Professional Text Message Examples

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Aayush Bangali

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May 14, 2024

Professional Text Message Etiquettes

Key Takeaways

  1. Text messaging is a powerful tool for communication. The same has found its use case for multiple business scenarios majority of which is professional communication
  2. Professional messages can include marketing texts like a retail offer, spa offer, medical promotion, services offer etc.
  3. Another category is sales texts. This could be amongst professionals and could also include providing a quote, apartment leasing offers, auto responses etc.
  4. Recruiting texts, reminder texts, banking and financial information texts are a few examples of professional text messages
  5. Getting consent to send texts, keeping it brief are some of professional text message etiquettes

Businesses are constantly searching for effective ways to engage with their customers.  

While email and phone calls have long been the traditional methods, WhatsApp marketing is way too new for multiple use cases, text messaging has emerged as a powerful tool for communication.  

Text messages or are personal, immediate, and have high open rates, making them an ideal channel for businesses to connect with their customers in a professional yet engaging manner.

In this article, we will explore professional text message examples that can help businesses strike the right balance between being polished and engaging. We'll cover various scenarios, from marketing and sales messages to HR and customer service texts, providing you with a comprehensive guide to crafting effective and professional text messages.  

Marketing/Promotional Texts

Marketing and promotional texts are a great way to reach out to your customers and drive engagement. Here are some professional text message examples for different industries:

  1. Retail Offer:
    Hey there! Don't miss out on our exclusive Mother’s Day offer! Get 30% off all floral arrangements this weekend only. Visit our website or drop by our store to avail the discount. Happy Mother's Day! - The Bloom Shop
  2. Spa Offer:
    Hi! As a valued member, we're offering you 25% off your next massage when you refer a friend. This offer expires on [Date]. We hope to see you and your friend soon! - Serenity Spa
  3. Medical Promotion:
    Good news! We're offering a special deal on teeth whitening sessions. Book your first session before [Date] and get a 2-for-1 offer. Reply to this text to schedule your appointment! - Bright Smile Dental Clinic
  4. Services Offer:
    Spring is here, and so is our Spring Cleaning sale! Get 20% off landscaping services when you book an appointment before [Date]. Call or text us today to avail of this limited-time offer. - Green Thumb Landscaping.

These examples demonstrate how businesses can create compelling SMS marketing messages that grab the attention of their customers while maintaining a professional tone. By offering exclusive discounts and time-sensitive deals, businesses can encourage their customers to take action and make a purchase.

Sales Texts

Sales texts are an effective way to communicate with potential customers and close deals. Here are some examples of professional sales texts:

  1. Apartment Leasing Offer:
    Hi! We noticed that you recently toured our apartments. As a special offer, we're giving you one month rent-free if you decide to sign before [Date]. Call or text us at [Phone Number] to claim your free month. - City Apartments
  2. Providing a Quote:
    Thanks for reaching out! Based on our initial assessment, the average cleaning cost for your home is [Amount]. For a more detailed quote, please respond with the square footage of your home. We look forward to serving you! - Sparkling Clean Services
  3. Sales Follow-up:
    Hi [Name], just wanted to touch base regarding your interest in a vacation rental for your upcoming trip to Hawaii in July. If you're still interested, I can provide you with more information. Let me know! - Vacation Rentals Hawaii
  4. Auto Response:
    Thanks for contacting us! We've received your message and will get back to you as soon as possible. If you'd like to schedule a meeting, you can do so by visiting our calendar [Calendar Link]. Have a great day! - ABC Company

By using concise and personalized language, businesses can effectively communicate their sales offers and follow up with potential customers. These examples demonstrate how to provide the necessary information while maintaining a professional tone and encouraging further engagement which are some of the best practices of SMS marketing.

HR/Recruiting Texts

Text messages are a valuable tool for HR departments and recruiters to communicate with job applicants and employees. Here are some professional text message examples for HR and recruiting purposes:

  1. Interview Reminder:
    Hi [Name], just a reminder that your interview with [Company] is scheduled for [Date] at [Time]. When you arrive, please ask for [Name]. If you have any questions, feel free to call this number. Good luck! - HR Department, [Company]
  2. Recruiting Text:
    Hi [Name], I have an exciting entry-level marketing opportunity that matches your specifications. Are you available this week for a call to discuss further? Let me know. - [Recruiting Agency]

These examples showcase how HR departments and recruiters can leverage SMS campaigns to efficiently communicate with job applicants and employees. By providing clear instructions and maintaining a professional tone, businesses can ensure a smooth hiring process.

Confirmation Texts

Confirmation texts are an essential part of customer communication, ensuring that customers have the correct information and are aware of upcoming appointments or reservations. These are also sometimes known as transactional SMS. Here are some professional confirmation text examples:

  1. Hotel Booking:
    Thank you for booking your stay at [Hotel Name]. We have you scheduled for a 3-night stay, arriving on [Date]. Your confirmation number is [Confirmation Number]. If you need to make any changes to your reservation, please call [Phone number]. - [Hotel Name]
  2. Order Confirmation:
    Thank you for your purchase! We have received your payment for order #[Order Number]. If you have any questions or need further assistance, please don't hesitate to reach out. - [Business Name]
  3. Appointment Confirmation:
    Thank you for booking your appointment with us. Please arrive 15 minutes early to fill out a new patient intake form. If you need to reschedule, please call or text us at [Phone number]. We look forward to seeing you! - [Business Name]
  4. Changes to Appointment/Reservation:
    Hi [Name], we wanted to inform you that your appointment has been rescheduled to [Date] at [Time] with [Doctor Name]. If you have any questions, please don't hesitate to call or text us. - [Business Name]

