You probably don’t think twice about sending texts to coworkers — but the thought of messaging clients might make your palms sweaty. Should you add an emoji, or is that too forward? Is it okay to start with “hi” instead of “hello?” What should you even say?
If you’re struggling to come up with professional-sounding messages from scratch, you can use this guide to find the perfect message template.
It’s packed with 81+ sample text messages to customers for any business situation and explains how a business phone system can help you make texting more efficient.
Top 5 messages businesses send most often
| Situation | Example message |
|---|---|
| Appointment reminder | “Hi [name], just a reminder for your appointment at [business] on [date] at [time]. Reply here if you need to reschedule.” |
| Payment reminder | “Hi [name], your payment of [amount] is due. You can pay here: [URL]. Let us know if you have any questions.” |
| Order update, shipping or delivery | “Good news, [name]! Your order #[number] is on its way. Track it here: [URL].” |
| Follow-up after service | “Hi [name], thanks again for choosing [business]! Let me know if you have any questions or need anything else.” |
| Promotion or discount | “Hi [name], enjoy [discount]% off at [business]. Use code [code] before [date]: [URL].” |
81 message templates by use case
Texting customers doesn’t have to be difficult — provided you follow proper SMS texting etiquette.
Here are three things that make a great business text message:
- It’s brief. 160 characters is usually sufficient, although an occasional MMS won’t be a problem.
- It includes your name and contact details. Customers want to know who’s sending them messages.
- It’s focused. Your message should have a call to action, aka CTA, or at least a specific action in mind. Try to keep your recipients focused on a single goal, like “reply to this message” or “click this link.”
Now, let’s dive into our templated SMS messages.
P.S. Be sure to bookmark this guide so you can reference these templates on the go.
Welcome messages to new customers
Onboarding a customer? Got a new signup form for an email marketing newsletter? Show customers you care with a friendly introduction text message.
Template #1: Welcome + getting started guide
Start by welcoming new customers and pointing them to a helpful resource.
“Hi [name], welcome to [business]! We’re thrilled to have you on board. Read our “getting started” guide here: [URL]. Reply to this message with any questions.”
Template #2: Intro to your point of contact
Here’s an easy way to introduce an assigned account manager or point of contact. That way, you can build customer connections and add a human element.
“Hello [name], welcome to [business]! I’m [name], your dedicated [role/job]. If you need help or have questions, you can reach me at [contact info]. Chat soon!”
Template #3: Share a tutorial or walkthrough
You can use this message to share a helpful tutorial and guide the client through your product or service.
“Hi [name], glad to have you at [business]! To make the most of our service, check out our tutorial here: [URL]. Message me if you need further support!”
Template #4: Start a two-way conversation
Craft a welcome message that encourages two-way conversations. For example, use this message to learn more about your client’s goals.
“Howdy [name], this is [name] from [business]! Tell me: what do you need the most from [product/service]? Respond here, and I’ll message you back directly.”
Template #5: Confirm signup and next steps
You can also confirm their signup and guide them to the next step.
“Hi [name], this is [business]. Your signup is confirmed. Next step: complete your setup here: [URL]. Reply if you need help getting started.”
Template #6: Set expectations for what happens next
You can set expectations and let customers know what happens next.
“Hi [name], welcome to [business]! Here’s what happens next: we’ll [next step]. You’ll hear from us within [timeframe]. Questions? Reply here anytime.”
Why these sample messages work
They’re short, clear, and easy to act on — which is what makes them attractive messages for customers. Each template includes your business name and focuses on one next step, like replying or clicking a link.
Meeting and appointment reminders
Reminder texts reduce the risk of no-shows for your business.
Template #7: Appointment reminder with details
You can use this message to confirm customer appointments and provide specific times, dates, and location details.
“Hi [name], just a reminder for your appointment at [business] on [date] at [time]. If you need to reschedule, give us a call at [number].”
Template #8: Reminder with preparation instructions
If your customer needs to bring certain items to their appointment, use this message as a gentle reminder.
