Text Dispatch Software | Logistics & Dispatch SMS + Examples
Kyle Kuczynski
Kyle Kuczynski
MessageDesk Co-Founder & CMO
Updated: Aug 12, 2022

Learn About Text Messaging for Logistics Companies, Trucking Companies, and Dispatch

Communication is what gets people and things to the right places at the right times.

But smooth operations require communication methods and tools that are quick, easy, and accessible by all.

This is where text message dispatching comes in handy.

Text messaging for logistics, trucking, and transportation companies makes it possible to:

  • Communicate with customers and other stakeholders
  • Keep connected to drivers and people in the field
  • Streamline and organize multiple conversations
  • Improve communication for office staff

So read on as I cover:

  1. What text dispatch is
  2. Why text messaging for logistics companies, trucking companies, and dispatch works
  3. How logistics and transport companies can get started with dispatch text messages
  4. Free logistics and truck dispatch templates and examples

Let's get started!

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What is Text Dispatch?

Text dispatch is SMS business text messaging for logistics, trucking, transportation, or delivery companies. SMS dispatch software makes it possible for teams of office staff, drivers, and other personnel to keep connected from anywhere using SMS text messaging. Dispatch and logistics SMS examples often include:

  1. Messages for delivery drivers and people in the field
  2. Order or delivery updates for various stakeholders
  3. Delivery complete messages to customers
  4. Shift scheduling, training, and internal updates
  5. Weather updates and notices
  6. And other notifications

Why Text Messaging for Logistics Companies, Trucking Companies, and Dispatch Works

Dispatch messaging and logistics messaging are all about timing. People, goods, and services need messages that get them to the right places at the right times.

For this to happen everyone needs quick, fast, and easy communication.

This is where business text messaging has some clear advantages when compared to email and voice.

It’s faster to text and text messages have up to a 98% open rate. This means messages get read and things get done. Everyone’s on the same page.

Of course, there will always be a place for email and voice calls as part of logistics and delivery communications.

But people don’t answer their phones and they don’t listen to their voicemail. Plus, everyone has a phone that’s text-enabled. And texts are 7 times more likely to get a response compared to email.

With proper implementation, logistics, trucking, and transport companies often find that business text messaging is an excellent way to communicate with:

  • Customers, clients, and other stakeholders
  • Teams, offices, and other logistics or warehouse staff
  • Delivery drivers and people in the field

Communicating with customers, clients, and other stakeholders

We’re all used to having information at our fingertips. We all want real-time updates. With text messaging, you can send timely updates to customers, clients, and others for:

  • Orders as they move forward in the supply chain
  • Delivery notifications and alerts
  • Driver assignments and ETA
  • Alerts and weather updates
  • Feedback and reviews

For instance, you can send an SMS when an order is out for delivery. Depending on the time of year, what happens if there are any delays due to inclement weather or traffic?

You can send out a text message broadcast to let everyone know. This keeps everyone updated, enhancing transparency and customer experience.

Also, you can use SMS to collect customer feedback and ask for reviews.

Modern business texting solutions (including MessageDesk) let you add a Google review link in text messages. This enables a speedy collection of quality reviews.

Besides facilitating constant communication, you can also use texting as a customer service tool.

Two-way text messaging can help customers reach out to you with their queries or complaints.

It saves them the hassle of creating service tickets or waiting for a reply to their emails. It can also reduce overall call volume for those who call in with delivery and logistics-related questions.

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Communicating with teams, offices, and other logistics or warehouse staff

Coordination between teams, office staff, and delivery drivers leads to frictionless daily operations. This kind of dispatch text messaging can help with:

  • Internal team messaging
  • Conversation routing and assignment
  • Updates on scheduling and training
  • Team-wide announcements, updates, and alerts

Transport and logistics businesses that need to communicate internally often use a shared team SMS inbox. This allows office staff and others to route, assign and resolve inbound text conversations from drivers and people in the field.

A team inbox adds operational efficiency and makes it easy to see who and what needs responding to.

You can also use a mass text to send bulk SMS text messages. This is how you update everyone in the organization about scheduled training, changes in weather conditions, and other updates and reminders.

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Communicating with delivery drivers and people in the field

Delivery drivers and people in the field are the lifeblood of every logistics company. They need access to information like:

  • Route plans
  • Personal notes
  • Daily schedules
  • Customer and client information
  • Weather information

You can always email or call regarding updates to these details.

But people in the field don’t always have internet access.

Even if they do, scrolling through lengthy emails isn’t practical, especially when driving. Phone calls from office staff can also compromise safety.

However, dispatch text messages can help you overcome these challenges.

SMS can help you communicate with everyone quickly. Whether you want to confirm a delivery location or share a last-minute change in the schedule.

You can even request delivery updates via text and ask to share an MMS picture message to confirm delivery.

