15 Ready-to-Use CRM Text Templates for Sales, Support & Retention

21 Aug 2025

Dhaval Gajjar

The lead looks promising, they downloaded your free guide just an hour ago. But since you don’t have a CRM text template ready, you might spend 20 minutes crafting the perfect follow-up…. and by that time, the lead could have already signed up with your competitor.

Now, instead of this, imagine your CRM can automatically send a short and friendly follow-up text like this:

Hey Ema, thank you for checking our guide! We're here if you would like to see how [Product] can help you achieve [Benefit].

And, within minutes, Ema replies, “Yes, let’s talk.”

With a CRM that has text messaging, you don’t just save time; you can also connect with customers the moment they’re ready to engage. In this blog, we have listed ready-to-send, proven CRM text templates for every situation. That way, you don’t have to scramble to craft a perfect follow-up message and face any delays or missed opportunities.

Whether you’re chasing a hot lead, reminding someone why they love your brand, or calming a frustrated customer, these CRM text templates will help you do it quicker, better, and with a personal touch.

Why Use CRM Text Templates?

When you use a CRM with text messaging, it means you can send pre-written, targeted messages directly to your customer database. Here are a few benefits that CRM text templates offer.

It helps you save time, as you don’t have to write the same message again and again.
Your team uses the same tone and style every time, so it helps maintain consistency.
CRM data lets you add names, purchase history, and other personal details. Therefore, it improves personalization automatically.
Text messages offer a 98% open rate and a 45% response rate, which is higher than email. So, if you want to boost response rate, use CRM text templates.

By using ready-made CRM text templates, you don’t have to start from scratch every time you send a message.

What Makes a Great CRM Text Template?

Each and every text template is different. However, the best CRM text templates share a few key qualities.

You must keep the SMS character limit in mind. Be clear and concise by getting straight to the point. Most text message templates are under 160 characters.
Send a personalized message using the customer’s name or relevant details from your CRM.
Your message should include an appropriate CTA. Tell the recipient what to do next.
Use a friendly tone and keep your message sounding like a human, not robotic.
Send each message at the right stage of the customer journey.

If your text messaging with CRM ticks these boxes, your messages will feel more like a conversation rather than a cold broadcast.

15 Ready-to-Use CRM Text Templates by Category

Here are some ready-to-use CRM text templates for each category.

1. CRM Text Templates for Sales

Let’s check out different scenarios and text templates for each.

A. Initial Contact After Lead Signup

Jack signed up for your product’s free trial. You know the first 24 hours are crucial. So, instead of staring at the blank screen, your CRM automatically sends a warm, personalized welcome message before Jack even finishes his coffee.

Hi [Customer Name], thank you for checking out [Your Product Name].

I’m here to help you get started.

What is your main goal with [Product Name]?

Reply ‘STOP’ to opt out.

B. Product Demo Reminder

Chris booked a product demo a week ago. No-shows hurt the close rate. However, a day before, your CRM sends a quick reminder, which makes it harder to forget and easier to show up.

Hi [First Name], Your [Product Name] demo is tomorrow at [Time]. We cannot wait to show you how it can help you [Benefit]. See you then! Reply 'UNSUBSCRIBE' to opt out.

C. Special Offer Follow-Up

It’s the last day of the flash sale. Many leads showed interest but did not purchase. You can send a friendly reminder through text message to push them to buy your product.

Hey [First Name], just a heads up!

Our special offer on [product/service] ends tonight!

Reply ‘YES’ to grab your deal and ‘STOP’ to unsubscribe.

D. Proposal Follow-Up

You sent Alex the proposal three days ago. Instead of waiting and wondering, your CRM sends a polite check-in message.

Hey [First Name], just following up on the proposal I sent on [Date]. Do you have any questions I can help with? Reply 'STOP' to unsubscribe.

E. Seasonal Promotion Announcement

It is the start of the holiday season, and you’re running a limited-time bundle deal. Your CRM sends the cheerful promo message that feels timely and relevant.

Hi [First Name], celebrate the season with our exclusive [product/service] offer!

Offer valid until [Date].

Click here [Link] for more details.

Reply ‘UNSUBSCRIBE’ to stop receiving text messages.

2. CRM Text Templates for Customer Support

Here are some CRM text templates that you can use for customer support in different scenarios.

A. Ticket Acknowledgement

Diana’s payment failed, and she is anxious about losing access. Minutes after she submits the ticket, the CRM sends an acknowledgement instantly, easing her worry.

