Use these 8 professional text message examples to engage customers

If you Google, “How to send a professional text,” the number one advice you’ll find is, “Keep it concise.” But there’s so much more to professional texting than focusing on your SMS length — or avoiding typical text language. 

Even if you don’t believe such a thing as texting etiquette exists, I’m here to set the facts straight.

I’ll share some examples of professional text messages you can send to customers and employees. Then, I’ll explain when they’re appropriate and how to write your own.

8 professional text message examples

These examples demonstrate the proper tone, length, and language you should focus on in a professional text exchange. 

1. Welcome message

Welcome your customers to your texting list, setting the foundation for a long-term partnership between you and them.

2. Sales message

Sales texts are ideal for sending promotions, special offers, and exclusive opportunities to your SMS contacts. You can add your brand’s personality into them without compromising professionalism.

3. Recruiting text

Sending recruitment texts to potential new team members will help you bypass a busy email or voicemail inbox and stand out to the right candidates.

4. Payment reminder

How many times have you heard “I forgot” or “I don’t check my email often” as a reason for late payments? Cut down on confusion and delays with a to-the-point text reminder.

5. Interview message

Interview reminders are an efficient way to stay at the front of your candidate’s mind and reduce the likelihood of a no-show.

6. Confirmation text

Make sure you’re on the same page with your customers. Send them a quick text with an option to confirm their upcoming service to keep both parties in the loop.

7. Employee communication

Customers aren’t the only ones who can benefit from text messages. SMS makes coordinating with your team clear and efficient.

8. Opening times

Want to drive traffic to your newest event, whether online or in-person? Send text invites informing people and start productive conversations.

Now that we’ve seen a few examples in action, how do you go about writing a professional text from scratch?

How to write a professional text message

The recipe for a professional text message is simple: aside from the character limits, the biggest thing to consider when writing an SMS message for business texting 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. 

Instead of this:

🚫 Dear Lou, thank you for connecting with me at the Vegas convention earlier today. It was so nice to meet you. When we met, 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, jjenner@amwriting.com, 978-562-9168.

Do this: 

✅ 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!

Also, don’t shy away from including emojis in your texts. They can help you convey emotion quickly and easily. 

With these tips in mind, let’s cover the rules you’ll need to know as you write your professional texts.

Rules for writing professional text messages

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.

1. Keep it short: The best part of texting is fast, easy communication. Your messages should get the point across in just a few words. A good rule of thumb is one or two sentences.
2. Get consent: If you’re sending marketing texts, you must get express written consent from someone first.
3. Pay attention to text frequency: Professional texting etiquette isn’t just about what you do, it’s also about what you don’t do. It’s okay to send a lot of messages to your friends, but not your boss or team members. You don’t want to text too frequently or outside business hours.
4. Make it easy to reply to: Keeping your texts short also means you need to keep them clear. If you’re asking your recipient a question, make it easy for them to provide a simple yes or no answer. 
5. Use short sign-offs: Your email signature should have your name, job title, credentials, and other contact information on it. Your text sign-off should not. In fact, your text sign-off should just be your name and, if necessary, your place of business. But you’re usually texting someone who you have previously conversed or developed a rapport with. So, all they really need is your name.

When to send a professional text message

A traditional text message is 160 characters. This is exactly how much content you can fit within that limit:

It’s not a lot of space, but the best professional messages are clear, concise, and action-oriented. Let’s look at a few situations where a text can be a great tool.

You might want to send a text message if you want to…

• Send time-sensitive information
• Send staff updates
• Confirm or change the details of a meeting/appointment
• Ask questions or collect opinions
• Send encouraging messages or kudos
• Send an introduction text
• Set appointment reminders
• Thank a customer or show appreciation for something
• Ask for a referral from a client

The only times a text message may not be appropriate are when:

1. An in-person conversation would make it easier to discuss sensitive topics.
2. You need to communicate private information such as medical or legal records (although there are special rules for these types of texts, too).

Start sending professional texts today

Creating clean, professional texts in under 160 characters is easy. Of course, if you need a little extra space, you can always choose to send MMS messages. 

Either way, as long as you follow these “bumpers,” you’ll be legally and successfully texting clients and colleagues alike.

Ready to get started sending professional texts of your own? Send your first message through SimpleTexting with a free 14-day trialー no credit card required.