What are the best practices for business text messaging?

Is it professional to text for business?

Texting for business isn't just professional—it's incredibly efficient and effective when done right. While it may have been seen as unprofessional in the past, it's now an absolute necessity and the most preferred way of communicating. Business text messaging offers a level of speed and engagement that few other methods can match, making it one of the best ways to communicate in today's fast-paced world. SMS/MMS text messages are typically read within minutes, making it perfect for time-sensitive updates like appointment reminders, order confirmations, and urgent notifications. With a high open rate compared to emails or any other messaging platforms, your texts are more likely to be seen and responded to, driving up customer satisfaction and streamlining business communications. Plus, let’s face it, who doesn’t enjoy seeing their inbox filled with something other than spam and bills? Texting just just so much easier!

Texts also provide a personal touch, allowing businesses to connect with customers on a more individual level. Personalized messages can foster stronger relationships and loyalty. Think of it as sending a digital handshake or a friendly nod—customers feel more valued and engaged. Plus, SMS integrates easily into various business functions, from marketing to customer service, making it a versatile and cost-effective tool. And let's be honest, anything that saves time and money is a win-win in the business world.

This flexibility ensures that businesses maintain meaningful engagement with their audience, driving growth and success. In the hustle and bustle of business, texting is like having a direct line to your customers’ pockets (in a non-creepy way, of course). Whether you're confirming an appointment or launching a new campaign, text messaging ensures your message gets delivered—and read. So, why not make the most of this powerhouse communication tool? Your business (and your customers) will thank you!

‍

What are the legal considerations for business texting?

Let's dive into compliance. It's crucial to get this right if you want to exchange texts with consumers. In the U.S. and Canada, the Telephone Consumer Protection Act (TCPA) requires explicit consent from recipients before sending promotional messages, along with an easy opt-out option. Failure to comply can result in hefty fines. Similarly, in the EU, businesses must adhere to the General Data Protection Regulation (GDPR), which mandates strict guidelines for handling personal data.

Ensuring the confidentiality and security of information shared via text is also crucial. Sensitive data like personal or financial information should be transmitted securely to prevent unauthorized access. Using encryption and secure messaging platforms can mitigate these risks. Keeping accurate records of consent, message content, and delivery is essential to demonstrate compliance. By adhering to these legal considerations, businesses can use text messaging effectively while safeguarding their reputation.

‍

What is the etiquette for business texting?

Now that we've covered the legal side of business texting, let's talk timing. When's the best time to text your customers? The best time to send text messages is during standard business hours, typically between 9 AM and 6 PM local time. Avoid early mornings, late evenings, and weekends unless it's urgent or the recipient has indicated they’re okay with off-hour communications. Respecting these time frames helps maintain a professional image and ensures your messages are well-received.

Good etiquette is essential for professional communication. Be concise and direct to respect the recipient's time. Use a polite and formal tone, and avoid slang or overly casual language. Proofread your messages to avoid spelling and grammatical errors. Including context or a subject line can also help clarify your communication. Timely responses are crucial, so be mindful of replying promptly. Handling sensitive information with care and respecting privacy will further enhance your professionalism.

About personalizing Your Business Texts

You should also do you best to personalize your texts to make your communication more engaging. With services like Texty Pro, you can use personalized templates that include dynamic text. These templates automatically incorporate details like customer names, times of day, and various greetings, making it easy to customize each message. This approach ensures that each message feels unique and personal, even though it uses a precomposed template. By combining these strategies, you can efficiently handle high volumes of messages while still making each customer feel valued and recognized.

How to start and end business conversations?

Wondering about the best way to text your customers and what to say? Setting the right tone in a text conversation with a new customer is crucial. Let's break it down. Begin by introducing yourself and your business clearly to ensure transparency. For example, "Hi [Customer's Name], this is [Your Name] from [Your Company]. Thank you for your recent inquiry about our services." This establishes trust and provides context. Offering value right away, such as relevant information or answers to questions, shows attentiveness and eagerness to help. Keep your message concise and respectful of their time to foster a positive and professional interaction.

