What should you include in a text message template?
How can you get started with text message templates?
And what are the best text message examples and templates for business?
I answer all of these questions in the following article.
Read on for more.
Text as a team from one inbox. No payment required.
What is a Text Message Template?
Text message templates are pre-saved messages that make it easy to quickly send texts without having to type the entire text message. Text message templates are often pre-written answers to common questions. They’re sometimes limited to 160 characters and are called snippets, canned responses, or autoresponders.
Text templates are also the first step toward fully automated text messaging. This is because they:
Save time by not having to type the same message over and over again
Make it even easier to schedule text messages in advance
Keep messaging consistent across teammates and teams
Make it possible to automatically insert personalization tags and custom fields
Allow you to optimize calls to action (CTAs)
What to Include in a Text Message Template
Your text message templates will vary depending on your messaging needs.
To send promotional messages at scale you’ll need a business texting service like MessageDesk. MessageDesk supports fully automated opt-in and opt-out text list SMS subscriber management.
How to Get Started With Text Message Templates
Getting started with text message templates is easy. If you’re texting from your personal phone you can always save texts as a note.
But for businesses and organizations, the way to make the most out of text messaging and text message templates is with a business texting service.
1. Select a business texting service and start a free trial
There are many great business texting services out there, including MessageDesk. But you’ll want to find one that has the SMS tools that suit your needs.
If you’re looking to get your whole team texting, then you’ll want a service with a shared SMS inbox.
Text message templates and custom fields go well together. Texting services like MessageDesk make it simple to create custom fields for use in your text message templates.
Custom fields are customizable data or information fields that help you save special info relevant to specific contacts.
Custom fields often look like this:
Text fields
Dropdowns
Radial buttons
Boolean yes or no
etc.
With custom fields in MessageDesk, you can take your customer experience to the next level with personalized messages. As an example, you could create a custom field for something like “invoice past due”.
3. Use personalization tags
Once you’ve set your custom fields, you can use personalization tags to customize your text messages and engage customers at scale in more personalized ways.
Personalization tags allow you to automatically insert custom fields into text messages without having to type anything.
There’s no need to insert a contact’s first name or any other detail into every text message. Instead, you can just save a text message template with a personalization tag that auto-inserts {{ FirstName }} into every text.
Copy and paste from our ultimate list of free text message templates.
Common Business Text Message Templates
Emergency text alerts
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 the COVID-19 pandemic, to mobilize your teams, or keep everyone informed.
Health announcement
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.
School closure
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.
Out of office
Hey {{ FirstName }}, I’m out of the office starting {{ StartDate }} through {{ EndDate }}. I’ll be back on {{ Return Date }}. Please contact {{ FirstName }} at {{ EmailAddress }} for immediate assistance. Otherwise, I’ll respond ASAP once I’m back. {{ FirstName }}, {{ OrganizationName }}
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 for
Order confirmations
Delivery notifications
Confirming an appointment
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 PERSON on {{ Date }} at {{ Time }}. If you have any questions, please respond to this text or call HIM/HER at {{ PhoneNumber}}.
Package delivery
Your package has been delivered to the address we have on file. If you have any questions, please let us know.
Information received
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 appointments, invoices with approaching due dates, and even notifications about auto maintenance schedules.
Appointment
This is a friendly reminder that you have an appointment with INDIVIDUAL on {{ Date }} at {{ Time }} for {{ CustomField }}. If you have any questions, you can reply via text or call.
Document request
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 {{ FirstName }}, 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 SMS marketing and SMS campaigns can be effective. This is especially true when special offers are available for a limited time and cross-promoted on platforms like social media. 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.
Giveaway
Hi, {{ FirstName }}! 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!
Event
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!
Open house
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!
BOGO sale
It’s {{ CustomField }}’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.
Seasonal sale
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.
Holiday sale
Hi, {{ FirstName }}! 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
An SMS 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, {{ FirstName }}. This is PERSON from {{ CustomField }}. Are you available for a short call to discuss {{ CustomField }}? Please let me know if you’re interested by replying to this message. I look forward to speaking with you. Thank you.