“Hey [name], your appointment with [business] is scheduled for [date] at [time]. Remember to [action item]. To reschedule, reply here or call [number].”
Template #9: Reminder with cancellation policy
Does your business have a cancellation policy? Here’s how to add it to your appointment reminder text to reduce last-minute cancellations.
“Hello [name], this is a reminder of your upcoming appointment at [business] on [date] at [time]. Please remember to read our cancellation policy here: [URL].”
Template #10: Same-day reminder
If the appointment is coming up today, a quick nudge helps keep it top of mind.
“Hi [name], this is a reminder that your appointment with [business] is today at [time]. We’ll see you soon. Reply here if anything changes.”
Template #11: Request confirmation
Sometimes it’s worth sending appointment confirmation texts to double-check that your client is still attending.
“Hi [name], your appointment at [business] is on [date] at [time]. Please reply YES to confirm or call [number] to reschedule.”
Template #12: Include location or directions
If your location isn’t obvious, it helps to point them in the right direction.
“Hi [name], your appointment at [business] is on [date] at [time]. Find us here: [address or map link]. Call [number] if you need help getting here.”
Template #13: Virtual or online appointment reminder
Running things online instead? Send the link ahead of time.
“Hi [name], your virtual appointment with [business] is on [date] at [time]. Join here: [URL]. Reply if you have trouble accessing the link.”
Template #14: Follow-up reminder before appointment
Right before an appointment, a quick heads-up can prevent last-minute no-shows.
“Hi [name], your appointment with [business] starts in [timeframe]. We’re looking forward to seeing you. Reply here if you need anything.”
Why these sample messages work
They get straight to the point and give people what they need. Each meeting and appointment reminder template makes it clear who it’s from and what to do next.
💡 Related: 7 Appointment Reminder Software Tools for Small Businesses
Payment and invoice reminders
Automated SMS messages should be short and to the point, reminding customers of unpaid invoices without overwhelming them. You could also provide them with links to pay on their own, which saves you and them extra time.
Template #15: Deposit or upfront payment reminder
Here’s a payment reminder message for partial payments or deposits due before your service.
“Hi [name], this is a reminder from [business] that an initial deposit of [amount] is due to confirm your [service]. Please make your payment by [deadline].”
Template #16: Reminder with payment methods
You may also want to provide accepted payment methods to give customers additional options.
“This is a reminder from [business] that your payment of [amount] for [service/product] is due. Please note we accept [payment methods]. Reply with questions.”
Template #17: Offer a payment plan
If you want to offer a payment plan, here’s how to add a short sentence with more information.
“Hey [name], the balance of [amount] is outstanding for [service/product]. If needed, we’re happy to offer a payment plan. Reply here for details.”
Template #18: Firmer overdue reminder
For customers who are behind on payments, here’s a firmer reminder.
“[Name], a reminder that invoice [#] totaling [$] remains unpaid and was due on [date]. Unpaid balances will result in [consequence]. If you need assistance with completing the payment, reply to this message.”
Template #19: Friendly nudge with payment link
If you just need to give a quick nudge, keep it simple and include a direct link to pay.
“Hi [name], just a quick reminder from [business] that your payment of [amount] is due. You can pay here: [URL]. Let us know if you have any questions.”
Template #20: Final reminder before escalation
If the payment is significantly overdue, it helps to be clear about next steps.
“Hi [name], your payment of [amount] for invoice [#] is still outstanding. Please make your payment by [date] to avoid further action. Contact us at [number] if you need support.”
Why these sample messages work
They’re easy to understand without being overwhelming. They focus on one step, like paying or reaching out, while keeping the tone respectful.
Follow-up messages
Nobody likes the awkward “heyyy, did you get my message?” text. It’s uncomfortable for both sides. But a well-crafted follow-up can show clients you value their business and want to keep the relationship strong.
Template #21: Post-service thank you
Let’s start with this example after completing a service for a customer.
