Text messaging is an efficient way for businesses to communicate with employees and customers. This type of communication allows two-way conversations, so customers or prospects can easily reach out or respond to a company from their text-message-enabled phone. Text messaging has many advantages over other forms of communication. It has a high open and read rate, so businesses are likelier to get their message in front of their audience. It’s also a very personal form of communication, which can help build relationships with customers or clients. And because text messages are typically short and to the point, they can save businesses time and money.
The use of text messaging in business, particularly for marketing purposes, is prone to misuse and abuse. Your business must consider the proper ways to write and prepare well-written messages to avoid mistakes in SMS marketing. Careful construction and observing best practices in writing leads to more professional, effective, and persuasive text message communications.
Listed below are 8 Ways On How to Write Professional Text Messages For Clients
- Get Customer Permission
- Always begin by introducing yourself
- Respect your customer’s or client’s time
- Make your call to action as clear and concise as possible.
- Keep your text messages brief
- Make your text messages unique
- Do not send a text after every sentence
- Know who you’re attempting to connect with.
1. Get Customer Permission
Getting customer permission is crucial to start sending business or marketing text messages. You must acquire “expressed written consent” before beginning a text messaging campaign with subscribers. Customers and clients need to opt into your campaign after agreeing to the terms and conditions you present. Full disclosure on your opt-in form must state that they are signing up and joining your list of subscribers. They must consent to receive text messages from your business.
Be transparent about how often these texts will be sent, the costs involved, and how to opt-out of the campaign. Customers should be allowed to say yes or no to receiving texts from you. If they agree, then and only then can you add their phone number to your list of subscribers.
2. Always Begin by Introducing Yourself
When starting a conversation with someone new, it is always best practice to introduce yourself. The same goes for text messages. When texting a customer or client, always start with a friendly introduction. It will help create a rapport and build trust between you and the recipient.
Unless a customer’s phone already has your number saved, they might not know who is texting them immediately. A short signature will let customers know who is trying to reach them, even if they don’t remember opting into your list.
In addition, you can add a link to your company website so that potential customers have the opportunity to learn more about what you offer. Doing this may make them more likely to purchase your items or use your services.
3. Respect Your Customer’s or Client’s Time
The timing of your text messages is just as important as any other marketing or communication tool, so pay attention to when your customers are most active. Generally, people in all industries are busiest from 11 a.m. to 2 p.m., so take advantage of that window by sending texts during those hours.
We recommend sending texts during regular business hours because people are more likely to be available and responsive. If you need to send a text outside work hours, make sure it is related to something that needs urgent attention, like an emergency or event. Real estate agents and recruiters often find after-hours texting beneficial since their target customers are more likely to be available.
After you decide when to send your message, use a text message marketing platform to schedule the message in advance so you can focus on other tasks.
If you want your messages to be seen and remembered by your customers, then sending texts simultaneously as email and social media posts is a good strategy. The more times someone sees a message, the greater the chance they will take action.
4. Make Your Call to Action as Clear and Concise as Possible.
You want to make the process easy for customers, so they respond to your messages, learn more about what you’re selling, and subscribe to future updates.
Be straightforward with your customers about purchasing from you or how to sign up for discounts and deals. Instead of long explanation paragraphs, get straight to the point using shortcodes like “Text YES” for more information.”
To increase your response and conversion rates, make sure your call to action is clear. Your message could say, “Reply YES now to schedule an appointment” or “Click this link to browse products.” This way, users will know precisely what the next step is.
5. Keep Your Text Messages Brief
It goes hand-in-hand with keeping your call to action clear and concise. No one wants to read a novel on their phone, so get to the point quickly. The ideal length for a text message is around 160 characters, which is the equivalent of about 20 words. It leaves enough room for a brief message and a call to action.
If you need to include more information, consider sending a link to a landing page or website. This way, customers can learn more without feeling overwhelmed by too much text.
Your marketing messaging shouldn’t always be long-winded; instead, focus on being concise to prompt users into taking immediate action. It is mainly the case for text messaging.
6. Make Your Text Messages Unique
Your customers are bombarded with marketing messages daily, so making yours stand out is essential. If you want a positive response, they must reach out in a way that they will connect with you. Since texting has become one of the most popular methods of communication today, SMS is more personal than other ways to contact someone. However, because this type of communication is so personal, companies must be cautious about how often they use it and not come across as needy.