Relationship building
Hi, {{ FirstName }}. This is PERSON from {{ CustomField }}. I just wanted to check in to see if you have any questions about {{ CustomField }}. I’m available for a quick call or text conversation if you’d like. You can text or call me at this number: {{ PhoneNumber }}. Have a great day!
Sales follow-up
Hi, {{ FirstName }}. This is [My First Name] from {{ CustomField }}. I just wanted to follow up on {{ CustomField }}. Feel free to text or call {{ PhoneNumber }} at your convenience.
Free trial touchpoint
Hi, {{ FirstName }}. This is PERSON from {{ CustomField }}. I wanted to check in with you to see how you’re enjoying the free trial of {{ CustomField }}. 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, {{ FirstName }}. This is PERSON from {{ CustomField }}. Thanks for allowing me to show you a demo of our {{ CustomField }}. If you have any questions, please let me know and I’ll be happy to answer them for you. Text or call {{ PhoneNumber }} at your convenience.
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!
Overtime availability
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!
Timecards
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!
Online review request
Inviting customers to leave a review about your business on online review sites such as Yelp and Google Reviews can improve your bottom line. Consider reaching out to satisfied customers who can spread the word and write about their positive experiences.
Online review template
Hi {{ FirstName }}, this is INDIVIDUAL from {{ Organization }}. 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.
Feedback request template
Thank you for your business! We pride ourselves on great service and it’s your feedback that makes that possible! Take a minute and let us know what you thought! [LINK]
Hey {{ FirstName }}, Looks like you left {{ Product }} behind? Come back to us and be sure to finish your order!
Happy birthday discount
Happy birthday, {{ FirstName }}! Use {{ DiscountCode }} to redeem 10% off your next order.
Purchase confirmation
Thanks {{ FirstName }}! Your order is on the way. You can track your purchase here {{ Tracking }}.
Automotive text templates
Oil change reminder
Hello, {{ FirstName }}.This is a reminder that your {{ Vehicle }} will be due for an oil change soon. Respond to this message or phone {{ PhoneNumber }} to schedule an appointment. INDIVIDUAL at BUSINESS.
Service Interval Appointment
Hello, {{ FirstName }}. Our records indicate that your {{ Vehicle }} is due for its {{ Milage }} tune-up. To schedule an appointment, reply by texting us or calling {{ PhoneNumber }}. INDIVIDUAL at BUSINESS.
Vehicle ready for pick-up
Hello, {{ FirstName }}. Your {{ 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 {{ PhoneNumber }}.
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].
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 }}
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]
Text message templates for schools, higher ed, and K-12
Emergency Text Alert
Attention: a code red is in progress. Please seek shelter immediately and await further instructions.
Report card and grade notifications
Attention parents. Report cards will be available today at 3 pm for grades 6-8. Please review them with your student and sign the report card.
School closures and reopenings
Parents, faculty, and staff: campus will be closed today due to heavy snowfall. Please check your email and our website [ Link ] for more information about closure plans for the rest of the week.
Student attendance and notices to parents
Hi {{ FirstName }} [ Student ] missed 2 classes this week. Please contact the attendance office to discuss this.
Hi, {{ FirstName }}. It’s PERSON with {{ CustomField }}. Just wanted to remind you that your credit card on file will be charged {{ CustomField }} on DATE. If you have any questions, please call or send a text message to TEXT-ENABLED BUSINESS NUMBER.
Class or appointment reminder
Hi, {{ FirstName }}! 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, {{ FirstName }}! 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, {{ FirstName }}! Don’t miss our SEASON savings on CLASS/OFFER. Get fit with INSERT OFFER! Follow this link for more info: ADD URL.
Prospect follow-up
Hi, {{ FirstName }}. 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 {{ CustomField }}.
Membership renewal
Hey, {{ FirstName }}. Your {{ Typeof }} membership is set to expire on {{ ExpiryDate }}. Would you like me to renew this for you with the card we have on file?
