A single wrong interaction in the professional world can break your reputation. Sending plain text files is one of them. You might think, what’s the big deal in sending a TXT file? But it can leave a not-so-professional impression.
Want to know why?
Stick with us as we unpack the reasons why sending text files can hurt your PR. And what you can do instead to shine in your professional communication.
How Using Text Files Can Affect Your Public Relations
In today’s work scenario presentation matters just as much as content. A plain text file might come across as outdated, unprofessional, or even careless. This will make others question your attention to detail. Below we have shared common reasons on how sending a text file can be bad for your PR.
1) Lack of Professionalism
Sending a plain text file can send the wrong message about you or your business unintentionally. These sorts of files look outdated and unpolished. Especially when compared to modern formats like PDF or Word documents.
In text files, there is no room for branding. You cannot add logos, colors, or headers. In a corporate setting, this can come across as careless or even amateurish.
2) Compatibility Issues
Have you ever come across a file with text that looks like a confusing mess? You can think of text files like the same. Text files don’t have styling or font selection options. They are normally presented on screen in system default fonts and settings. So not all devices can handle them in the same way. This can lead to formatting issues.
If you send TXT files readers might have trouble viewing your files. They might get frustrated and discard your file. And for professionals, PR is everything. It would be the last thing you want your message to be ignored by other professionals only due to a technical inconvenience.
3) Absence of Security
Text files don’t have any encryption or security features. This means anyone having the file can easily access the content inside. This can be risky, especially if the information inside is confidential.
It’ll give the impression that you’re not taking security seriously, and that can harm your professional reputation. So, always opt for secure document formats while sharing information with others.
4) Limited Formatting and Readability
A big downside of text files is that they lack formatting options. Unlike PDFs or Word documents, you cannot include tables or images to break up the text.
When you send a plain text file, the message can come across as bland and uninviting. This might cause the recipient to lose interest quickly. It is harder to highlight key points or make your message stand out.
5) Undermines Brand Identity
If you are a brand and send text files to share reports or information, you might miss an opportunity to showcase your brand’s professionalism. Unlike modern formats that allow you to add logos, colors, and custom designs, TXT files are plain and simple. This means you lose the chance to reinforce your brand’s image.
When you use text files, clients, employers, or peers might perceive you as lacking attention to detail or not caring about how your work is presented. This will lead to a poor brand reputation.
So, try to use a polished format that can help strengthen your brand identity and make a lasting impression.
6) Risk of Misinterpretation
Text files, with their basic formatting, can easily lead to confusion. When important details are presented in a simple, unorganized manner, the recipient might miss the point or misunderstand what you’re trying to say.
For example, a list of instructions or key points might be overlooked or misunderstood because it’s hard to differentiate between them.
But if you use a more structured format like Word, it’ll help ensure your message is clear and your important points stand out. This will reduce the risk of misinterpretation.
A Quick No-App or No-Software Solution
The obvious reasons that you risk your PR and send a file is that you are a lazy soul or you don’t have the proper word processor installed on your device (PC, Laptop, or Mobile). Installing and using word processors can be a techy task. So to avoid all such hassles, you can try online tools. Text to PDF converter is one such handy tool that can save the day.
You can use such an online text-to-PDF converting tool to instantly convert your simple text to a professional-looking PDF document. Almost every such tool has built-in formatting options where you can add basic formatting to your simple document. The good thing is that you don’t have to download and install any app or software on your device.
And the best part is, documents prepared and sent using this method can cast a strong yet professional impression.
Conclusion
Sending a text file might seem like a simple solution. But you know what? It can do more harm than good. Especially when it comes to your professional reputation. So, to protect your PR, we recommend you use formats like PDFs or DOCX.