“[Name], thank you again for choosing [business] for [service]. Clients like you are why we do what we do. If you have questions or need us for [future situations], don’t hesitate to reach out.”
Template #22: Check customer satisfaction
Not sure if the customer is satisfied with your service? You can find out with this follow-up text.
“Hey [name], it’s [name] from [business]! How did [service] go on [date/time]? Any questions or comments? Reply here to let us know how we can do better.”
Template #23: Upsell or cross-sell
Follow-ups can also double as an upselling/cross-selling opportunity. Here’s an example of how to do this.
“Hi [name]! Loving your [product/service]? Pair it with [product/service] for an even better experience. Check it out here: [link].”
Template #24: Missed appointment follow-up
If customers miss an appointment with your business, you can use this template to encourage a reschedule.
“Hey [name], we missed you at your [appointment] on [date]! Ready to reschedule? Click here to pick a time that works for you: [URL].”
Template #25: Promote seasonal offers
When customers engage with seasonal specials, be sure to remind them when new deals roll around.
“[Season/event] is almost here, [name]! Don’t miss out on [business] [discount/details]. Offer ends [date]. Shop our specials here: [URL].”
Template #26: Follow up on feedback request
You can also follow up on feedback requests to ensure they don’t fall through the cracks.
“Hey [name], it’s [name] from [business]! Did you get a chance to review your experience with [product/service]? I’d love it if you shared your thoughts: [URL].”
Why these sample messages work
They follow up without making things uncomfortable, so it feels natural to respond. The message is short, specific, and tied to something that has already happened, like a recent visit or a missed appointment. That makes it easier for someone to pick the conversation back up and take action.
Order notifications
Sending shipping updates via text is a great way to give customers some much-needed peace of mind.
Template #27: Shipping notification
Here’s a basic shipping notification template to get you started.
“This is to inform [name] that order [#] has shipped and is on its way! Stay tuned for updates as your package gets closer. Thanks for choosing [business]!”
Template #28: Shipping update with tracking link
This message confirms when a shipment has been sent and includes a tracking link for the customer’s convenience.
“Good news, [name]! Your order #[number] has shipped. You can track your package here: [URL]. If you have any questions, feel free to reply.”
Template #29: Shipment delay update
You can use this template to inform customers of shipment delays.
“Your shipment for [order/item name] has been delayed due to [reason]. We now expect it to arrive by [new delivery date]. We apologize for the inconvenience.”
Template #30: Partial shipment update
To inform customers about a partial shipment, you can use the following template.
“Hi [name], your order [#] has been partially shipped. The remaining items are expected to ship by [date]. We’ll keep you updated on all shipments.”
Template #31: Delivery confirmation
Let customers know their package has been delivered so they have a confirmation of delivery.
“[Name], order #[number] has been successfully delivered and signed for on [date]. If you have questions, please reply here.”
Template #32: Out for delivery notification
If a delivery is arriving, a quick heads-up can be helpful to your customers.
“Hi [name], your order #[number] is out for delivery and should arrive today. Keep an eye out, and reply here if you need help.”
Why these sample messages work
They keep customers updated at every stage, from order to delivery, so they’re not left wondering where their package is. It can also prevent customers from unnecessarily reaching out to you requesting status updates.
Request reviews and feedback
Positive customer feedback can help your brand stand out. Although some customers need an extra nudge to leave feedback in the right places. Here are a few customer feedback text message samples you can use.
Template #33: Invite customers to leave a public review
Here’s a feedback request template you can use to invite customers to leave feedback on a public platform.
“Thanks for choosing [business], [name]! If you had a wonderful experience, please consider sharing it with others by leaving a review on [platform]: [URL].”
Template #34: Check customer satisfaction
Here’s a feedback request template that offers a satisfaction rating scale.
“Thanks for choosing [business], [name]! We’d love to hear how we did. On a scale of 1-10 (10 being excellent), how satisfied are you with [service/product]?”
