Blog/Beyond Texting

Use These 6 Professional Text Message Examples

As texting gets increasingly popular, texting etiquette gets more important. Learn how to send strong, effective professional texts.

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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.

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:

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…

  • You want to send time-sensitive information
  • You want to send staff updates
  • You want to confirm or change the details of a meeting/appointment
  • You have questions or you’re looking to collect opinions
  • You want to send encouraging messages or kudos
  • You want to send an introduction text
  • You need to set appointment reminders

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.

Professional Text Message Examples

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 message

Sales texts are ideal for sending promotions, special offers, and exclusive opportunities to your SMS contacts. 

Today 12:34 PM
Hi Lucy! With your lease up for renewal, we want to offer you one month’s rent free for re-signing. Feel free to drop into the leasing office with any questions 🏡.

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.

Today 2:15 PM
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 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 text reminder.

Today 10:27 AM
Payment for invoice 2028, dated 3/3/21 has not been received. Please submit payment by 3/12/21 to avoid any late fees. – Your Citizens Bank Team

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.

Today 11:00 AM
Andrew, your interview at Citizens Bank is at 11am tomorrow on 101 Poe Street. Please bring a copy of your ID for security. – Citizens HR Team

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.

Today 3:45 PM
Hi Joy. Your massage is scheduled for 4/27/21 at 12:00 PM 💆‍♀️. Please plan to arrive 15 minutes early. Reply “Yes” to confirm.

Staff communication

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

Today 3:45 PM
Good morning EY Marketing! For the team picnic tomorrow, please reply with what you’re bringing:
A: Dessert
B: Salad
C: Drinks

We’ve seen a few examples in action, but 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 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.

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 1-2 sentences.
  2. Get consent: Outside of one-on-one business texting, you must get express written consent from someone before sending a message.
  3. Keep Frequency in Mind: 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 of business hours.
  4. Make it Easy to Reply: 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. A good text would ask someone if they’re familiar with computer coding. A bad text would ask them to explain HTML to you.
  5. Keep Your Sign-off Short: 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.

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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