If you’re looking to connect with customers quickly, sending SMS texts is one of the most effective communication methods you can use. Our research shows that 83% of consumers respond to a text message within 30 minutes or less, which means text messages are viewed as important. And, if your text has a specific call to action, people are likely to follow it.
The power of text templates for businesses
Text templates pack a lot of power into a tiny package; they also help businesses convey a consistent and clear message. Not everyone in an organization speaks or writes the same way. Templates allow businesses to use a common voice when communicating with customers and prospects.
Composing customer-facing messages can be daunting for some individuals. Speaking on the phone is one thing but having to put their thoughts in writing is another. Businesses can prepare by creating templates for the most common types of communication a business sends.
After a text template has been created and saved with a name that clearly describes its purpose, employees can click on the template, update key fields as needed, and send it without the original template being altered.
Important items to include
Depending on the reason for sending a text, the message details will vary. But for clarity, most texts should include the name of the person sending it, the name of their business, and a CTA (call to action) if one is needed. Does the receiver need to do anything when they get your text? If so, make it clear in your message.
Texts should also include a way to opt out of future messages by including a STOP command, as shown in the example below. To make sure you’re complying with the TCPA (Telephone Consumer Protection Act), download our free TCPA Compliance e-book.
Getting started with SMS templates
To get started, we’ve prepared a list of 56 SMS text messages for businesses to use right now. Part I includes templates for common use cases that can apply to any business with minor changes to the wording. Part II includes templates that are tailored to specific industries that have already found success with texting. Many of these templates offer new and creative ways to connect with your customers.
The benefits of using Dynamic Fields
If you’re an existing Zipwhip customer, simply copy and paste the plain text examples shown below into your text block and edit the words in CAPS to fit your message. The [words in brackets] are Dynamic Fields. They make personalizing messages easy by automatically pulling contact details for your customers and staff into texts sent using our texting software or API solutions.
Part I: Common use case text templates
Emergency text alert examples
When you need to share important information quickly, business text templates for emergency situations can save valuable time. Share vital information with customers and employees about fast-moving situations such as the COVID-19 outbreak to mobilize your teams and keep everyone informed.
As the HEALTH ISSUE impacts our region, we’re working to ensure our customers’ needs continue to be met while we do our part to help mitigate this serious issue. We will continue to provide additional guidance as new information becomes available.
Doctor Waiting Room
We look forward to seeing you for your appointment today. For your safety, we ask that you check in from your car when you arrive by responding with the word HERE to this text. You will then receive a text message when the doctor is ready to see you. Thank you for your cooperation.
Severe Weather Warning
Due to severe weather in the area, local authorities are recommending that everyone remain indoors for the next TIMEFRAME. More updates will be shared as new information becomes available.
Transit Schedule Change
Bus routes #XXX, #XXX, #XXX will be rerouted until further notice due to REASON. We will send an update when the routes return to their regular schedule. Get details here: WEB LINK.
Due to REASON, the SCHOOL DISTRICT will be closed on DATE. We will keep you updated about possible future closures. Click this link for details: INSERT LINK.
Confirmation text templates
Confirmation texts provide peace of mind and limit the need for follow-up messages from customers. Consumers appreciate receiving a text message confirming an appointment, delivery of a package or confirming that the business received the information the customer provided.
Thank you for scheduling an appointment with our office. You are confirmed for an appointment with INDIVIDUAL on DATE at TIME. If you have any questions, please respond to this text or call HIM/HER at NUMBER.
Your package has been delivered to the address we have on file. If you have any questions, please let us know.
Thank you for providing the information we requested. We will follow up with you shortly regarding the next steps.
Reminder text message templates
We all have a lot on our minds these days. That’s why customers appreciate receiving quick text message reminders about things such as upcoming appointments, bills with approaching due dates and even notifications about auto maintenance schedules.
This is a friendly reminder that you have an appointment with INDIVIDUAL on DATE at TIME for [Custom Field 1]. If you have any questions, you can reply via text or call.
We just wanted to remind you that we’re waiting for the DOCUMENT you agreed to send us so we can complete the TRANSACTION we discussed. If you have any questions, please text or phone us.
Past Due Bill
Dear [First Name], our records indicate that your account has a balance that is past due. Please visit this link to our online payment page: WEB LINK by DATE in order to avoid a late fee. Text us if you have questions.