Template #35: Offer an incentive for completing a survey
Here’s an example of a feedback request that offers a small incentive for completing a survey.
“We value your opinion, [name]. By providing feedback through this survey, you’ll receive [offer] on your next purchase at [business]. Start here: [URL].”
Template #36: Follow up on a recent purchase or interaction
You could also submit a personalized feedback request based on a specific service or product.
“Hi [name], it’s [name] from [business]. I noticed you recently [engaged/purchased] from us. I’d love to hear your thoughts! Reply here and let me know.”
Template #37: Gently remind customers to leave a review
If a customer hasn’t left a review yet, a gentle follow-up can help remind them.
“Hi [name], just checking in from [business]. If you have a moment, we’d really appreciate your feedback here: [URL]. It helps us improve and serve you better.”
Template #38: Ask for feedback before it goes public
If you want to catch customer issues early, invite them to share feedback directly with your team first.
“Hi [name], this is [business]. We’d love to hear how your experience was. Reply here with any feedback so we can make things right.”
Why these sample messages work
These templates make it easy for customers to share their feedback without overthinking it.
Time-sensitive promotions and exclusive discounts
Promotional text messages, discounts, and store-exclusive coupons are brilliant marketing strategies for growing businesses.
💡 Stay compliant with the Telephone Consumer Protection Act , or TCPA, by ensuring recipients have opted in to receive messages and providing an easy way to unsubscribe.
Template #39: Reward customers for referrals
Here’s a text message example with an exclusive offer for referrals.
“Hi [name], refer your friends to [business name] and receive [exclusive discount]. Plus, you’ll get [checkout reward] as a thank you. Start sharing and redeeming with this link: [URL]. To opt out of these messages, reply STOP.”
Template #40: Offer early access to a launch or event
You can send event reminder texts to build anticipation for your product launches.
“[Business]: You’re invited to an early access to our upcoming [event/product/service]. Visit [URL] to secure your spot. Reply STOP to cancel.”
Template #41: Celebrate a milestone with a promotion
Here’s an example of a promotion text tied to a milestone — in this case, a business anniversary celebration.
“[Business] is turning [age], and to say thanks, we’re offering [promotion] from [date] to [date]. Use code [word] on your next order. End messages with STOP.”
Template #42: Share a limited-time discount
Running a short-term promo? Keep it simple and highlight the deadline along with your offer.
“Hi [name], enjoy [discount]% off your next order at [business]. Use code [code] before [date]. Shop now: [URL]. Reply STOP to opt out.”
Template #43: Send a flash sale alert
If the offer won’t last long, let them know right away so they don’t miss out.
“Flash sale at [business]! Get [offer] for the next [timeframe] only. Don’t miss out: [URL]. Reply STOP to unsubscribe.”
Template #44: Remind customers before an offer ends
If the deadline is approaching, a quick reminder can drive last-minute sales.
“Hi [name], last chance to save [discount]% at [business]. Offer ends [date]. Use code [code] here: [URL]. Reply STOP to opt out.”
Template #45: Offer a personalized discount
You can also tailor offers based on past customer purchases or behavior.
“Hi [name], we picked something just for you. Enjoy [discount]% off your next [product/service] at [business]. Redeem here: [URL]. Reply STOP to unsubscribe.”
Template #46: Reengage inactive customers with an offer
If someone hasn’t purchased in a while, a small incentive can bring them back.
“It’s been a while, [name]! Come back to [business] and enjoy [offer] on your next order. Start here: [URL]. Reply STOP to opt out.”
Why these sample messages work
These message templates create urgency and give people a reason to make a purchase, whether that’s a deadline, a discount, or exclusive access. They’re direct, easy to scan, and include a simple next step. And they include an opt-out option to help your business stay compliant.
Loyalty rewards messages
Another branch of text message marketing is customer loyalty rewards. These allow you to show appreciation for high-value customers while boosting client engagement.
Template #47: Reward loyal customers with a special offer
Let’s start with a text that has a special offer for existing customers.
