Why It Matters
A text from your business isn’t just a reminder. It’s a direct line to your customer. Ninety-eight percent of texts are opened, and most are read within 3 minutes. That alone makes it more powerful than lingering emails or missed calls. But getting tone, timing, and content right is what turns a message into meaningful communication and, ultimately, revenue.
Personalize Every Message for Improved Engagement
- Use names: “Hi Jane” feels warmer than “Hello.”
- Sign off with a staff name: This adds humanity. e.g., “-David”
- Reference past interactions: A note like “Thanks for your visit last week” shows you’re paying attention
Need ready-made examples? Check out our 10 Proven Text Templates for conversational style and structure.
Keep Messages Short and Actionable
People aren’t looking for novels. Aim for clarity and brevity:
- One message, one purpose
- Clear action: “Reply Y to confirm” or “Book here [link]”
- Avoid fluff. Get to the point!
Our Professional Text Templates guide offers compact, clean examples you can adapt quickly.
Leverage Message Automation & Templates
Save time and stay consistent with a business text messaging service for U.S. and Canada:
- Auto-replies outside business hours
- Auto-greetings when they text you
- Quick templates for FAQs like hours, location, pricing
Curious how to tie these together? Our guide on “Using Text Message Auto‑Replies and Templates” walks through setting it all up.
Use Private Notes to Collaborate Internally
Sometimes you need internal context without exposing it to the client:
- Log progress or reminders: “Call back next Friday”
- Add internal follow-ups: “Alex to send pricing sheet”
- Keep communication clean on the customer-facing side
Texty Pro’s private note feature ensures important details stay visible to your team, without confusing your customers.
Use Private Channels for Team Conversations
Shared inboxes are great, but sometimes you need focused communication:
- Create private channels for departments like Sales or On‑site
- Use direct messages when a one-on-one exchange is needed
- This keeps customer threads clean and team talk organized
Set Guidelines for Professional Text Tone
Short, courteous, and clear should be your mantra:
Use proper capitalization
- Avoid all-caps shouting. Write normally:
Do: “Hi Joe, your appointment is confirmed for 3 PM”
Don't do: “YOUR APPOINTMENT IS CONFIRMED”
Respect business hours
- Text during reasonable hours unless it's urgent:
Do: Between 9 AM – 6 PM local time
Don't do: Late-night messages that feel intrusive
Always include opt-out info when required
- Add something like “Reply STOP to opt out” in promotional or recurring messages to stay compliant.
Stay friendly and professional
- Keep it conversational, but not too casual. Think:
Do: “Hi Sarah, just confirming your 4 PM appointment. Let us know if anything changes.”
Don't do: “Hey! Ur appt’s at 4. LMK if u can’t make it 😎”
With clear guidelines, your team can communicate consistently and professionally every time.
Always Test Before Sending
Send a test to yourself or your team:
- Does it appear as you expect on mobile?
- Can a reply come back easily?
- Are templates formatted correctly and free of typos?
A quick check avoids embarrassing errors and ensures a smooth experience for customers.
Perfect-Text Workflow Example
- Customer inquiry: “Do you have Saturday availability?”
- You respond: “Hi Sam, yes we do: Saturday at 10 AM or 2 PM. Which works best?”
- Private note: “Sam prefers morning, follow up Friday”
- Team DM: “@Alex, confirm calendar and send reminder”
Easy for the customer, organized for your team.
Level Up Your Messaging
Creating great texts isn’t hard. It just takes a little strategy. With personalization, templates, private notes, internal channels, and clear posting guidelines, your business texts will feel polished and effective.
Ready to streamline your business texting? Sign up for Texty Pro today and get all these features: shared inbox, private notes, channels, templates, all built in with Pro and Team plans. Try texting with customers free and start crafting perfect texts in minutes.
