Instant Message Response Time Chart

Professional response time guidelines for different chat platforms and message urgency levels

Key Principle: Response times vary based on platform, message urgency, your role, and current availability. Set clear expectations and communicate your status to maintain professionalism.

📱 Select Platform

Slack
Microsoft Teams
Email Chat
Mobile/SMS
General Guidelines

Slack Response Times

Expected response times for Slack messages during business hours

IMMEDIATE
1-5 min
Direct Emergency Messages
Critical issues requiring immediate attention or blocking other team members.
Examples:
  • Server down, clients affected
  • Meeting room changed last minute
  • Urgent client escalation
HIGH PRIORITY
15-30 min
Direct Messages & @mentions
Direct questions or requests that require your specific input or action.
Examples:
  • Direct questions about your work
  • Approval requests
  • @mentions in active discussions
NORMAL
1-2 hours
Channel Discussions
General channel conversations where your input adds value but isn’t critical.
Examples:
  • Team brainstorming sessions
  • Non-urgent project updates
  • General information sharing
LOW PRIORITY
End of day
FYI Messages & Social
Informational messages or casual conversation that doesn’t require immediate response.
Examples:
  • General announcements
  • Social/casual channels
  • Optional discussions

Microsoft Teams Response Times

Expected response times for Teams messages during business hours

IMMEDIATE
2-5 min
Urgent Chat Messages
Critical business issues or time-sensitive requests requiring immediate attention.
Examples:
  • System outages affecting operations
  • Last-minute meeting changes
  • Client emergency situations
HIGH PRIORITY
20-45 min
Direct Chats & Important Requests
One-on-one messages or important team requests that need timely responses.
Examples:
  • Manager requests
  • Project coordination
  • Client-related discussions
NORMAL
2-4 hours
Team Channel Messages
General team discussions and non-urgent project communications.
Examples:
  • Team channel discussions
  • Project status updates
  • Resource sharing
LOW PRIORITY
End of day
General Announcements
Company-wide announcements or optional discussion topics.
Examples:
  • Company announcements
  • Optional training notifications
  • Social/casual conversations

Email Chat Response Times

Expected response times for email-based instant messaging

IMMEDIATE
5-10 min
Urgent Email Threads
Critical business communications marked as urgent or high priority.
Examples:
  • Executive urgent requests
  • Client crisis management
  • Time-sensitive approvals
HIGH PRIORITY
1-2 hours
Direct Email Requests
Emails specifically addressed to you requiring action or response.
Examples:
  • Client inquiries
  • Manager requests
  • Project coordination
NORMAL
4-6 hours
CC’d Emails & Updates
Emails where you’re copied for awareness or non-urgent updates.
Examples:
  • Project status updates
  • Team coordination emails
  • Information sharing
LOW PRIORITY
24 hours
FYI & Newsletter Emails
Informational emails that don’t require response or action.
Examples:
  • Company newsletters
  • FYI announcements
  • Optional events

Mobile/SMS Response Times

Expected response times for mobile and SMS business communications

IMMEDIATE
1-3 min
Emergency Contact
True emergencies or critical business issues requiring immediate response.
Examples:
  • Safety/security emergencies
  • System failures affecting customers
  • Urgent client escalations
HIGH PRIORITY
30-60 min
Time-Sensitive Requests
Important business communications that need prompt attention.
Examples:
  • Meeting location changes
  • Travel coordination
  • Client meeting confirmations
NORMAL
2-4 hours
General Business Updates
Regular business communications during work hours.
Examples:
  • Project updates
  • Schedule coordination
  • Non-urgent questions
LOW PRIORITY
Next day
After-Hours Messages
Non-urgent messages received outside business hours.
Examples:
  • Evening/weekend non-urgent texts
  • Social coordination
  • Optional event invitations

General Response Guidelines

Universal principles for professional instant messaging

CRISIS
Immediate
True Emergencies Only
Situations affecting safety, security, or critical business operations.
Response Actions:
  • Drop current tasks
  • Respond immediately
  • Escalate if needed
URGENT
Within 1 hour
High-Priority Business
Important matters requiring prompt attention during business hours.
Response Actions:
  • Acknowledge quickly
  • Provide timeline if complex
  • Follow up as promised
ROUTINE
Same day
Standard Business Communications
Regular work-related messages and routine requests.
Response Actions:
  • Respond within business hours
  • Be thorough and clear
  • Ask clarifying questions
OPTIONAL
When convenient
Non-Essential Messages
Informational or social messages that don’t require action.
Response Actions:
  • Respond when time permits
  • Use reactions/emojis
  • No response needed if stated

🎯 Factors That Affect Response Times

Your Role & Seniority

Senior roles may have faster expected response times for strategic decisions, while junior roles may have more flexibility for non-urgent messages.

Time of Day

Core business hours (9am-5pm) have faster expectations. Early morning, late evening, and weekends allow for longer response times unless urgent.

Current Workload

Heavy meeting schedules, deadlines, or deep focus work may justify longer response times. Communicate your availability when possible.

Sender’s Role

Messages from executives, clients, or direct managers typically require faster responses than peer-to-peer communications.

Company Culture

Some organizations expect instant responses, while others promote deeper work with longer response windows. Follow your team’s norms.

Message Complexity

Simple questions can be answered quickly, while complex issues may need research time. Acknowledge receipt and provide an ETA for detailed responses.

📍 Setting Clear Availability Status

🟢 Available

Ready for normal response times

🟡 Busy

Slower responses, urgent only

🔴 Do Not Disturb

Emergencies only, delayed responses

🌙 Away

Out of office, check back later

📅 In Meeting

Will respond after meeting ends

🎯 Focusing

Deep work mode, limited availability

Pro Tips: When you can’t respond fully right away, send a quick acknowledgment: “Got it, will review and respond by 3pm” or “Seen – looking into this now.” This shows professionalism and manages expectations.