Texting also comes in handy when professional truck drivers face problems on the road.

If a driver has problems they can text back to the office for updates.

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How Logistics and Transport Companies Can Get Started with Dispatch Text Messages

Everyone sending text messages from personal phones doesn’t work in the logistics industry. This creates problems like:

  • Too many phone numbers
  • Non-centralized communication
  • No oversight or consistent messaging
  • Unreliable message delivery

To solve these problems, you need a business texting platform suitable for team dispatch text messaging.

Here’s what you need to know and how to get started.

1. Find the right SMS dispatch software

A simple Google search for SMS dispatch software will return a bunch of business text messaging options (including MessageDesk).

The choice of texting service is up to you. But make sure it offers the following features:

  • Phone number options for texting with your existing business phone lines
  • A shared team SMS inbox that’s accessible for everyone on all devices
  • Carrier verified bulk text messaging for 100% message delivery rates

MessageDesk offers all of these features. It’s designed to improve and streamline common dispatch workflows and internal team communication.

MessageDesk Team Inbox

2. Get a new phone number or text-enable your business landline number

Already have a 10-digit SMS phone number? You can port that number over to a new provider like MessageDesk. You can also text-enable an existing landline or request a new text number to get started.

Platforms like MessageDesk automatically provide you with a new 10-digit phone number. You can later select a number of your choice based on your area code or request an 800 number.

Additionally, some SMS dispatch services allow you to forward phone calls and set up text extensions.

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3. Import your contacts

MessageDesk makes it easy to import contacts from a .csv file.

Once you’ve imported your contacts, you can segment the list into different groups, such as customers and drivers.

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4. Compose and schedule texts

You can start sending out broadcast messages to your stakeholders once you’ve got your text message platform set up.

Platforms like MessageDesk make it easy to personalize messages and pre-save them as templates with tags, media, and links. You can select a suitable template and customize it according to your preferences.

Once your text is ready, you can send it right away or schedule it to send at a later date.

As people respond, the team inbox will automatically sort and filter conversations. When conversations get resolved they’re closed.

This can help you get real-time updates about status, delivery, routes, and more.

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Free Logistics and Truck Dispatch Templates and Examples

Messaging solutions like MessageDesk are all about time savings, efficiency, and ease of use.

Wondering exactly what to text? To help you out, feel free to choose from our pre-built message templates.

I’ve included a few examples below for dispatchers and logistics companies:

1. Text alerts for customers

You can use a truck dispatch template for free to notify customers when their order is out for delivery. Similarly, you can use a thank you template to connect with customers after successful order completion. You could also request a review through this message.

Dispatch SMS notification

Hey {{ FirstName }}, your order is out for delivery. You can track the order status here: {{ Tracking Link }}

Order delay update

Hey {{ FirstName }}, your order is slightly delayed due to heavy traffic. Our delivery personnel are working hard to ensure that it reaches you ASAP. Track order status here: {{ Tracking Link }}

Delivery reminder

Hi {{ FirstName }}, your order is out for delivery. If you’re not available to accept delivery please get in touch with our delivery team at [NUMBER].

Review request

Hey {{ FirstName }}, thank you for being our valued customer! We’d love to know more about your delivery experience. You can share your anonymous feedback here: [LINK]

2. Text alerts for drivers

You can use pre-saved templates to share traffic and weather news with delivery drivers. Similarly, you can update them about shift schedules and training programs.

Inclement weather alert

Hey {{ FirstName }}, we’re canceling deliveries in {{ Location }} due to an impending thunderstorm. Keep away from the area and stay safe. More updates to follow soon.

Shift schedule update

Hi {{ FirstName }}, here’s your schedule for September 2022: [LINK]. Raise a request to ask for any changes by 08/07/2022.

Thank you message for truck drivers

Hi {{ FirstName }}, it’s national Truck Driver Appreciation Week! Thank you for your exemplary service today. Here’s a small token of appreciation for your hard work: [LINK]

3. Office and team SMS templates

Office staff can use the following templates.

Training update

Hi {{ FirstName }}, your delivery fleet management training is scheduled from [START DATE] to [END DATE]. Click the link below for more details: [LINK]

Important news

Hey {{ FirstName }}, new masking regulations have been implemented in [LOCATION]. Make sure you follow the required protocols.
Start sending dispatch texts. Try MessageDesk for free.

Next steps

Text messaging for transport, dispatch, and trucking companies can help you overcome various communication challenges. It’s an excellent tool for facilitating communication amongst office staff, drivers, and customers.

But your efficiency depends on your choice of texting platform. MessageDesk can help you maximize messaging efficiency and improve customer satisfaction.

Ready to harness the benefits of texting for your logistics company? Reach out to us to meet with a messaging expert or start a free trial today.