Insurance SMS templates
Appointment reminder
Hi, {{ FirstName }}. This is PERSON 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.
Appointment Confirmation
Hi, {{ FirstName }}. This is REP NAME from INSURANCE COMPANY. We just wanted to confirm your REASON appointment for tomorrow. Does {{ Time }} still work for you?
Process Follow-up
Hey, {{ FirstName }}. 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.
Document request
Hi, {{ FirstName }}. 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 {{ Email }}. If you have any questions, we’re here to help! PERSON at {{ CustomField }}.
Missed appointment
Hello, {{ FirstName }}. This is PERSON from ORGANIZATION. 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 {{ PhoneNumber }}.
30-Day Customer touch
Hi, {{ FirstName }}. 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? PERSON.
Sending directions for in-person appointments
Hi, {{ FirstName }}! 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 BUSINESS.
Hi, {{ FirstName }}. Thank you for scheduling a consultation with our law office. You are confirmed for an appointment with {{ CustomField }} on {{ Date }} at {{ Time }}. If you have any questions, please respond or phone [My Number]. LAWYER NAME at LAW OFFICE.
Legal document request
Hello, {{ FirstName }}. 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.
Court appearance
Hello, {{ FirstName }}. 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.
Financial text message templates
Loan approval text message
Hi {{ FirstName }}. This is {{ Banker }} from {{ OrganizationName }}. Congratulations! Your loan application was approved. Please visit my online calendar at [ Link ]to schedule the signing of the final loan documents.
Financial advisor messages to clients
Hi {{ FirstName }}, several new state laws may make you eligible for some new tax breaks. Read about them here {{Link}}. If you want a portfolio review, please respond to this text. {{ Advisor }}.
SMS alerts for banking transactions
A purchase of $10,877.45 was debited to your Clove Bank checking account ending in 1111. Did you make this purchase? Please visit [ Link ] to verify.
Client check-in
Hi {{ FirstName }}, It’s {{ Agent }} at {{ OrganizationName }}. Recent interest rate announcements may be concerning to you. If this period of uncertainty has you wanting to talk about your retirement goals, then let me know. I am happy to set up a meeting. [ Link ]
Hi, {{ FirstName }}. 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.
Appointment confirmation
Hi, {{ FirstName }}. 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, {{ FirstName }}. 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!
Last-minute opening
Hi, {{ FirstName }}. 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.
Appointment follow-up
Hi, {{ FirstName }}. 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.
Real estate text message templates
Sharing new and existing property listings
Hi {{ FirstName }}! I’m scheduling a property search for three-bedroom apartments near {{ Area }} as we previously discussed. What other features are a must-have for you? {{ Agent }}
Generating interest and qualifying leads
Hi {{ FirstName }}. I see that you’re interested in {{ Location }}. Would you like to view the property? Please reply to this text if you would like to set up a viewing. Or, you can schedule a viewing online here {{ Link }}.
Following up with inactive buyers
Hey there {{ FirstName }}, it’s {{ Agent }} with {{ Organization }}. Just checking in to see if you’re still hoping to buy a home this year. Wherever you’re at, I am happy to keep sharing property listings that match your requirements. Just let me know. To opt-out of future messages, reply STOP.
Hey {{ FirstName }}! 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.
Giveaway
Hey {{ FirstName }}! 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
New candidate
Hi {{ FirstName }}, 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, {{ FirstName }}. 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, {{ FirstName }}. 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.
Assignment ending
Hi, {{ FirstName }}. 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.
Job reminder
Hi, {{ FirstName }}. 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.
Hello, {{ FirstName }}. This is PERSON at VETERINARY. This is a reminder that {{ PetName }} is due for an annual wellness check. Please respond here or call {{ PhoneNumber }} to schedule an appointment. We look forward to seeing you both.
Check-up confirmation
Hello, {{ FirstName }}. This is PERSON at VETERINARY. This is a confirmation that {{ PetName }} 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 {{ PhoneNumber }}.
Ready for pick-up
Hello, {{ FirstName }}. This is PERSON at VETERINARY. {{ PetName }} 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.
