Writing Professional Messages: Polite Texts and Emails

Level: Advanced · Reading time: 4 minutes

As a nanny, you write messages every day: quick texts to parents, updates about the children, and emails to agencies about jobs. A well-written message shows that you are professional, reliable and easy to work with. The good news is that you don't need perfect English. You just need a clear structure and a few polite phrases.

Texts or emails?

Use texts (or WhatsApp) for quick, everyday messages to parents: updates, small questions, and letting them know you're running late.

Use email for more formal or important things: contacting an agency, applying for a job, asking about your contract or pay, or anything you may need a written record of.

A simple structure

Most professional messages follow the same four steps:

Greeting: Hi Sarah, / Dear Ms Jones,

Why you're writing: get to the point quickly.

Details or a clear question: what do you need them to know or do?

Polite ending: Thanks, Maria / Kind regards, Maria Lopez

Texts to parents

Keep texts short, friendly and clear. Put the most important information first.

A daily update:

Hi Sarah, just a quick update: Leo ate all his lunch and napped from 1 to 2.30. We're off to the park now. All good here! 😊

Running late:

Hi Tom, I'm so sorry, my train is delayed. I should be with you by 8.15. I'll let you know if that changes.

A small accident (always start with "they're OK"):

Hi Sarah, Mia is absolutely fine, but she fell at the park and has a small graze on her knee. I've cleaned it and put a plaster on. She's happily playing now.

Asking for time off:

Hi Tom, would it be possible to have Friday 14th off? I have a family event. I'm happy to discuss it when you have a minute. Thanks!

Emails to agencies

Emails to agencies should be a little more formal. Use full sentences, avoid emojis, and check your spelling carefully.

Asking about a job:

Subject: Application for Full-Time Nanny Position, North London

Dear Emma,

I am writing to apply for the full-time nanny position in North London advertised on your website.

I have four years' experience caring for children aged 0 to 6, and I hold a current paediatric first aid certificate and an enhanced DBS check. I have attached my CV and references.

I would be happy to arrange a call at a time that suits you.

Kind regards,

Maria Lopez

07700 900123

Following up after an interview:

Subject: Thank You – Interview with the Smith Family

Dear Emma,

Thank you for arranging my interview with the Smith family yesterday. I really enjoyed meeting them and the children, and I am very interested in the position.

Please let me know if you need any more information from me.

Kind regards,

Maria Lopez

Top tips

Be clear and brief. Busy parents read messages quickly.

Stay positive and calm, especially about problems. Facts first, feelings second.

Use softening phrases like Would it be possible...? and I just wanted to let you know...

Don't discuss big problems by text. Ask for a chat instead: Could we have a quick chat when you're home?

Check before you send, including names, dates and times.

Match the parents' style. If they use emojis and first names, you can too. With agencies, stay formal.

Reply promptly, even if it's just: Thanks, I'll check and get back to you.

Useful phrases

PhraseUse it to...

Just a quick update...start a daily message

I just wanted to let you know...share news gently

Would it be possible to...?ask for something politely

Please let me know if...ask for a reply

I'll get back to you.promise to reply later

I'm writing to...start a formal email

Please find attached...mention a file in an email

I look forward to hearing from you.end a formal email

Kind regards / Best wishessign off an email politely

Thanks so much!end a friendly text

UK vs US English: in the US, emails often end with Best or Sincerely, and a CV is usually called a résumé.