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34 Professional Text Message Templates & Tips To Inspire You

Jul 25, 2023

So, you’re ready to start texting your customers. How do you ensure your professional text messages strike the right balance between being polished and engaging? By understanding the ins and outs of business texting, you can provide top-notch customer service while avoiding awkward missteps. 

In this blog, we'll walk you through the dos and don'ts of business text messages. Read on for professional text message examples to inspire your marketing campaigns, then brush up on our professional text message etiquette tips.

professional text message dos and don'ts

34 Professional Text Message Example Templates

Ready to start texting your customers but need some inspiration? Let’s warm up with some examples of professional text messages to get you started.

Professional Marketing/Promotional Texts

Retail Offer:

Happy Mother’s Day! 30% off floral arrangements this weekend only. Come by from 8 am - 6 pm or shop online at [URL]. [Business Name]

Spa Offer:

Limited Member Offer: Get 25% off your next massage when you refer a friend. Offer expires [Date]. We hope to see you soon! [Business Name]

Medical Promotion:

Teeth whitening sessions are 2-for-1 if you book your first session before [Date]. Reply to this text to schedule your appointment!

Services Offer:

Get 20% off landscaping services during our Spring Cleaning sale. Offer expires [Date]. Text or call us today to book an appointment. [Business Name]

Professional Sales Texts

Apartment Leasing Offer:

Thanks for touring [Apartment Name]. We’re offering you 1 month rent-free if you decide to sign before [Date]. Text or call us to claim your free month at [Phone Number].

Providing a Quote:

Thanks for reaching out! Our average cleaning cost is [Amount]. Please respond with the sq ft of your home for a detailed quote. Thank you! [Business Name]

Sales Follow-up:

Hi John, are you still interested in a vacation rental for your July Hawaii trip? I can send you more info whenever you’re ready. Thanks! [Business Name]

Auto Response:

Thanks for contacting us! We’ll get back to you ASAP. You can also schedule a meeting at [Calendar Link]. [Business Name]

Professional HR/Recruiting Texts

Interview Reminder:

Your interview with [Business Name] is scheduled for [Date] [Time]. Ask for [Name] when you arrive. Please call this number with any questions.

Recruiting Text:

Hi [Name], I have an entry-level marketing opportunity that fits your specifications. Are you free this week to set up a call? [Name] [Recruiting Agency]

Professional Confirmation Texts

Hotel Booking:

Thank you for booking your stay at [Hotel Name] for 3 nights, arriving [Date]. [Confirmation Number]. Please call [Phone number] to change your reservation.

Order Confirmation:

Thank you for your purchase! We have received your payment for [Order #]. [Business Name]

Appointment Confirmation:

Thank you for booking your appointment. Please arrive 15 mins early to fill out a new patient intake form. Text or call us at [Phone number] to reschedule. [Business Name]

Changes to Appointment/Reservation:

Your appointment has been rescheduled to [Date] [Time] with [Doctor Name]. Please text or call us with any questions.

Professional Reminder Texts

Appointment Salon:

You have a haircut tomorrow at [Time] with [Stylist]. If you have any questions, please call [Phone Number]. Have a beautiful day!

Payment Reminder:

Your rental insurance payment is due on [Date]. Please visit [URL] to make your payment. Thank you!

Professional Staff Communication Texts

Event/Conference Notification:

Tickets are now available for the Corporate Conference. RSVP before [Date] to get a special gift! More details at: [Website]

Meeting Changes:

Hi [Name], the marketing all-hands meeting has been postponed to [Date] at [Time]. Look for a new itinerary in your email inbox this week. [Manager Name]

Seasonal Greetings:

Happy Holidays! Thank you for being a valued team member. Show this text at [Restaurant] and get 30% off your meal. Sincerely, [Manager Name].

Staff Requests:

Hi [Name], are you available for a late shift on Saturday? If so, please call or text [Name] at [Phone Number]. We appreciate you!

Urgent Announcements:

The office will be closed tomorrow due to unforeseen circumstances. Please work remotely and check your emails for further instructions.

Project Updates:

Here is a quick update on the progress of [Project Name]. We've completed Phase 1, and Phase 2 is underway. Let's keep up the great work and meet our deadlines. Feel free to reach out if you have any questions.

Staff Appreciation:

Good morning team! As we wrap up this challenging project, I want to express my sincere appreciation for your hard work, dedication, and collaboration. Each one of you has contributed to our success. Let's celebrate our achievements together at tomorrow's team lunch. Thank you!

Training Announcement:

Hello team! We're excited to announce a training session next week. This will be a valuable opportunity to enhance our skills and streamline our processes. Please mark your calendars, and more details will follow soon. We're looking forward to your participation!

Professional Banking/Financial Texts

Balance Information:

Your account balance is [Amount]. For more information, log into [URL] [Bank Name].

Fraud Alert:

We noticed unusual activity on your account ending in -4992. Please call us back as soon as possible to secure your account. [Business Name]

Transaction Alert:

You completed your payment to [Business Name] on [Date] for the amount of [Amount]. Your account balance is now [Amount].