“Hey [name], we really appreciate you choosing [business]! As a thank you, here’s [offer/discount] just for you. Use code [code] or grab it here: [link].”
Template #48: Give early access to loyal customers
If you plan to provide customers with early access to exclusive events or services, you can use this message to keep them informed.
“Hi [name], it’s [name] at [business]. As a valued [loyalty program] member, we’re offering you early access to [event/service] on [date/time]. Reply YES for info.”
Template #49: Notify customers about loyalty points or rewards
If your program includes points or credits, a quick update can remind people to come back and use them.
“Hi [name], you’ve earned [points/reward] with [business]! Redeem it on your next purchase here: [URL]. Let us know if you have any questions.”
Template #50: Remind customers to redeem rewards before they expire
If rewards have an expiration date, it’s worth giving customers a heads-up so they don’t miss out.
“Hi [name], just a reminder that your [reward/points] with [business] expire on [date]. Use them before they’re gone: [URL].”
Template #51: Celebrate a loyalty milestone
When someone hits a milestone, it’s an opportunity to build your relationship with them.
“Hi [name], you’ve reached [milestone] with [business]! To celebrate, enjoy [reward]. Thanks for sticking with us.”
Template #52: Offer a birthday or anniversary reward
Personal moments like birthdays or anniversaries are a great reason to send something thoughtful.
“Happy [birthday/anniversary], [name]! As a thank you from [business], here’s [reward] to celebrate. Enjoy: [URL].”
Template #53: Invite loyal customers to enjoy an exclusive perk or upgrade
If you’re rolling out something new, loyal customers are the perfect group to test it.
“Hi [name], as one of our top customers, you’re invited to try [perk/upgrade] at [business]. Get started here: [URL].”
Why these sample messages work
They make your best customers feel seen, not just sold to. When you reward loyalty with perks and early access, you give them a reason to keep coming back.
Win back churned customers
Great customer experiences should continue after a client leaves. It’s never too late to win them back — starting with a friendly text message.
Template #54: Bring customers back with a limited-time offer
For example, you could send a message offering a special discount or incentive to return.
“Hi [name], it’s lonely here without you! Here’s a [discount/incentive] on your next visit to [business]. Offer valid until [expiration date]. See what we’ve got in stock: [URL].”
Template #55: Remind them of what they last purchased
Or you could send a reactivation message reminding them of their last service or purchase.
“[Business]: It’s been a while since your last [service/purchase], [name]. Buy today and enjoy [offer] while supplies last. Browse our catalog: [URL].”
Template #56: Reach out with a personal check-in
If your business thrives on 1:1 relationships, you can send a personalized text message encouraging them to take action.
“Hey [name], it’s [name] from [business]! It’s been a while – how’ve you been? How’s your [business/work/experience] going? Wanted you to know I’m always here to help if you need it.”
Template #57: Send a simple “we miss you” message
And of course, who could forget the classic “we miss you” follow-up message.
“We miss you, [name]! 🌟 Let’s make your next visit to [business] special. Enjoy [offer] as long as [conditions]. Offer valid until [date]. Hope to see you soon!”
Why these sample messages work
They reopen the conversation without coming across as pushy. A mix of friendly check-ins and timely offers gives people a reason to come back while keeping the tone natural and easy to respond to.
Sales messages to qualify leads
Need to reengage a lead into your sales process? Here are some sales messages to customers you can use.
Template #58: Remind leads their free trial is ending
First, here’s a message that warns when a free trial is about to end. It also explains how the lead can take action to keep their account.
“Hi [name], this is [name] from [business]. I hope you’ve enjoyed exploring [new product/service] during your free trial! Your trial ends on [date] — so if you want to keep enjoying all the features at a discount, now is the time to upgrade. Check out our plans here: [URL].”
Template #59: Follow up after a form submission
You can also reengage potential customers by providing relevant information after they’ve filled out a form on your website.
