The Basics of Writing a Formal Text Message

Professional text messages can be difficult for some people because they aren’t used to writing professionally. It can be hard to know what to say and how to say it in a way that is respectful and professional.

Some people might start out fine but then struggle when it comes to ending the message, or they might use too many abbreviations. Most of the time, people use templates or SMS examples to help them get started. From promoting their products or services to improving customer service, text marketing comes in handy since it has high response rates. If you’re still wondering how to write a formal text message, we have you covered.

How To Start A Formal Text Message: What To Know Beforehand

Customers should always get texts from you in a professional manner. Since you're interacting with them on a personal level, it's crucial to avoid being rude or intrusive. Although there are many occasions when you can text a client, certain issues are better addressed in person or over the phone.

1. Use Proper Grammar And Spelling

This will ensure that your message is taken seriously and comes across as polished and professional.

2. Avoid Abbreviations And Slang

Again, this will ensure that your message is taken seriously and doesn’t come across as too casual.

3. Be Clear And Concise

Formal messages should get straight to the point without any unnecessary details. You only have 160 characters, so make them count.

4. Choose Your Words Carefully

Formal messages should be well thought out and use language that is polite and respectful.

5. Keep It Professional

Remember that formal messages are not the place for jokes or personal commentary.

How To Send A Formal Text Message: General Etiquette

1. Get Their Consent

Sending texts to recipients who haven’t opted in can annoy them and impose significant fines. Businesses are not allowed to send unsolicited bulk texts to recipients. Before messaging your customers, ensure that you have their explicit permission.

2. Make It Simple

Recipients should be able to read your message easily without any big, fancy words. Business text messages should ideally contain 1–3 sentences.

3. Don’t Overdo It

If you mute personal group chats when they send too many messages, imagine how many people would block your number if you send one too many texts. The ideal time to send professional SMS texts is during business hours. You ought to refrain from sending more than one SMS at a time.

4. Provide Easy Response

Your readers should understand exactly what action you want them to take after reading your message. Therefore, make it simple for them to respond with a simple "YES" or "NO" when you ask them a question.

5. Create a Short And Memorable Signature

Your text signature must be brief and to the point, unlike email signatures, which provide you space to include your name, contact information, website, and more. Make sure your company name appears in every text.

How To Write A Formal Text Message: A Step-by-Step Guide

Step #1

As with any type of writing, get your thoughts down in a first draft before composing a formal text message. This will help to ensure that your message is clear and concise.

Step #2

Filler words, fluff, and confusing phrases can make the text message look unprofessional and sloppy. Edit them out so your text is clear and easy to understand. Make sure to also include a call to action so your text marketing efforts are not in vain.

Step #3

A short message helps to keep the text focused and on track. Do not use abbreviations for a formal text message. If it’s getting too long, it's best to send an email instead.

Step #4

Add your signature at the end of the text message. This helps identify the sender of the message and adds a level of professionalism. It also adds a personal touch to a formal text message, which can be appreciated by the recipient.

Step #5

Scan your message for typos, spelling, and grammar mistakes because errors in your message can easily change the meaning of what you are trying to communicate. These can also make you look unprofessional, which can hinder your ability to build relationships and trust with others.

Step #6

Check the tone of your writing to ensure that your message will be interpreted the way you intend. You may do this by reading it out loud to yourself.

Step #7

When sending a formal text message, double-check the recipient to make sure that the message is going to the intended person. This is especially important when sending sensitive or confidential information like credit card or other financial-related issues. This way, you can help prevent the message from being seen by someone who should not have access to it.

Step #8

And then comes the question of whether or not the recipient has opted in to receive messages from you. It is of the utmost importance to confirm that the recipient has willingly provided their phone number to receive texts from you. This can help prevent any potential misunderstandings or unwanted interruptions. Asking for consent means you respect the recipient's privacy and show that you value their time.

Step #9

Spam texts are annoying and can clutter up someone's phone. If you send a formal text message more than once, you run the risk of being seen as a spammer.

Step #10

If you don't get a response to your initial text message, it is acceptable to follow up with a phone call or an email. Keep in mind that you have to be persistent when trying to communicate with someone, but you should also be respectful of their time and not become a nuisance, especially when you're sending payment reminders or confirmation texts.