Customer Service Texts

New Customer:

Hi [Name], thank you for choosing [Business] as your go-to tech provider. If you need assistance with your recent purchase, such as setting up your new device or troubleshooting, reply to this text. Our dedicated support team is ready to help you out.

Customer Surveys:

Hi [Name], we value your opinion. Could you spare a few minutes to provide feedback on your recent experience with [Company]? Your insights help us improve our services. Click here to take the survey: [Survey Link]. Thank you!

Post-Purchase Feedback:

Hello [Name], we hope you're enjoying your new purchase from [Company]. We'd love to hear about your experience, as your input helps us serve you better. Reply with a number from 1 to 10, with 10 being the highest satisfaction. Thank you!

Holiday Closure:

A friendly reminder that [Company] will be closed from [Date] to [Date] to celebrate the season with our loved ones. Our team will be unavailable, but we'll be back to assist you on [Date]. If you have any urgent inquiries, please email us at [Email Address], and we'll respond promptly upon our return. Happy holidays!

Professional Texting with Your Boss

When texting your boss, following proper texting etiquette is essential. Remember to adapt your style based on your boss's preferences and corporate culture. Effective communication with your boss via text can strengthen your working relationship and showcase professionalism.

Here are some effective ways to professionally text your boss and examples to guide you.

Be Clear and Concise 

Keep your texts brief and to the point. Use clear language and avoid unnecessary jargon. Make sure your message is easy to understand and leaves no room for misinterpretation.

Hi [Boss's Name], I wanted to confirm that the report is ready for review. Let me know if there's anything else you need from me. Thanks!

Prioritize Professionalism over Informality 

Businesses today have varying degrees of formality between management and employees. However, if you’re not sure (or it’s your first time texting a manager), it’s best to maintain a professional demeanor. 

Dear [Boss's Name], I'll be attending the conference next week. I've made the necessary arrangements and will provide a detailed report upon my return. I appreciate your support.

Respect Boundaries and Availability 

Be mindful of your boss's schedule and preferred communication style. Avoid texting during non-working hours unless it's an urgent matter. Respect their boundaries and wait for an appropriate time to communicate.

Hello [Boss's Name], I have an urgent question regarding the client's request. I understand if you're busy, but I'm available to discuss it before our meeting tomorrow. Please let me know. Thank you.

When Should You Send a Professional Text Message?

Every text message you send customers should have an air of professionalism. Because you’re reaching out to customers personally, avoiding being inappropriate or invasive is important.

DO send a professional text message when you need to send:

  • Time-sensitive information
  • Company-wide staff updates
  • Appointment reminders, confirmations, and changes
  • Polls, surveys or questionnaires
  • Inspirational, encouraging or congratulatory messages

While there are plenty of opportunities to text a customer or associate, some situations are better handled in person or through phone calls. 

DON’T send a text message when you need to send: 

  • Employment updates, such as hiring or firing 
  • Thank-you notes
  • Private information, such as medical test results 

Read our article on HIPAA Compliant Text Messages.

Professional Text Message Etiquette

Professional Text Message Etiquette

Follow these rules to write a professional text message that builds trust: 

  • Get explicit permission. Texting people who haven’t opted in can upset customers and result in hefty legal fines. It’s illegal for a business to mass-text people without their permission. Make sure you have received express written consent before texting your customers.
  • Keep it brief. Recipients should be able to read your message within a couple of seconds. Try to keep texts between 1-3 sentences.
  • Proofread your texts. Before hitting the send button, always proofread your texts to ensure they are error-free and convey the intended message. Typos or grammatical mistakes can detract from your professionalism.

  • Make it easy to reply. After reading your text, your customers should know exactly which action you want them to take. So if you’re asking them a question, make it easy for them to reply with a simple “Yes” or “No.”
  • Simplify your signature. Unlike email signatures, which allow you to fit your name, contact info, website and more, your text signature must be short and sweet. Make sure every text includes your business name.
  • Avoid slang and abbreviations. Many people use colloquial abbreviations like “OMG” and “LOL” when texting their friends and family. But abbreviations can come across as informal in a professional text message. Focus on writing clear, concise sentences instead of resorting to slang to keep your character count down.
  • Respond quickly. Respond promptly to customer inquiries and requests to demonstrate your commitment to excellent customer service.

Read our beginner’s guide: How to Use Texting Acronyms in Business.

Send Professional Messages With Textedly

Are you eager to start connecting with your customers where they’re already spending most of their time? 

Textedly makes it easy to send professional text messages to your customers. With the ability to send one-off messages or schedule texts, Textedly allows you to customize an SMS marketing plan that works for your business. 

Plus, Textedly is one of the only companies that allows you to send up to 300 characters per message, exceeding the traditional 160-character limit. 

Sign up for a free trial with Textedly and start texting your customers today.

Start Texting Your Customers for Free With Textedly