Marketing & promotion text templates
Spreading the word about your products using marketing and promotional texts can be effective, especially when offers are available for a limited time. Get the attention of customers with strong calls to action that encourage an immediate response. Fire Sales grab people’s attention because they mean deep discounts. Use language that customers will recognize and motivate them to shop.
Hi, [First Name]! To thank you for being such a wonderful customer, we’re inviting you to enter a contest for a chance to win ITEM! For more info and to enter, visit: WEBSITE LINK. Good luck!
Hi, [First Name]! Join us the first DAY OF WEEK of the month for discounted admission to our EVENT. Doors open at TIME. For more info visit: WEBSITE LINK. We look forward to seeing you soon!
We’re super excited to announce that we’re opening our doors on DATE at TIME. Come join us! For more details visit:S WEBITE LINK. We look forward to seeing you there!
Texting lets you inform customers when your new spring clothing line is available or your end-of-the-season clearance sale has begun. When a business sends a text message that lets customers know they have something that will benefit them, that’s a guaranteed way to raise awareness and increase sales.
It’s [Custom Field 1]’s BOGO Event! Sale starts DATE and ends DATE. Hurry in to take advantage of this limited-time offer. To find a store near you, visit: URL.
Hi, [First Name]! Don’t miss our SEASON sale on ITEM, ITEM and more! Save up to XX% on everything you’ll need for the season. For more info visit: URL.
Hi, [First Name]! Don’t miss our huge sale to celebrate HOLIDAY. Save up to XX% on everything you’ll need to make the HOLIDAY special. For more info visit: URL ___________.
Sales text message templates
A text message is a quick, non-obtrusive way for a salesperson to explain the value of their product or service. It’s also an easy way to follow up with leads and stay connected during the sales cycle.
Hi, [First Name). This is [My First Name] from [Custom Field 1]. Are you available for a short call to discuss [Custom Field 2]? Please let me know if you’re interested by replying to this message. I look forward to speaking with you. Thank you.
Hi, [First Name). This is [My First Name] from [Custom Field 1]. I just wanted to check in to see if you have any questions about [Custom Field 1]. I’m available for a quick call or text conversation if you’d like. You can text or call me at this number: [My Phone Number]. Have a great day!
Hi, [First Name). This is [My First Name] from [Custom Field 1]. I just wanted to follow up on [Custom Field 1]. Feel free to text or call [My Phone Number] at your convenience.
Free Trial Touchpoint
Hi, [First Name). This is [My First Name] from [Custom Field 1]. I wanted to check in with you to see how you’re enjoying the free trial of [Custom Field 2]. Let me know if you have any questions. I’m always happy to jump on a call if needed.
Follow Up After a Demo
Hi, [First Name). This is [My First Name] from [Custom Field 1]. Thanks for allowing me to show you a demo of our [Custom Field 1]. If you have any questions, please let me know and I’ll be happy to answer them for you. Text or call [My Phone Number] at your convenience.
See more text templates for sales here.
Internal communications text templates
Whether your team works under the same roof or they work remotely, text messages are a fast and efficient way to keep the lines of communication open across your organization. A business can set up group texts to connect specific teams as well as use texting for one-on-one conversations. Note: internal communications don’t need opt-out commands.
Hey team! Who’s interested in joining us for our FREQUENCY volunteer event? We’ll be helping ORGANIZATION on DATE between TIME and TIME. RSVP if you can join us!
It’s that time again. Please let us know if you’re available to work any overtime shifts next month. Questions? Send them to us and we’ll get back to you ASAP. Thanks!
Attention staff members: Please submit your completed timecards by this DAY at TIME to ensure you receive a paycheck. Questions? Let us know and we’ll respond ASAP. Thanks!
Action request templates
Inviting customers to leave a review about your business on online review sites such as Yelp and Google My Business can attract new customers and improve your bottom line. Consider reaching out to satisfied customers who can spread the word and write about their positive experiences.
Hi [First Name], this is INDIVIDUAL from COMPANY. Thank you for being a valued customer. We would appreciate it if you could leave a review about your experience with us. We have provided a link to a third-party online review page for your convenience: ADD URL.
Part II: Industry-specific text templates
Automotive text templates
Oil Change Reminder
Hello, [First Name].This is a reminder that your YEAR VEHICLE will be due for an oil change soon. Respond to this message or phone [My Phone Number] to schedule an appointment. INDIVIDUAL at BUSINESS.
