When some nonverbal signals are missing

In writing, add the context that comes naturally in a face-to-face conversation

In messages, you can’t see someone’s posture and often can’t hear their tone. A short sentence or a longer pause may therefore come across more sharply than the writer intended. A delayed reply might be due to work hours, availability, notifications or needing to check something. On its own, it doesn’t prove that someone is ignoring you or is unhappy.

If a deadline matters, state it directly: “I need confirmation by Wednesday at 14.00. If you can’t check by then, please let me know.” For a more sensitive topic, suggest a phone call or an in-person conversation if that works for both of you.

After a video call, you can confirm the next step with a brief summary: who will do what and by when. If someone has their camera off, don’t assume they’re uninterested. The camera may be unavailable or uncomfortable for them, and you can check your understanding of the conversation in other ways.

If your message was unclear, correct it without blaming anyone: “My previous message was brief. I meant that I’m still checking the date; I’ll get back to you tomorrow morning.” Being clear leaves less room for guesswork.