How to Make an Effective Text Message Introduction

If you’re new to texting for business, it’s understandable if you feel a little pressure about introducing yourself in a text message to customers. What should you say in an introduction text? Should you be formal? Are emojis allowed? Texting for business is different than texting with family and friends, so we’ve put together a quick guide to get you started. Once you have the customer’s permission to text them (which can be achieved verbally or through opt-in text messaging), follow these best practices to send a solid introduction SMS to a client or customer.

1. Be clear about why you’re texting

When sending an introduction text, state who you are and provide a call to action (if applicable) that lets the recipient know what you need from them. You might need to schedule a phone call, remind them to send over a document or you may just want to give a warm hello. The following example offers an idea on how to start a professional text message with a new client who you’ve previously met in person.

introduction text message example

This introduction text sample hits all the important pieces: the employee identifies themself and the business they’re with; they offer context about their relationship to the customer; and they finish with a call to action, asking about availability for a phone call.

2. Make your introductory text message short

SMS limits texts to 160 characters, which isn’t a whole lot of room. If you use business texting software, however, you may have access to a higher SMS character count. No matter the tool you use, it’s best to keep messages succinct. Take this short and sweet self-introduction example:

introduction text

3. Add the right tone to your introduction SMS

The last thing you want to do with an initial text (or any text) is confuse your recipient with your tone; that is, the attitude you’re projecting in your message. You’ve been there before with friends or family: You read a text one way, but the sender meant it in a completely different way. Don’t let that happen with your customers. Language is everything when creating tone, so a good rule of thumb is to keep it friendly.

  • Keep emojis to a minimum and only use them when relevant.
  • Keep text abbreviations and slang light and only use them with customers who you know will understand them.
  • Avoid capitalizing all letters (people perceive that as yelling).
  • Don’t be curt.

Before sending a text, give it a quick scan to ensure that you’re not coming off any other way than you intended. For example, texting “That’s not what I’m talking about” could be seen as rude when you could instead say something like, “Sorry for the confusion. I’m talking about…”

4. Give customers the option to opt out

Even though your customer gave you permission to text them, they should always have the option to opt out. Let them know they can do so by including language such as Text STOP to opt out at the end of your first message.

If your customer does reply STOP, you should immediately cease texting them. You may want to consider sending an automated message that confirms they’ve opted out and that they will be removed from all future text communications. The best way to implement a STOP command is with a secure SMS platform at the network level so that every opt-out request is processed automatically.

With Zipwhip software, the message portion of the conversation window will be grayed out so that the user cannot text the customer until they opt in again.

Download our free TCPA Compliance e-book for more information about best practices for two-way texting.

5. Add a signature to your introduction text

A signature adds a final touch of personalization to the end of your message. Text message signatures should be short and simple. Something like “Dana Nash, Wallingford Insurance” works well, and you could save yourself time by including opt out language in your signature, too. Example: “Dana Nash – Wallingford Insurance- Text STOP to end messages.”

Here’s how to include and remove a signature with your messages using Zipwhip.

 

Introduction text message examples

Here are few more examples to help you figure out what to send customers or clients in your initial text.

Auto-reply text message introduction example

Business texting software can help you reply to a first touch point with a customer instantly. An auto-reply text can offer a greeting and an expectation for when someone will get back to the inquiry.

Thanks for texting Golden Gardens Auto Supply. You’ve reached us outside our normal business hours, but one of our associates will reply to your message when we’re back in the shop. We’re open Monday to Saturday, 8 am to 6 pm. We’ll talk soon!

Formal text message introduction

Hi Maria. Thanks for filling out the Contact Us form on our website. I’m happy to help you explore home and auto options. Would you like to set up a phone call to get acquainted or would you prefer to continue our conversation over text?

Raymond S. from Phinney Insurance. Text STOP to end messages.

Text message introduction sample

Hi there! I’m Kevin from Ballard Real Estate. Thanks for your request to tour 4903 Corson Ave S in Seattle on Tuesday, August 25. Are you free now to discuss a few details?

Sample messages to send after the introduction text

Now that you’ve sent the first few texts to your customer, check out these free resources for future conversations:

Want to take Zipwhip business texting software for a spin with your customers? Try us out free.

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