Hi [First Name], we received your request [Ticket #[Ticket Number]]. Our team is working on it and will update you soon. Reply 'STOP' to unsubscribe.

B. Problem Resolution Update

Tony reported a glitch that stopped him from using your app. Your team fixes it in record time, and your CRM texts him immediately before he even checks his email.

Hi [First Name], your issue [issue details] is now resolved.

Please check and let us know if everything is working fine.

Reply ‘STOP’ to unsubscribe.

C. Appointment Confirmation

Sam booked a 2:00 PM support session, but your day is packed. Your CRM confirms the slot and saves you from double-bookings and forgotten calls.

Hey [First Name], your appointment with [Department/Agent] is confirmed for ]Date][Time]. Do you want to reschedule? Just reply here. Reply 'STOP' to unsubscribe.

D. Escalation Notice

Mark’s issue requires advanced troubleshooting. Before he gets frustrated, your CRM sends a quick message to reassure him that the senior representative is handling it.

Hi [First Name], Your request has been escalated by our senior support team.

We will update you with progress shortly.

Reply ‘STOP’ to unsubscribe.

E. Service Outage Alert

There is a regional outage detected. Your CRM instantly sends a text message to all affected customers before they flood your inbox.

Hi [First Name], We’re aware of the temporary issue affecting [service]. Our team is resolving it, and we’ll notify you when it is resolved. Reply 'UNSUBSCRIBE' to stop receiving messages.

3. CRM Text Templates for Customer Retention

Here are some CRM text templates for customer retention.

A. Thank Your After Purchase

After buying your product, Paul feels great about his decision. A quick thank you text keeps the positive momentum and makes him feel valued.

Hi [First Name], thank you for your purchase of [product].

We appreciate your trust in us!

Do you need help?

Just reply to this next.

Reply ‘STOP’ to unsubscribe.

B. Feedback Request

You’ve just offered service to Clara. She is smiling, and it is the perfect time to collect feedback while her experience is fresh.

Hi [First Name], we would love your feedback on [product/service]. Reply with your thoughts or click here - [Link]. Reply 'STOP' to unsubscribe.

C. Loyalty Program Invitation

James has been your customer for over a year. Instead of waiting for him to notice your loyalty perks, your CRM sends him the direct invitation.

Hi [First Name], you’ve been selected for our VIP Rewards Program!

Enjoy special discounts and perks.

Join here – [Link].

Reply ‘STOP’ to unsubscribe.

D. Win-Back Offer

Mia has not purchased in six months. So, your CRM sends a warm “we miss you” text with an incentive to return.

Hi [First Name], we’ve missed you! Here is 15% off your next order. Use code WELCOME15 before [Date]. Reply 'STOP' to unsubscribe.

E. Renewal Reminder

Olivia’s subscription is about to expire. A quick reminder now could mean a renewed contract instead of a lost customer.

Hey [First Name], your [service] subscription ends on [date].

Renew now to avoid interruption.

Reply ‘STOP’ to unsubscribe.

Tips to Use CRM Text Templates Effectively

If you want to make these CRM templates more effective, you should keep these in mind.

Personalize the message using CRM data. You can include name, order history, or location details to send tailored messages.
A/B tests on different message versions to see what works best.
Do not send texts too early in the morning or too late at night. You must respect time zone restrictions.
Follow SMS marketing compliance rules like TCPA, 10DLC, and get consent from your leads before sending them messages. It will help you stay compliant and avoid hefty penalties.
Use SMS automation wisely. You can set up triggers for some most common situations, such as new lead, renewal reminder, etc.

In short, the real power of CRM text messaging is that you can automate text messages while keeping them personal.

Final Thoughts

When you send the right words, at the right time, to the right people, it can turn your curious lead into a loyal buyer, calm the frustrated customer, or remind someone why they chose you. It is the true potential of a CRM with text messaging.

The above-listed 15 CRM text templates are more than words on the screen. They are conversation starters, problem solvers, and trust builders. You can use them as they are or adapt them to match your brand’s personality.

Ultimately, your goal is not just to send a text, but it is to make the person on the other end feel seen, heard, and valued. When your customers feel valued, they won’t just buy from you, but they will stay with you for a longer time.

So, load these templates into your CRM today and let your next text message be the one that makes all the difference. If you really want to maximize your B2B and B2C outreach efforts, use a dedicated automated SMS marketing platform like Textdrip and enjoy better reach and improved engagement.