“Hello [name], thanks for your interest in [business]. I’m [name], and I saw you wanted more information about [product/service]. Here’s a quick overview to get you started: [URL]. If you’d like to schedule a demo, text me back. Looking forward to hearing what you think.”
Template #60: Remind leads about an upcoming demo
Have a product demo on the calendar? Make sure your lead doesn’t forget with this appointment reminder text.
“Hey [name], this is [name] from [business]. I’m excited for your demo of [product/service] on [date/time]. If you have any questions, message me here.”
Template #61: Follow up when a lead stops responding
If a lead hasn’t replied to your last message or email, you can use this template to restart the conversation without being pushy.
“Hi [name], just wanted to check in. Are you still exploring [product/service]? Happy to answer questions or help you figure out if it’s the right fit.”
Template #62: Qualify needs before a call
If you want to qualify a lead before scheduling a time, this template helps you understand the problem they’re trying to solve.
“Hi [name], before we chat, I’d love to learn a bit more. What are you looking to solve with [product/service]? That way I can tailor things to you.”
Template #63: Share a relevant example or use case
If a lead is comparing options, send this message to show how another business like theirs uses your product and the results they’re getting.
“Hi [name], here’s how another [type of business] is using [product/service] to [result]: [URL]. Let me know if you’d like to explore something similar.”
Template #64: Guide the lead to the next step
If a lead has shown interest but hasn’t taken action, use this template to point them to the next step, like booking a demo or starting a trial.
“Hi [name], if you’re still exploring [product/service], the best next step is to [book a demo/start a trial/etc.]. You can do that here: [URL]. Happy to help if you have questions.”
Why these sample messages work
Each message is tied to a specific interaction, like a trial ending or a demo coming up, so it feels relevant instead of random. That makes it easier for leads to respond.
Post-call summary and next steps after the call ends
Once a call ends, it helps to follow up with a quick summary so everyone’s aligned on what was discussed and what happens next.
Template #65: Summarize the call and confirm next steps
Right after a call ends, send this to recap what you discussed so nothing gets missed.
“Hi [name], thanks for the call today. Here’s a quick recap: [summary]. The next step is [action]. I’ll follow up by [date]. Let me know if I missed anything.”
Template #66: Share resources discussed on the call
If you mentioned links, pricing, or docs during the call, send them right away so they have everything in one place.
“Hi [name], great speaking earlier. As promised, here are the resources we talked about: [URL]. Let me know what you think or if anything stands out.”
Why these sample messages work
They keep everything fresh while the conversation is still top of mind. A quick recap makes it easier to keep things moving without any back-and-forth.
Breakup text with an open door to reconnect
If a lead has gone quiet, sometimes it’s better to close the loop while leaving things on good terms.
Template #67: Close the loop politely
If you haven’t heard back after a few follow-ups, use this template to wrap things up without burning the relationship.
“Hi [name], I haven’t heard back, so I’ll assume now’s not the right time. If things change, feel free to reach out anytime — happy to pick this back up.”
Template #68: Offer to revisit later
If timing might be the issue, this message keeps the door open for a future conversation.
“Hi [name], totally understand if now’s not the right time. Want me to check back in around [timeframe]? Just let me know.”
Why these sample messages work
They take the pressure off while keeping the relationship intact. Instead of chasing replies, you leave things in a way that makes it easy for them to come back later.
Text to follow up with an inbound lead
When someone reaches out first, timing matters. A reply shows you’re responsive and keeps them engaged.
Template #69: Respond quickly to new inbound interest
If someone has just reached out, follow up right away while it’s still fresh on their mind.
“Hi [name], thanks for reaching out to [business]. I saw your message about [topic] — happy to help. What’s the best way to move forward?”
Template #70: Guide them to the next step
Once you’ve responded, help them take the next step so the conversation doesn’t stall.
“Hi [name], based on what you’re looking for, the best next step is to [book a call/start a trial/etc.]. You can do that here: [URL].”