Service Interval Appointment
Hello, [First Name]. Our records indicate that your YEAR VEHICLE is due for its NUMBER-mile tune-up. To schedule an appointment, reply by texting us or calling MY NUMBER. INDIVIDUAL at BUSINESS.
Vehicle Ready for Pick-up
Hello, [First Name]. Your YEAR VEHICLE is ready for pick up. We’re open from TIME until TIME today. We look forward to seeing you soon. If you have any questions, please respond to this text message or phone MY NUMBER.
Gym & fitness text templates
Hi, [First Name]. It’s [My First Name] with [Custom Field 1]. Just wanted to remind you that your credit card on file will be charged [Custom Field 2] on DATE. If you have any questions, please call or send a text message to TEXT-ENABLED BUSINESS NUMBER.
Class or Appointment Reminder
Hi, CUSTOMER! Don’t forget: you’re registered for CLASS at TIME today. If you need to cancel, reply to this message. Otherwise, we’ll see you there!
Last-minute Class Opening
Hey, CUSTOMER! We have an opening for today’s CLASS at TIME. Want to take the spot and register for the class? If yes, reply to this message and let us know.
Encouraging Fitness Goals
Hi, CUSTOMER! Don’t miss our SEASON savings on CLASS/OFFER. Get fit with INSERT OFFER! Follow this link for more info: ADD URL.
Hi, PROSPECT. Thanks for stopping by today! It was great to meet you. Here’s the class schedule for this week: INSERT SCHEDULE IMAGE. Just let me know which one you’d like to attend, and I’ll get you registered. INDIVIDUAL at [Custom Field 1].
Hey, MEMBER. Your TYPE OF membership is set to expire on DATE. Would you like me to renew this for you with the card we have on file?
Insurance SMS templates
Hi, INSURANCE CUSTOMER. This is REP NAME from INSURANCE COMPANY. It’s time for your annual policy review. Would you like to schedule a date and time to discuss your options? If so, please respond to this message. I look forward to assisting you.
Hi, INSURANCE CUSTOMER. This is REP NAME from INSURANCE COMPANY. We just wanted to confirm your REASON appointment for tomorrow. Does TIME still work for you?
Hey, INSURANCE CUSTOMER. It’s REP NAME from INSURANCE COMPANY. Please remember to sign and bring all your paperwork to your meeting tomorrow at TIME. We’ve emailed all the paperwork to you at [Email]. Text or call if you have any questions.
Hi, INSURANCE CUSTOMER. I wanted to follow up with you on the DOCUMENT that we need in order to finalize your Policy Type. If you have a clear picture of it on your phone, you can text it here. You can also email it to [My Email]. If you have any questions, we’re here to help! [My First Name] at [Custom Field 1].
Hello, INSURANCE CUSTOMER/PROSPECT. This is [Custom Field 1] from [Custom Field 2]. We’re sorry to have missed you today and hope everything is well. If you’d like to reschedule, please reply to this message or phone me at [My Phone Number].
30-Day Customer Touch
Hi, INSURANCE CUSTOMER. Thanks for being a COMPANY NAME insurance customer. I know you’ve gotten a lot of emails and paperwork since you signed up. Do you have any questions about anything you’ve received? [My Name].
Sending Directions for In-person Appointments
Hi, INSURANCE CUSTOMER/PROSPECT! I’m looking forward to meeting with you today at LOCATION. Here is a link with directions to my office: INSERT GOOGLE MAPS LINK. [My Name] at [Custom Field 2].
Legal text templates
Hi, CLIENT. Thank you for scheduling a consultation with our law office. You are confirmed for an appointment with [Custom Field 1] on DATE at TIME. If you have any questions, please respond or phone [My Number]. LAWYER NAME at LAW OFFICE.
Legal Document Request
Hello, CLIENT. I wanted to remind you that we’re waiting for the DOCUMENT we discussed. If you have any questions, please let us know by calling or sending a text message to [My Number]. LAWYER NAME at LAW OFFICE. Thank you.
Hello, CLIENT. I wanted to check in and make sure you’re ready to appear in court on DATE at TIME. If you have any questions, reach out by text message or phone me at [My Number]. LAWYER NAME at LAW OFFICE.
“When we text somebody, our response rate is almost 100 percent.”
