How to Use AI to Write Better Text Messages for Your Customers

Writing Better Text Messages Through AI

Imagine this: you own a busy salon, and between appointments you’re scrambling to send out text reminders. You type, “Hi Sarah, just a reminder you have an appointment tomorrow at 2.” Then you pause. Should it sound warmer? Should you add a thank you? Maybe a call to action? Suddenly, what should have taken 20 seconds turns into a 5-minute debate with yourself. Multiply that by 20 customers a day, and you’ve lost hours just stressing over tone.

You’re not alone. Business owners, managers, and customer service teams everywhere wrestle with the same question: How do I make this text sound professional but not robotic? Writing the perfect message to a customer is tricky. Too short and you risk coming across as curt or rushed. Too long and they may not even read past the first line. When every character matters, there’s no room for wasted words.

This is where AI changes the game. Modern tools like ChatGPT, Apple Intelligence, and Gemini aren’t just for brainstorming blog posts or generating images. They are becoming indispensable for everyday business communication, especially when it comes to texting with customers. Instead of second-guessing yourself, you can lean on AI to create message drafts that are clear, friendly, and persuasive.

Think of AI as your personal text-writing assistant. It doesn’t clock out, it doesn’t get stuck, and it can instantly shift tone depending on your audience. Need a polite but firm payment reminder? Done. Want a casual thank-you message to loyal customers? Easy. Looking for a professional yet approachable appointment confirmation? AI has you covered.

And here’s the kicker: text messaging is already the most powerful communication channel you have. With open rates hovering around 98%, SMS blows email out of the water. The problem isn’t making sure your message is seen; it’s getting it read, understood, and acted on. AI helps bridge that gap by refining your words so customers are more likely to engage.

In short, AI doesn’t replace your brand’s voice, it amplifies it. It gives you the starting point, the polish, and the confidence to send messages that feel human, not robotic. Over the next sections, we’ll explore the benefits of using AI for business texting and show you exactly how to get started on different devices, from web apps like ChatGPT to built-in AI tools on iOS and Android.

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Why Use AI for Business Text Messaging?

Text messaging is the most direct line you have to your customers. Unlike email or social media, which fight for attention among crowded inboxes and feeds, SMS drops your message directly into the customer’s pocket. According to Gartner, SMS open rates hover around 98%, compared to email’s modest 20%. That makes text messaging one of the most reliable ways to ensure your communication is not just delivered but actually seen.

This visibility comes with responsibility. When customers almost always open your texts, the words you choose carry serious weight. A poorly written or confusing message can come across as unprofessional, and once trust is lost, it’s hard to earn back. On the other hand, a clear and thoughtfully crafted text shows respect for your customer’s time and attention. It signals that you value the relationship and understand how they prefer to communicate.

When executed well, SMS becomes more than just a notification channel. A well-crafted text can encourage a customer to confirm an appointment, redeem an offer, or even share their positive experience with others. Over time, consistent and engaging texts help drive sales, reduce costly no-shows, and build the kind of loyalty that keeps customers coming back again and again.

AI helps by:

• Saving time: No more struggling with what to say. AI can generate message drafts in seconds.
• Improving tone: AI can make a text sound friendlier, more professional, or more persuasive depending on your goal.
• Personalizing at scale: With the right prompts, AI can craft messages tailored to different customer segments.
• Avoiding mistakes: Typos or unclear wording can harm your brand. AI helps you stay polished.

Think of AI as your writing assistant. It won’t replace your judgment, but it will give you a strong starting point, kind of like a helpful intern who never needs coffee breaks.

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How to Use AI to Write Better Text Messages

Now that we’ve covered the “why,” let’s dig into the “how.” Here’s how you can use AI tools across different devices to improve your SMS game.

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1. Using ChatGPT on Web and Mobile Web

If you’re already comfortable with web apps, ChatGPT is a great option.

How to do it:

1. Open ChatGPT on your browser.
2. Type in what you want to achieve. Example: “Write a friendly appointment reminder text for a salon customer. Keep it under 160 characters.”
3. Review the AI’s draft, then tweak it for your brand’s tone.
4. Copy and paste it into Texty Pro to send a text directly to your customer from your business number.

Bonus: Add context in your prompt. For instance, “Write a text for a law office reminding clients of their consultation. It should sound professional but approachable.” The more detail you give, the better the result.

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2. Using iOS Apple Intelligence

Apple is weaving AI directly into iOS through Apple Intelligence. That means your iPhone can soon help you write better texts without switching apps.

How to do it:

1. In iMessage, start typing your draft.
2. Highlight the text and look for Apple Intelligence suggestions (similar to predictive text, but smarter).
3. Tap a suggestion to rephrase your text in a different tone, such as professional, friendly, or concise.
4. Once satisfied, copy it into Texty Pro iOS app to text your customers.

This is especially useful if you’re on the go and don’t have time to brainstorm the perfect message.

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3. Using Android Gemini and Galaxy AI

Android users aren’t left behind. Google’s Gemini and Samsung’s Galaxy AI are built into newer devices to help you communicate better.

How to do it with Gemini (Google):

1. Open Gemini from your Android device.
2. Enter your request. Example: “Write a promotional text for a café offering 20% off lattes this weekend. Keep it casual and short.”
3. Gemini generates a draft you can edit and copy into the Texty Pro Android app.

How to do it with Galaxy AI (Samsung):

1. When typing a message, tap the Compose or Rewrite feature in Galaxy AI.
2. Choose from suggested tones like polite, casual, or professional.
3. Edit as needed, then paste into Texty Pro app to send.

With these tools, your Android device essentially becomes a marketing assistant that lives in your pocket.

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What Not to Do When Using AI for Text Messaging

AI is powerful, but it’s not perfect. To keep your customer communication professional, here are a few pitfalls to avoid:

• Don’t copy AI’s filler phrases verbatim: AI sometimes adds quotes around words or throws in dramatic phrasing that doesn’t sound natural. Edit these out so your message feels authentic.
• Avoid sounding robotic: AI tends to write with grammatical perfection, which often lacks the natural quirks of human writing, such as sentence fragments, em dash inconsistencies, and informal structures.
• Watch out for generic or repetitive wording: Phrases like “We hope this message finds you well” may sound polite, but in a text they feel robotic.
• Don’t skip personalization: AI drafts are a starting point, not the finish line. Add your customer’s name, appointment details, or relevant offers to make it personal.
• Double-check for accuracy: AI may occasionally guess or invent details if your prompt isn’t clear. Always verify dates, times, and promotional information before sending.

By avoiding these common mistakes, your texts will feel more genuine and true to your brand’s voice. Instead of sounding like a robot wrote them, they will read as if a friendly human carefully typed each one, without needing a coffee IV drip to survive the process.

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Texty Final Thoughts

AI won’t magically replace your customer communication strategy, but it will help you write better, faster, and smarter texts. Whether you’re sending appointment reminders, promotional offers, or simple follow-ups, AI gives you a strong first draft and saves you from writer’s block.

At the end of the day, customers still want messages that sound human, not like they were churned out by a robot. That’s why the best workflow is to use AI to generate, then add your brand’s personality before hitting send.

Ready to try it out? Use Texty Pro to send your AI-crafted texts directly from your computer or phone. Your customers will appreciate messages that are clear, timely, and personal and you’ll appreciate the time saved.