Make each message unique and valuable to the customer. If you can, avoid using generic automated messages. Instead, focus on delivering a personalized message to the customer relevant to their interests.
If you have some other valuable details about your prospect or their business, like a recent award, you can use those to create copy that makes them feel appreciated. With the right strategy, sending a personalized text could help you close deals and progress up the sales ladder.
7. Do Not Send a Text After Every Sentence
It is very annoying to receive several text messages containing one sentence each. It appears unprofessional and makes the sender look like they have no regard for the customer’s time. If you need to send a long message, break it up into smaller paragraphs or include spaces, so it is easier to read.
If you overdo it with the texts, your prospects will move on or ask you to leave them alone. Use texting privileges cautiously.
Being professional in your texts to customers will maintain the sale and the relationship. Although it may be tempting to use texting as a casual way to communicate with prospects like you do your friends, remember that this is a business interaction.
8. Know Who You’re Attempting to Connect With.
When writing text marketing messages, always have a clear foresight of who the recipients are. You can use emojis with some people, but not everyone appropriately receives them.
For example, unless you have a strong relationship with them and understand their communication preferences, avoid sending emojis to the CEO of a SaaS company via text. However, using an emoji in communications with a content marketing specialist could be appropriate.
Only send messages to those you are trying to connect with so that your direction is focused. In addition, please get to know what the prospects need–this way, you have a clearer perspective and can gain their trust more quickly.
The casual, everyday, professional texting style should remain consistent regardless of the message’s content.
What are Text Messages?
Text messages, or short message service (SMS), are digital notes received on cell phones, smartphones, and other mobile devices. Text messages can include alphanumeric characters and attachments like images and videos, depending on your device’s texting platform.
Given the overwhelming popularity of text messages, it is no surprise that people have found ways to use texting for business purposes. Text messaging is still one of the best ways to communicate with customers–it has a 5x open rate compared to email!
There are many great applications for text messaging in business, including text message notifications and SMS marketing. Text messages have extremely high open rates, can be received by anyone with a mobile phone, and are always present – making them an excellent way to communicate with customers. In some cases, the informal nature of an SMS may also be the perfect touch for service-related business applications.
Why should Text Messages be written Professionally?
Writing text messages professionally ensures that the message is clear, concise, and respectful of the customer’s time. Text marketing messages should follow best practices and abide by pertinent rules and regulations before they are sent to customers and clients.
Many customers are wary of receiving unsolicited messages and businesses that send spam text. Writing professional text messages is the best way to ensure that your messages are free of spammy content that may trigger the receiver’s spam filters.
Customers also appreciate error-free, relevant messages that are unique to them as recipients. By writing professional text messages, businesses can avoid being intrusive or unprofessional.
What are the Benefits of Professionally written Text Messages?
Professionally writing text messages for clients and customers has five significant business benefits. Text messaging should be your go-to option if you’re a business owner. SMS is easy to access from any device, doesn’t require an app or login data, and is fast and reliable. Plus, it’s more convenient and more straightforward than other options. It is even more effective if it is professionally written and error-free. Here are the best benefits of a well-written SMS.
- Time-Saving – Text messages are a quick way to get in touch with someone without having to schedule a meeting or pick up the phone. It is beneficial for both parties; the customer can continue with their day, and the business doesn’t have to wait to hear back from the customer.
- Message is Clear and Understandable – A text message can be read and understood quickly, unlike a long email that may have several paragraphs. The brevity of a text works in its favor as the recipient can skim through it to find the most crucial information.
- Tone is Professional – A well-written text message always comes across as professional. It is essential for businesses that want to maintain a good relationship with their customers.
- Conveys the Right Message – By being concise and to the point, a text message will ensure that the customer receives the intended message. There is no room for error when writing a text, so businesses can be confident that their message will be accepted as intended.
What are the Things to Avoid when Writing Professional Text Messages?
Knowing and understanding SMS marketing etiquette rules will help keep your text messages professional and maintain a good relationship with your customers. Here are the seven most common mistakes to avoid when writing professional text messages.
- Very long message – keep your message short, sweet, and to the point. Your customers will become disengaged if they have to read paragraphs instead of shorter sentences. Keep your copy concise and easy to read to keep them interested.
- Multiple text messages – No one likes to be spammed with text messages. If you must send numerous texts, space them out so the customer isn’t bombarded with notifications.
- Using ALL CAPS in the message – All caps in a text message are the digital version of yelling and come across as unprofessional. Only use all caps for emphasis if necessary.