— Justin Elsner, Managing Attorney, Elsner Law Firm
Medical text templates
Hi, PATIENT. This is [My First Name] from MEDICAL OFFICE. This is a reminder that we have you scheduled for a [Custom Field 2] on DATE at TIME. Contact us at BUSINESS TEXT LINE if you need to reschedule. We look forward to seeing you soon.
Hi, PATIENT. This is [My First Name] from MEDICAL OFFICE. Thanks for scheduling your annual checkup with us. Your appointment details are below as well as some helpful information. Appt: DATE at TIME. Contact us at BUSINESS TEXT LINE if you need to reschedule. Want to get a head start on your paperwork? Visit INSERT URL.
New Patient Referral
Hi, PATIENT NAME. This is [My First Name] from MEDICAL OFFICE. We received a referral from your doctor and need to schedule your initial appointment. To schedule, please call our clinic at [Custom Field 2] or reply to this text message. We look forward to caring for you!
Hi, PATIENT. This is [My First Name] from MEDICAL OFFICE. We have a last-minute opening today at TIME and wanted to see if you’re available since you’re at the top of our waiting list. Contact us at BUSINESS TEXT LINE if you can make it. We look forward to hearing from you soon.
Hi, PATIENT. This is [My First Name] from MEDICAL OFFICE. We wanted to follow up and see how you’re feeling following REASON FOR FOLLOW-UP. Please contact us at BUSINESS TEXT LINE if you have questions or need assistance. We’re available DAY thru DAY between TIME and TIME.
Sports text templates
Hey SPORT fans! A new season will be starting soon and now is the perfect time to order game tickets. For dates and seating options visit our online ticket ordering site: INSERT LINK. Hurry, before the best seats are reserved! [My Name] at SPORTS ORGANIZATION.
Hey SPORT fans! We’re giving away ITEM NAME to the first NUMBER fans who show this text message to staff members at the DESCRIPTION booth located at LOCATION. Supplies are limited so arrive early. Doors open at TIME.
Game Day FAQs
We know you have questions about what to expect when you arrive for the EVENT. Visit our FAQ page for info on parking, concessions, ticket info and more: WEB LINK TO FAQs.
Staffing & recruiting SMS templates
Hi JOB CANDIDATE, this is RECRUITER from AGENCY. A client of ours is looking for a JOB DESCRIPTION and I think you’d be perfect for the role: INSERT URL TO JOB DESCRIPTION. Text me if you’re interested.
First Day Follow-up
Hi, JOB CANDIDATE. This is RECRUITER from AGENCY. I wanted to check in on your first day to see how things are going. If you have any questions, please send a text message back.
Job Fair Follow-up
Hi, JOB CANDIDATE. This is RECRUITER from AGENCY. We received your resume at the recent job fair and would like to schedule an interview. Please let us know by calling CELL PHONE with your availability.
Hi, JOB CANDIDATE. This is RECRUITER from AGENCY. The JOB TITLE assignment is ending today. Thank you for your hard work! Please contact us at BUSINESS TEXT LINE if you need further assistance.
Hi, JOB CANDIDATE. This is RECRUITER from AGENCY. Please confirm that you’re all set to work at COMPANY NAME on DAY at TIME by responding to this text message.
Veterinary text templates
Hello, PET OWNER. This is FIRST NAME at VETERINARY. This is a reminder that PET NAME is due for an annual wellness check. Please respond here or call OFFICE NMBER to schedule an appointment. We look forward to seeing you both.
Hello, PET OWNER. This is FIRST NAME at VETERINARY. This is a confirmation that PET NAME has an appointment for an annual wellness check on DATE at TIME. We look forward to seeing you then. If you need to reschedule, reply or call OFFICE NUMBER.
Ready for Pick-up
Hello, PET OWNER. This is FIRST NAME at VETERINARY. PET NAME is doing well after HIS/HER procedure and will be ready to be picked up at TIME. Our office is open until HOUR p.m. tonight. Please arrive at least 30 minutes prior so we can ensure a smooth check-out process. We look forward to seeing you soon.
More helpful information on connecting with customers
We hope these text templates help your business reach customers more effectively. To learn more about business texting and to discover ways to better engage with your customers, download our free e-book: The Ultimate Guide to Texting Your Customers. It covers everything you need to know about best practices, texting etiquette, training employees for texting and more.
If you have any questions about what we do or want to get started with Zipwhip, feel free to contact us any time.