Ending a conversation gracefully is just as important. Wrap things up with appreciation and a positive note. Phrases like, "Thanks for chatting with me today! Talk soon," or "I appreciate your time. Have a great day!" acknowledge the conversation's value and leave things on a good note.

‍

What are some common mistakes to avoid in business texting?

Avoiding common mistakes can keep your business texts professional and effective. Be mindful of your tone; overly casual language can seem unprofessional. Imagine sending a message to a client that says, "Yo, sup? Got those numbers?"—not exactly confidence-inspiring. Instead, clear and direct language prevents misunderstandings, and proofreading catches pesky spelling and grammatical errors.

And as already mentioned, timing is everything. Avoid sending texts during off-hours unless it's urgent. No one wants to receive a business message at 3 AM—unless you're running a vampire-themed escape room. Steer clear of slang, always provide context, and handle sensitive information with care. By avoiding these pitfalls, you enhance the clarity and professionalism of your business texts, ensuring your messages hit the mark every time.

‍

How to respond to unanswered texts?

When a text goes unanswered, handle it with patience and professionalism. Give the recipient some time, as they might be busy. If there's no response after 24-48 hours, follow up politely with a brief message like, "Just wanted to check if you had a chance to see my previous message." This shows persistence without being pushy. If the follow-up also goes unanswered, try reaching out via email or a phone call. Keeping your tone respectful and professional, and avoiding multiple follow-ups in quick succession, demonstrates your professionalism and respect for their time.

‍

Knowing when to switch to a phone call

Text messaging is the best, but it's not always the right tool for every situation. Sometimes, switching from texting to calling is necessary for effective communication. If a conversation gets too complicated for text or requires immediate attention, a phone call is often the way to go. It ensures timely and accurate communication and provides those essential vocal cues and context that texts simply can't deliver.

When dealing with sensitive or confidential information, a phone call is essential for better privacy and security. Knowing when to switch from text to call helps keep communication clear and prevents misunderstandings and delays. So, while texting is a powerful tool, knowing when to pick up the phone is just as important.

If you feel a phone call is necessary during a text conversation, simply text the customer to let them know you need to discuss it over the phone and ask for their availability. One of the reasons phone calls are often missed is their synchronous nature—both parties must participate live, at the same time. By getting their availability and scheduling the call, you can conduct your business efficiently without playing phone tag or leaving voicemails. Saves everyone a headache!

‍

How can I start texting for my business? I don’t want to use my cell phone number.

Starting text messaging for your business can revolutionize communication with your customers, but using your personal cell phone number? That's a recipe for chaos! Instead, opt for a business text messaging service like Texty Pro. This landline text messaging service keeps your personal number private while harnessing all the perks of text communication. With Texty Pro, you can manage all your business texts from a professional platform, maintaining that vital work-life boundary and keeping your personal life personal.

To get rolling with Texty Pro, just sign up and set up your business profile. Choose a dedicated business number that your customers will recognize and trust—no more mystery calls! Once you're all set up, you can start creating personalized templates for common inquiries, updates, and promotions. This not only saves you time but also keeps your communication consistent. Plus, Texty Pro lets you schedule messages, automate responses, and track delivery, giving you complete control over your text messaging strategy without pulling your hair out.

Texty Pro also scales with your business. As you grow, you can handle a higher volume of messages without sacrificing quality or efficiency. Its analytics tools help you measure the success of your campaigns and make data-driven decisions to fine-tune your communication strategy. By switching to Texty Pro, you ensure that your customer interactions are professional, efficient, and effective, while your personal number remains a well-guarded secret. Who knew texting could be this smooth? Start texting for your business today with a 14-day free trial. Have other questions that you didn't find an answer for? Book a live demo with one of Texty Pro's team members today.