Voice Messages, Texts, and Emails: How to Sound Natural in Written English

Ever wondered if your messages sound a bit stiff or awkward? Mastering written English—whether in a text, an email, or a voice note—helps you connect more naturally. This matters because being clear and relatable boosts confidence and gets your message across the right way, every time!

Casual vs. Formal Written English: What’s the Difference?

Different situations call for different styles. Here are the major contrasts you should know:

• Casual: Used with friends, family, or close colleagues. Informal, friendly, and often includes abbreviations, emojis, or slang.
• Formal: Used for work, school, or professional settings. Polite, structured, and usually avoids slang and emojis.

Context	Casual Example	Formal Example
Greeting	Hey! What’s up?	Dear Mr. Lee,
Request	Can you send the file?	Could you please send me the file at your earliest convenience?
Thanks	Thanks a bunch!	Thank you very much.

Trendy Phrases & Expressions for Everyday Writing

Want to sound more like a native speaker? Here are casual phrases and how to use them:

• No worries! (That’s fine / It’s okay)
• FYI (For your information)
• BTW (By the way)
• Let me know (Tell me when you have info)
• Catch you later! (Goodbye)

Tip: In formal writing, full words are better. Avoid slang or trendy abbreviations.

Templates to Sound Natural

• Text: "Hey Anna! Just wanted to check how you’re doing 😊"
• Email (formal): "Dear Team, I hope this email finds you well. I’m writing to update you on..."
• Voice Message: "Hi! Sorry I missed your call. Wanted to let you know I’ll be there around 7. See you soon!"

Emojis, Abbreviations, and Voice Notes: When to Use Them?

• Emojis: Great in texts or social media to show feelings 😊, but not for formal emails.
• Abbreviations: OK with friends (LOL, BRB), but confusing in formal settings.
• Voice Notes: Perfect when tone matters or messages are long, but only if the recipient prefers them.

Tips for Sounding Natural Every Time

• Read your message out loud before sending
• Use contractions (“I’m” instead of “I am”) for a friendlier feel
• Personalize greetings and sign-offs
• Keep it clear and simple—avoid overcomplicated words

Conclusion: Level Up Your Written Communication

Now you’ve got the tools to sound natural whether you're tapping out a quick reply, crafting an email, or sending a voice message. Try mixing these tips into your next conversation, and watch your confidence soar! Ready to practice? Give SpeakingAI a try and make your English sound even more natural!