memorable.”

• Built-In Keyboards
  Whether you’re team iPhone or team Android, your keyboard is probably suggesting words, checking spelling, and even offering grammar fixes. Let it help you, but always double-check. AI can’t catch it all, and autocorrect can be downright silly.
• Third-Party Writing Assistants
  Drop your draft text into Grammarly, ChatGPT, or another AI tool if you’re worried about clarity. Just remember AI can’t read minds—it might guess incorrectly or suggest words that make you sound like a medieval poet. Proofread, proofread, proofread.

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3. Crafting a Text That’s Brief, Clear, and Polite

You wouldn’t submit a term paper without editing (let’s pretend that’s true), so don’t fire off a professional text without a little thought.

Start with a Name (and Yours, Too)

If your professor, boss, or colleague might not recognize your number, introduce yourself right away:

“Hi Dr. Murphy, this is Jordan from your ECON-201 class. Hope you’re doing well!”

Keep It (Mostly) Formal

Yes, texting is more casual than emailing, but it’s not a TikTok comment section. Ditch the random slang if you’re not sure they’ll get it. Go with complete sentences to sound confident and organized.

Short and Sweet

Get to the point. The person on the other end has about five other tasks open—don’t make them scroll through a mini-novel. If it’s more than a few sentences, it’s probably best as an email.

Emojis and Exclamations—Use Sparingly

An occasional smiley to soften a request? Sure, if you know them well. But if you’re texting an internship supervisor for the first time, keep it emoji-free until you sense their style. And watch the exclamation marks—excessive “!!!” might seem unprofessional.

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4. Final Check Before You Send

So you’ve drafted your masterpiece. Before pressing that satisfying “send”:

1. Spell-Check for Real
   Even a small typo in a short text can stand out like a neon sign. Double-check the recipient’s name especially—nothing like calling your professor “Mr. Dumphey” instead of “Dr. Murphy.”
2. Add a Dash of Politeness
   A “please” and “thank you” can work wonders, even in a quick text. It shows respect for their time and sets the stage for a positive reply.
3. Mirror Their Vibe
   If they sign texts with “-Professor Smith” or if they’re all about punctuation, adapt to that style. But never copy them blindly—if they send cryptic emojis and you’re not sure what they mean, don’t feel obligated to match them.

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5. Why All This Matters for College Students

You might think, “It’s just a text!” But those few lines you send to your professor or future boss can leave a lasting impression. Your professional brand starts now, not after you graduate. Employers often look at communication skills as a sign of overall maturity and reliability. So if you can master polite, concise, and thoughtful texts today, you’re already showing you’re prepared for the professional world tomorrow.

Bonus Tip for Internships & Jobs: Companies don’t always have official “texting policies.” Imagine an HR investigation pulling up your texts—yikes!

Keep them professional to avoid the awkward “explanation session” later.

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Now Text Away!

You’re juggling classes, clubs, job applications, and maybe a bit of social life (hopefully). Learning to send clean, courteous business texts is one more way to stand out from the crowd. It’s also a habit that’ll benefit you long after college. So embrace the brevity, polish your phrasing, and remember—AI is here to help, but you’re always the final editor.

Now grab that phone and text like you mean business (but maybe wait until after 8 a.m.). You’ve got this!