Your writing is your reputation, especially on the night shift when most communication happens in email or chat. This segment helps you present a polished, professional voice that earns trust and fast responses. Carrie Nelson, Ph.D., focuses on the small choices that make a big difference: clear purpose, readable structure, and a tone that stays friendly, formal, and calm even when you’re tired. If your inbox is your first impression, this is how to make it a strong one.
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So, let's talk about clear written
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communication.
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Your emails reflect your
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professionalism. Keep them concise.
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Nobody wants to read emails all day.
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Typically, the max should be three to
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five short paragraphs.
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Make sure they're structured. It should
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start with a greeting or introduction,
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then have a body and a closing.
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Sometimes you might want to write the
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whole email and then add the
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introduction at the front. that
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summarizes everything you want to say or
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the point. You know, you want to be
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direct upfront and state the purpose in
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the first or second line. Make sure
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they're easily to read. Use bullet
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points for clarity.
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A tip, if you're emailing day staff,
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include your shift hours in your
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signature so they know when to expect to
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reply.
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Professional tone and written
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communication. So tone shapes how
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messages are received. Keep it friendly
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but formal. So use a greeting. Good
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morning Jamie. Hello team. Avoid all
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caps or excessive exclamation marks.
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Sometimes people use capital letters to
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stress their point, but it can also be
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received as shouting. So using caps is
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never appropriate.
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And you know the basics. Make sure to
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use please and thank you as appropriate
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and end with a professional sign off.
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Best regards, thank you, cheers,
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whatever it may be. Tip: If you're
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replying after hours, you can use a
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schedule to send so messages arrive
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during business hours. Sometimes that's
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appropriate and it shows awareness and
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professionalism.
