If you Google, “How to send a professional text,” the number-one thing you’ll read is, “Don’t use abbreviations or slang.”
There’s much more to professional texting than avoiding typical text language.
Even if you don’t believe such a thing as a “professional text message” exists, we’re here to set the facts straight.
To help guide you through the professional side of SMS, we’ll share some examples of professional text messages you can send to customers and employees. We’ll also explain when they’re appropriate and how to write your own.
A traditional text message is 160 characters. 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
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…
The only times a text message may not be appropriate are moments when an in-person conversation is necessary or you need to communicate private information such as medical or legal records (although there are special rules for these types of texts, too).
Now that we’ve outlined a few situations where texts are a perfect fit, we’ll give you what you came here for: templates you can put to use right away.
These examples demonstrate the proper tone, length, and language you should focus on in a professional text exchange. Use these templates to start writing your own professional messages.
Sales texts are ideal for sending promotions, special offers, and exclusive opportunities to your SMS contacts.
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.
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 text reminder.
Interview reminders are an efficient way to stay at the front of your candidate’s mind and reduce the likelihood of a no-show.
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.
Customers aren’t the only ones who can benefit from text messages. SMS makes coordinating with your team clear and efficient.
We’ve seen a few examples in action, but how do you go about writing a professional text from scratch?
The recipe for a professional text message is simple and straightforward. Aside from the character limits, the biggest thing to consider when writing an SMS message 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 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, [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.
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.
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.
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? Try out SimpleTexting with a free 14-day trialーyou’ll have full access to our features, no credit card required.
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From scheduling in-home consultations to appointment reminders, text messages are the number one way EcoWater Texas communicates with customers.Read