Why these sample messages work
They help your team respond quickly and keep the conversation flowing. Each message makes it easy for the lead to continue working with your business.
Text to ask for a referral
If someone’s had a good experience, it’s a great time to ask them to share it with others.
Template #71: Ask after a positive experience
Right after a good interaction with a client, send this while the experience is still fresh.
“Hi [name], glad we could help with [service]! If you know anyone else who might need this, feel free to pass along my details — I’d really appreciate it.”
Template #72: Ask for referrals through social media
Offer an incentive for referrals gained through social media.
“Love [business], [name]? 🥰 Share it with friends! Earn [reward] for every successful referral by sharing [item] on social media. Start earning today at [URL].”
Template #73: Offer an incentive for referrals
If you want to increase the chances that someone will refer others, give them a clear reason to do so — like a reward they’ll get once the referral signs up or makes a purchase.
“Hi [name], quick one — if you refer someone to [business], you’ll get [reward] as a thank you. You can share this link: [URL].”
Why these sample messages work
They ask at the right moment, when the experience is still positive. Keeping it simple and low-pressure makes people more likely to refer someone.
Customer care
Make sure your customers feel cared for, supported, and informed with a check-in message that asks how they’re doing:
Template #74: Check in after a recent purchase
Here’s a template you can use when it’s time to check in with a customer after they’ve just purchased something from your business.
“Hi [name], [name] here! Thanks for your recent purchase of [product/service] from [business]. I hope you’re loving it so far — and if not, message me here.”
Template #75: Cancel or reschedule an appointment
You can also notify customers when you need to cancel or reschedule an appointment — making sure you also provide rescheduling options.
“Hey [name], this is [name] from [business]. I’m reaching out to let you know we need to [cancel/reschedule] your appointment on [original date/time] for [service]. I’m so sorry about that — [reason, if appropriate]. If rescheduling works for you, please let me know your preferred date and time, and I’ll do my best to accommodate.”
Template #76: Follow up on an open issue
If a customer has reached out with a problem, send this to check if everything’s been resolved.
“Hi [name], just checking in from [business]. Were we able to resolve your issue with [problem]? Let me know if you still need help.”
Template #77: Share an update on a request or issue
If something is still being worked on, keep the customer in the loop so they’re not left wondering.
“Hi [name], quick update from [business] — we’re still working on your [request/issue]. I’ll keep you posted as soon as I have more to share.”
Template #78: Let customers know support is available
If you want to remind customers they can reach out anytime, this message lets them know that the door is open.
“Hi [name], just a quick note from [business] — if you need help with anything, you can message us here anytime. We’re happy to help.”
Template #79: Apologize for a mistake or delay
If something didn’t go as planned, this message helps you acknowledge it and offers your support.
“Hi [name], I’m really sorry about the delay with your [order/service]. We’re working to fix this as quickly as possible. Let me know if there’s anything I can do in the meantime.”
Template #80: Confirm a request has been completed
Once something is resolved, it’s helpful to close the loop so the customer knows it’s done.
“Hi [name], just letting you know your [request/order/update] has been completed. If anything else comes up, feel free to message us here.”
Template #81: Check in after support interaction
After helping a customer, follow up to make sure everything is still working as expected.
“Hi [name], just wanted to check everything is still going smoothly after your recent support request. Let me know if there’s anything else you need.”
Why these sample messages work
They show customers you’re paying attention, even after the initial interaction. Simple check-ins, updates, and follow-ups make people feel supported and reduce unresolved issues.
9 best practices for texting clients
Business texting is half art, half science. Here are some of the more technical tips to help you keep your messages effective —(and your account intact:
- Stay compliant with US texting regulations. Failure to follow SMS compliance — including opt-in and opt-out messages — could result in delivery issues, message restrictions, and account suspensions.
- Be mindful of message frequency. Sending your customers too-frequent messages could lead to spam reports and account suspensions. It’s a good idea to experiment with frequency and adjust based on customer feedback or unsubscribe rates.
