On LinkedIn, there are two main ways to directly communicate with other members: sending a note, or sending a message. While they may seem similar on the surface, there are some key differences between notes and messages that impact how and when you should use each tool.
At a high level, the main differences are:
- Notes are more formal, while messages are for casual conversations.
- Notes can only be sent to people you’re connected to, but messages can go to anyone.
- Notes appear in the LinkedIn inbox, messages go to email.
- Notes have more formatting options, messages are plain text.
Let’s explore each of these differences in more detail:
Formality: Notes vs Messages
The biggest difference between notes and messages is the formality and intent behind each one. Notes tend to be more formal, professional communications, while messages are better suited for casual conversations.
You would send a note when you want to reach out in a polite, business-appropriate way. For example, you might send a note to:
- Thank someone for connecting.
- Follow up after meeting someone at an event.
- Introduce yourself to someone you would like to build a professional relationship with.
- Send a recommendation or endorsement.
Messages, on the other hand, tend to be more informal and conversational. You can use messages for things like:
- Saying a quick hello or checking in.
- Asking someone a question or getting their opinion on something.
- Coordinating plans with connections.
- Following up on previous conversations.
So in summary, if you want to reach out in a polite, professional way, use a note. But if you want to have a more casual back-and-forth conversation, use messages.
Recipient: Connections Only for Notes
Who you can send notes and messages to is another key difference. Notes can only be sent to people who you are connected with on LinkedIn. You can’t send a note to someone who hasn’t accepted your connection request.
Messages, however, can be sent to any LinkedIn member – even if you are not connected. The only exception is members who have adjusted their account settings to only receive messages from connections.
So if there is someone you would like to reach out to but you aren’t connected on LinkedIn, you will need to use a message rather than a note. And if the person has restricted messages to connections only, you will need to connect first before communicating with them.
Inbox vs Email: Where Notes and Messages Go
Notes and messages also differ in where the recipient will see them.
Notes appear in the recipient’s LinkedIn inbox, which lives within LinkedIn. This inbox is separate from their external email account inbox.
Messages, on the other hand, go to the recipient’s email inbox. When you send a LinkedIn message, it will show up in the recipient’s external email, alongside regular emails.
This means that notes stay within the LinkedIn platform, while messages bridge outside of LinkedIn to a person’s external email. People tend to check LinkedIn less frequently than email, so messages can be easier to miss.
The notification settings can also impact this. Recipients can adjust if they receive LinkedIn inbox and email notifications for new messages and notes.
Formatting: More Options with Notes
LinkedIn notes provide more formatting options compared to messages. With notes, you can:
- Bold, italicize, and underline text
- Add bullet points or numbered lists
- Insert links
- Attach files
Messages are much more limited. They can only contain plain text, without any specialized formatting options. You can’t even do things like bullet points in messages.
So if you want to send a communication with formatting, links, attachments, etc., you will need to use a note rather than a plain text message.
Length and Saved Records
There are also some other differences worth noting:
- Length: Notes can be longer, up to 25,000 characters. Messages max out at 5,000 characters.
- Records: Your sent and received notes are saved in your LinkedIn account under the My Network > Notes section. Messages are not saved.
- Subject line: Notes require a subject, messages don’t have subject lines.
Use Cases: When to Use Each
Given the differences between notes and messages, here are some best practices for when to use each tool:
- Use a note when: You want to formally reach out to a connection for business purposes. You want formatting options. You want the communication recorded and saved within LinkedIn.
- Use a message when: You want to casually communicate with someone who may not be a connection. You want the convenience of reaching someone’s external email inbox. You don’t need formatting capabilities.
Keep these use cases in mind as you decide whether a note or message is appropriate for your particular situation and communication goals.
How to Send Notes and Messages
Finally, let’s briefly cover how you actually send notes and messages within LinkedIn:
Sending a LinkedIn Note
- Go to the profile of a 1st-degree connection
- Click “More” and select “Send note”
- Enter a subject line and note text
- Format using bold, lists, links, etc. if desired
- Click “Send” to deliver the note to their LinkedIn inbox
Sending a LinkedIn Message
- Go to the profile of any member
- Click “More” and choose “Send message”
- Type your message text
- Hit enter to send the plain text message to their email inbox
And that covers the key differences between sending notes vs. messages on LinkedIn. Keep these differences in mind as you decide which communication method is right for your particular situation and goals.