So you want to send a professional text message? We’ll begin by saying there’s more to it than avoiding typical text language. Or maybe you’re here because you don’t believe such a thing as a “professional text message” exists. Whatever side you’re camped in, we’re here to set the facts straight.
To help guide you through the working world of SMS, we’ll share some examples of professional text messages to customers and employees. We’ll also explain the best contexts to send them in. Welcome to professional Textiquette 101.
A traditional text message is 160 characters. For context, this is exactly how much content you can fit within that limit:
The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox ju
As you can see it’s not a lot of space, but it’s certainly enough if your message is clear, concise, and action-oriented. Instead of viewing the number of characters as a limit, think of it as a Litmus Test for your text. If the message you’re looking to send can’t be condensed down, maybe it’s not appropriate for text.
When it comes to sending professional messages there are a few topics that are better handled in person or over the phone. For example—
Setting the situations we listed above aside, there aren’t many other bad times for a text. To give you some general guidelines, you might want to send a professional text message if…
The anatomy of a text message is fairly straightforward. Aside from the technicalities, like the character limits, the biggest thing to consider when writing an SMS is tone. Even when you’re writing something professional your tone should be conversational. Texting is intimate and you don’t want to sound like a robot when you’re communicating with clients or staff. Cut down on flowery language and keep it simple. To demonstrate:
🚫: Dear Lou, thank you for connecting with me at the Vegas convention earlier today. It was so nice to meet you. When we meet we talked about freelance work and your need for a writer. I wanted to let you know I’d be happy to send you some samples for review. If you’re interested let me know. Thanks! Jon Jenner, A&M Copywriting, [email protected], 978-562-9168.
✔️: Hey Lou, it’s Jon! Loved connecting with you. If you’re still looking for a freelancer let me know and we can talk next steps. Enjoy Vegas! Cheers, Jon.
Writing your message is personal to you and your business needs. There’s no magic formula to speak of, only guidelines. Think of them like bumpers on a bowling alley.
Now that you have a working understanding of professional texts, let’s explore some sample messages across various industries. These examples are meant to demonstrate the proper tone, length, and language one would find with a professional text exchange.
Hi Lucy! With your lease up for renewal, we want to offer you one month rent free for resigning. Feel free to drop into the leasing office with any questions 🏡.
Todd, thanks for connecting on LinkedIn. I have an IT opportunity that fits what you’re looking for. Would you like to set up a call? – Randall
Payment for invoice 2028, dated 3/3/19 has not been received. Please submit payment by 3/12/19 to avoid any late fees. – Your Citizens Bank Team
Andrew. Your interview at Citizens Bank is at 11am tomorrow on 101 Poe Street. Please bring a copy of your i.d for security. -Citizens HR Team
Hi Joy. Your massage is scheduled for 4/27/19 at 12:00 PM 💆♀️. Please plan to arrive 15 minutes early. Reply “Yes” to confirm.
Good morning EY marketing! For the team picnic tomorrow please reply with what you’re bringing:
As you can see, creating clean, professional texts in under 160 characters is easy. Of course, if you need a little extra space you can always utilize MMS. But either way, as long as you follow these “bumpers” you’ll be legally and successfully texting clients and colleagues alike.
Metals Fabrication provides structural steel solutions across the western US. Learn how they turned to SMS to communicate with hundreds of employeesRead