- Add your business branding or voice. For example, don’t say “howdy” if that’s not your business’s tone. If you’re not sure what your business voice is, ask your marketing team if there are existing brand guidelines. If all else fails, a simple “hi” can’t hurt.
- Test variations to see what resonates. You can try out different formats, lengths, and phrasing to see which ones have the biggest impact on open rates.
- Use clear, concise language in every SMS message to customers. A good rule of thumb is writing for an eighth grade reading level. If the text sounds strange or awkward when read out loud, it’s probably worth rewording.
- Personalize messages with customer names or context about service. Around 71% of customers are annoyed by messages that aren’t relevant to them. If you don’t personalize your texts to customers, they could be more likely to unsubscribe from your list.
- Include a CTA or next step. This will help your customers take action. Your CTA could be a link, a prompt to respond, or an open-ended response, like “text me here if you need anything.”
- Respect texting hours and preferences. Don’t interrupt customers outside of business hours in their time zones — unless you want compliance issues. With a business phone system like Quo, you can use message scheduling to queue up texts in the recipient’s time zone.
- Choose the right type of phone number. Use a local US or Canadian number to build trust with customers in a specific city or region. Or use a North American toll-free number if you want to present a broader, national presence.
How to create message templates in Quo to work more efficiently
Don’t want to manually copy/paste your messages to customers? With Quo, you can save text message templates on-platform with snippets. These let you answer FAQs fast and avoid creative ruts when responding to customers.
Here’s how you can set up snippets in Quo:
- Log in to your Quo account. If you don’t have an account yet, you can sign up for a free seven-day trial to check things out.
💡Just know that you can’t send messages to US numbers unless you complete carrier registration.
- Type /snippets into a message box and click Create snippet. Give your snippet a name, like “birthday text” or “holiday text message,” type your message, and click Save.
And voila! Your SMS snippet is ready to rumble.
Want to learn more about snippets on Quo? Check out our guide on how to create, share, and use snippets.
Simplify messaging with Quo
Business texting can feel overwhelming, especially if you’re short on time or not sure how to strike the right tone. The good news is that templates make it easy. And with the right business messaging tool, you can put many of your texts on autopilot.
Here’s how Quo can help:
- Access shared phone numbers and a unified inbox, keeping all customer communications in one place.
- Schedule text messages to send based on the recipient’s time zone.
- Respond to missed calls, texts, and voicemails with auto-replies.
- Connect with the tools you already use, plus 8,000+ other apps through Make and Zapier’s automated workflows.
- Send text messages during live calls with Sona so you can share a booking link or your business address in real time.
All this makes Quo the best text messaging platform for growing small businesses. No need to take our word for it, though — you can test us out at any time.
Sign up today for a Quo account and send unlimited texts in the US and Canada.
FAQs
Short business text message examples focus on one clear action, like confirming, reminding, or sharing a link. That way, customers can quickly read and respond to your text. For example, you can send: “Hi [name], your appointment is confirmed for [date] at [time]. Reply here if you need to reschedule.”
Start by introducing yourself or your business so the person knows who’s texting. Then get straight to the point. For example, you can say: “Hi [name], this is [name] from [business] — just following up on your request from yesterday.”
A marketing message usually builds awareness and engagement. It should be relevant to the recipient’s experience of your company — and easy for them to act on. For example, you can send: “Hi [name], we’re sharing weekly tips to help you grow your business — want it? Click the link here: [URL].”
A promotional text message is any message that highlights a deal, discount, or limited-time offer. You can also use them for flash sales, early access, or seasonal campaigns that are linked to your products.
Emojis can make your messages feel more friendly and human, but it’s best to keep them minimal. One emoji is usually enough to include in a text message. If your brand tone is more formal, you may want to skip them altogether.
Before sending messages, you need to make sure customers have opted in to receive texts from your business. That way, you stay compliant with regulations like the TCPA to avoid legal issues and fines. You should also include a clear way to opt out, like letting customers know they can simply reply STOP.