- Including too many emojis – Emojis are fun, but they should be used sparingly in professional text messages. Too many emojis will make your business look unprofessional.
- Sending texts late at night – Unless it’s an emergency, don’t send texts late at night or early in the morning. It is intrusive and can come across as pushy.
- Forgetting to proofread – Always proofread your text messages before sending them. A few typos can make your business look unprofessional and sloppy.
- Not having a clear call to action – Every text message should have a clear purpose. Include a call to action, so the customer knows what to do next.
- Sending generic messages – Customers will appreciate personalized messages relevant to them. Sending generic messages is a sure way to turn them off.
- Robotic Tone of Messages – Spam filters are triggered by atypical sentence structure or words, including grammatical errors and misspellings. If your sentences are full of typos or sound like a machine wrote them, you’re more likely to end up in the spam folder.
What are some Examples of Professional Text Messages?
Professional text messages are universally applied to all industries as it is a formal and polite way to communicate with customers. Here are some examples of how businesses can use professional text messages in different situations.
Professional Marketing/Promotional Texts
- Retail Offer: Celebrate Mother’s Day with a beautiful floral arrangement from [Business Name]. This weekend only, get 30% off your purchase when you shop in-store or online. Hurry, the sale ends Sunday at 6 p.m.
- Spa Offer: Refer your friends and get 25% off your next massage! The offer expires on April 30, so don’t wait! [Business Name]
- Medical Promotion: If you want brighter teeth, book a session with us before [Date] and get your second one free! Just reply to this text to set up a time that works for you.
- Services Offer: Give your property a fresh start this spring with [Business Name] ‘s Spring Cleaning sale! Get 20% off any of our landscaping services for a limited time. Appointments are booking fast, so text or call us today to reserve yours. Hurry – this offer expires on [Date]!
Professional Sales Texts
- Apartment Leasing Offer: Thanks for checking out [Apartment Name]. We’ll give you one month rent-free if you sign with us to sweeten the deal. Text or call us to claim your free month at [Phone Number].
- Providing a Quote: Hi [Customer Name], Thanks for inquiring about our services! The average cost of one of our cleanings is $200-250. To provide you with a more accurate quote, please let us know the square footage of your home. Thanks again! [Business Name]
- Sales Follow-up: Hello [Customer Name], are you still interested in renting a place for your July Hawaii trip? Let me know, and I’ll send over more information. Thanks! [Business Name]
- Auto Response: Thank you for reaching out to us! We will get back to you as soon as possible. You can also schedule a meeting with us at mycalendar.com/book-meeting. [Business Name]
Professional Reminder and Confirmation Texts
- Appointment Salon: Hi [Customer], You have a haircut tomorrow with [Stylist] at [Time]. If you have any questions feel free to call us at 555-5555. Thanks, and I hope to see you soon!
- Payment Reminder: Thank you for being a valued customer! Your rental insurance payment is due on [Date], and we would greatly appreciate it if you could visit [URL] to make your payment. Thank you again, and have a great day!
- Order Confirmation: Your purchase has been received! Thank you for your payment of [Order #] from [Business Name].
- Appointment Confirmation: We appreciate your booking an appointment with us. To ensure a smooth experience, please arrive 15 minutes early to fill out a new patient intake form. If you need to reschedule, feel free to text or call us at [Phone number]. Thank you again for choosing [Business Name].”
- Changes to Appointment/Reservation: We have switched your appointment to [Date] at [Time], and you will be seeing [Doctor Name]. If you have questions or concerns, please let us know.
Professional Banking/Financial Texts
- Balance Information: You have [Amount] in your account. Go to: [URL] by [Bank Name] to learn more.
- Fraud Alert: [Business Name] detected strange activity on your account. Please call us back ASAP to prevent anyone from accessing your account. Thank you for helping us keep your information safe!
- Transaction Alert: Thank you for your payment of [Amount] to [Business Name] on [Date]. Your account balance is now [Amount].
Are Templates Usable to Write Professional Text Messages?
Yes. SMS templates are used when writing professional text messages for business. However, one should be cautious when using templates as they can come across as insincere or robotic if not used correctly. Using them as a guide and personalizing each customer’s message is best. You must also implement customer segmentation to ensure you only send relevant information to customers in each segment. When used correctly, SMS templates can save time while still maintaining a high degree of professionalism in your text messages.