Reminder Texts

Reminder texts are an effective way to keep customers informed and ensure they don't miss important appointments or deadlines. These triggers can be set using SMS APIs. Here are some professional reminder text examples:

  1. Appointment Reminder:
    Hi [Name], just a friendly reminder that you have a haircut appointment tomorrow at [Time] with [Stylist Name]. If you have any questions or need to reschedule, please call [Phone Number]. Have a great day! - [Salon Name]
  2. Payment Reminder:
    This is a friendly reminder that your rental insurance payment is due on [Date]. To make your payment, please visit [URL]. If you have any questions, feel free to reach out to our customer service team. Thanks! - [Insurance Company Name]

Staff Communication Texts

Text messages are not only useful for customer communication but also for internal communication within a company. WhatsApp for internal communication has also become a good use case. Here are some professional staff communication text examples:

  1. Event/Conference Notification:
    Hey team! Just a quick update: tickets for the upcoming Corporate Conference are now available. Make sure to RSVP before [Date] to receive a special gift. For more details, visit [Website]. Looking forward to seeing you there! - [Event Organizer]
  2. Meeting Changes:
    Hi [Name], wanted to let you know that the marketing all-hands meeting has been postponed to [Date] at [Time]. Please look out for a new itinerary in your email inbox this week. If you have any questions, feel free to reach out. - [Manager Name]
  3. Seasonal Greetings:
    Good morning team! We wanted to take a moment to wish you all a happy holiday season. As a token of our appreciation, show this text at [Restaurant Name] and enjoy a 30% discount on your meal. Thank you for your hard work and dedication! - [Manager Name]
  4. Staff Requests:
    Hi [Name], we're in need of someone for a late shift on Saturday. If you're available, please call or text [Name] at [Phone Number]. Your help is greatly appreciated! - [Manager Name]

Banking/Financial Texts

Text messages can also be a valuable tool for banks and financial institutions to communicate with their customers. Here are some professional banking/financial text examples:

  1. Balance Information:
    Good news! Your account balance is [Amount]. For more detailed information, please log into [URL]. Thank you for choosing [Bank Name]. - [Bank Name]
  2. Fraud Alert:
    We have noticed some unusual activity on your account ending in -[Last Four Digits]. Please call us back as soon as possible to secure your account. Thank you for your prompt attention. - [Bank Name]
  3. Transaction Alert:
    Great news! Your payment to [Business Name] for [Amount] has been completed successfully. Your new account balance is now [Amount]. If you have any questions, please don't hesitate to reach out. - [Bank Name]

Customer Service Texts

Text messages can be a valuable tool for providing customer service and support. Here are some professional customer service text examples which incorporate the best practices of SMS advertising.

  1. New Customer:
    Hi [Name], thank you for choosing [Business Name] as your go-to tech provider. If you need any assistance with your recent purchase, such as setting up your new device or troubleshooting, please reply to this text. Our dedicated support team is ready to help you out. - [Business Name]
  2. 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! - [Company Name]
  3. Post-Purchase Feedback:
    Hello [Name], we hope you're enjoying your new purchase from [Company]. We would 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! - [Company Name]  

Professional Texting with Your Boss

Text messages can also be used for professional communication with your boss. Here are some tips for texting your boss in a professional manner:

  1. Be Clear and Concise:
    Keep your texts brief and to the point. Use clear language and avoid unnecessary jargon. For example:
    Hi [Boss's Name], just wanted to confirm that the report is ready for review. Let me know if there's anything else you need from me. Thanks!
  2. Prioritize Professionalism over Informality:
    Maintain a professional demeanour when texting your boss, even if your workplace has a more casual culture. For example:
    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.
  3. 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. For example:
    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.

By following these guidelines, you can maintain a professional tone when texting your boss and ensure effective communication in the workplace.

When and How to Send a Professional Text Message

While text messages offer a convenient means of communication, it's essential to use them appropriately. Here are some scenarios when it's appropriate to send a professional text message:

  1. Sending time-sensitive information
  2. Communicating company-wide staff updates
  3. Confirming or changing the details of a meeting or appointment
  4. Collecting feedback through polls, surveys, or questionnaires
  5. Sending inspirational, encouraging, or congratulatory messages

In order to start sending SMS at scale, you can use the SMS APIs by Message Central. The platform provides: -

  1. Best SMS routes
  2. Competitive SMS rates
  3. Direct operator connectivity
  4. SMS analytics with reports and dashboards
  5. High speed and deliverability

Professional Text Message Etiquette

Infographic Showing Professional Text Message Etiquettes by Message Central.

When crafting professional text messages, it's important to follow certain guidelines to ensure effective communication. Here are some key etiquette tips:

  1. Get explicit permission: Always ensure that you have obtained express written consent before sending marketing text messages to customers.
  2. Keep it brief: Keep your messages concise and to the point, focusing on the essential information.
  3. Proofread your texts: Before sending a text, proofread it to ensure accuracy and clarity. Typos and grammatical errors can detract from your professionalism.
  4. Don't text too often: Avoid bombarding recipients with multiple texts in a short period of time. Choose the most appropriate timing and frequency for your messages.
  5. Make it easy to reply: If you're asking a question or seeking a response, make it easy for recipients to reply with a simple yes or no answer.


Text messaging has become an indispensable tool for businesses to engage with their customers in a professional yet engaging manner. By crafting effective and professional text messages, businesses can drive customer engagement, close sales, provide excellent customer service, and streamline internal communication.

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