How to add a text message signature and templates to use

Android and iOS devices don’t have a built-in feature for adding signatures to SMS messages. You’ll need to use the text replacement feature as a workaround to add SMS signatures on an iPhone and a third-party app to add them on Android.

If you don’t want to jump through hoops just to make your texts look professional and consistent, you can use a business phone system to set up text message signatures (and do a whole lot more).  A modern system like Quo lets you insert signatures with a tap while helping your whole team send clear, on-brand messages from one shared phone number.

In this guide, you’ll learn how to add a text message signature using an iPhone, Android, and Quo, along with five templates you can use right away. We’ll also explain why Quo is a better solution for businesses looking to scale sustainably.

What is a business text signature, and why is it useful?

A business text signature is a short line of text you add to the end of your SMS messages, similar to an email signature. It usually includes your name, role, company name, and a link or contact detail. 

Customers don’t always have your number saved (especially when you’re sending introduction texts), so a signature helps them immediately recognize who’s reaching out and why. For small businesses, it’s a simple way to look more professional, save time on repeat messages, and build trust with customers.

How to set up a text message signature on an iPhone

iPhones and iPads don’t offer a built-in feature to add a signature to SMS text messages. You can download a third-party application from the App Store or use the text replacement feature.

Here’s how you can set up a text message signature with the native text replacement feature:

1. Go to Settings, General, Keyboard, and Text Replacement.
2. Tap the plus (+) sign in the upper-right corner.
3. Insert the signature text in the Phrase field. The text you enter in the Shortcut field works as a keyboard shortcut for adding the signature, so keep it short.
4. Tap Save in the upper-right corner.

Once you’ve set up text replacement, go to iMessage and start a new text. Type the shortcut, and you’ll see a suggestion for your signature. Tap on the suggestion to insert it in the text message.

Remember, text replacement might seem like a quick fix, but it still means using your personal number for business. That makes it harder to separate work and personal life and can compromise your privacy.

If text messages are one of your busiest communication channels, this method can make communication disorganized in the long run.

How to set up an SMS message signature on an Android

The default Android text messaging app and Samsung’s messaging app no longer offer the option to add SMS signatures. If you’re on an Android phone, you’ll likely have to use a third-party app like Handcent.

1. Download Handcent from the Play Store and launch the app.
2. Tap on the hamburger menu at the top-right.
3.  Click the multiple blocks icon.
4.  Select Settings.
5. Select the All tab.
6. Tap on Send message settings

7. Enable the Signature option using the button next to it. 

8. You’ll see a window pop up when you toggle the button. Insert signature text here and tap Confirm.

Your signature’s ready to go. 

That said, installing a third-party app is an added hassle — while it might work for basic personal texting, it’s not enough for running a business. 

You still don’t have a dedicated business number and will likely have to juggle two phones. You also can’t share the number with your team to split responsibility for texting.

How to set up a text message signature in Quo

Quo is the modern business phone system for small and growing businesses. It lets you text and call from your business number using any device (mobile, tablet, computer) as long as you have an internet connection, so you can respond to clients from wherever you are. 

For non-automated messages, use snippets — or message templates — for adding signatures. Here’s step-by-step how you can add signatures to the end of every text using snippets:

1. Sign in to Quo and select any contact you want to text.
2. Type / in the text box and select Snippets.

3. To create a new signature, select Create snippet, insert the signature text, and name the snippet.

4. Whenever you want to add an SMS signature to the end of your message, just pull up your snippets, select the signature you created, and hit send.

That’s just the tip of the iceberg, though. With Quo (formerly OpenPhone), you also get:

• Auto-replies so you can respond automatically to incoming text messages. When using auto-replies, you can add your signature in the automated text response so all automated texts include your signature.
• Shared numbers so your whole team can text from the same number, helping you keep signatures and branding consistent across devices and team members.
• Internal threads let you communicate internally regarding a client’s message without them knowing, like this: 

4 best practices for adding signatures to text messages 

To make your signature as effective as possible, follow these tips when adding one to your business text messaging:

1. Add relevant information: Include the information your contacts request most often. For example, a potential or existing client might want to know your business hours, website, and/or a link to book a spot on your calendar for a meeting.
2. Avoid public link shorteners: Many carriers block text messages containing links from public shorteners like Bitly or TinyURL. If you need to include a link, use the complete URL or a branded URL shortener like Cuttly.
3. Keep it short: Your signature should be shorter than 160 characters (if you don’t want it to split into two segments), so avoid including too much detail. For example, if you’re a support team member, include your name, role, and business hours.
4. Include opt-out language: If you’re sending marketing or promotional texts, include a short line like “Reply STOP to unsubscribe.” It helps you stay compliant with texting laws and gives customers a clear way to manage their preferences.

5 text message signature templates

Crafting a short and clear signature can be difficult. You want to share vital information while staying within the character limit. Here are five signature templates you can include in your sample text messages to customers:

1. SMS signature template for sales reps

Sales reps should provide contact information, like a phone number and email, so leads can quickly get in touch with questions.

Example: 

2. Message signature template for customer support reps

Customer support reps should include their name, role, and business hours since customers often want to know who they’re speaking with and when they can expect a reply.

Example:

3. Text signature template for appointment-based service providers

Your callers might have questions about your services and pricing. While you can’t explain your services in the signature, you can add a link to your website for more information. Use this when confirming bookings or sending reminders.

Example:

4. SMS signature template for business owners or founders

Business owners might consider using a personal signature to promote brand awareness. This can be the company’s bigger vision or the tagline.

Example:

5. SMS signature template for field service technicians

Signatures are great for mobile teams like HVAC, plumbing, or electricians who need to keep customers informed while in the field.

Example:

Quo: The best way to set up a text message signature

iPhones require you to use the text replacement feature to add signatures, while Android devices require installing a third-party app. Why go through the hassle when those options don’t offer anything else to make business texting easier or more efficient?

Quo offers automation features like snippets, auto-replies, and scheduled text messages, so you can spend less time messaging and more time focused on client work.

With Quo (formerly OpenPhone), you can also get:

• Unlimited calling and texting in the US and Canada from your business number
  
• MMS support so you can send images, videos, and files
  
• Internal threads to chat with teammates about client messages behind the scenes
  
• AI call summaries and transcripts to review conversations quickly without replaying recordings
  
• Sona, your AI voice assistant to answer routine calls and capture caller details when you’re unavailable

Setting up Quo only takes a few minutes — get a new local number or port your existing number to Quo. Once set up, you can go straight to creating a signature using snippets. Try out Quo for yourself by signing up for a free seven-day trial today.

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