How to Write a Text Message: A Complete Guide to Writing a Text Message in a Script
16 October 2024
Nicole Esters
Writing the perfect text message is imperative for any business’s success. Are you wondering why? The reason is simple - clear communication is crucial because it can either break or build your business’s relationship with customers. A well-curated message can grab potential and existing customers’ attention, communicate your brand value, and inspire customers to take your desired action.
On the flip side, when a message is poorly crafted, it can lead to missed opportunities and a low engagement rate. So, if you don’t want your text message to easily get lost in the crowd of emails, advertisements, and social media, we have a solution to it. This blog explains how to write a text message that effectively communicates your message and optimistically impacts your business ROI.
The SMS you write must blend customization, relevance, uniqueness, and timing perfectly. In short, crafting a text message does not mean typing a few words and hitting the send button. It requires more than that. This guide will explain everything about how to write a text message, incorporating structure, tips, and common mistakes to avoid.
What are Perfect Text Messages? Why it Matters?
A text message that is short, clear, and serves its intended purpose without any confusion is called a perfect text message. An ideal text message keeps the right balance between simplicity and conciseness. Whether it is a personal or professional text message, a perfect text message is to the point without being too long or too complicated.
Now, one question will pop into your mind – why does it matter?
Read on to get its answer.
We live in a digital era where people's attention spans are short. The main aim of SMS is quick communication. However, if the SMS is unclear, there might be a great chance that it will get ignored or misunderstood.
When you write a perfect SMS for business purposes, it enhances customer relationships, boosts sales, and drives engagement. However, a well-written text message for personal communication builds stronger connections.
In short, the perfect text message should be easy to understand, focus on the core details, perfectly align with the target audience and situation, and serve the specific goals.
What is the Structure of the Well-written Text Message?
Usually, text messages are short. However, if it is well-structured, then you can expect desired outcomes. The well-written SMS includes the following elements.
- Greetings With Name : To write a professional or personal SMS, you should start with the greetings and the receiver’s name to make it look more personalised. It will help you set a professional or friendly tone for your text message. For example, "Hey Tom" Or "Hello Jack."
- Body : It is the main content of your text message. Therefore, write content that clearly states your purpose. For example, "Gentle reminder! You have an appointment with [Name] at [Time] [Place]."
- CTA : When you write a text message that needs a response or action, include a call to action like shop now, learn more, claim your discount, etc., that clearly indicates it. For example," Click on this [link] to get a 15% discount on your first order" or "Reply YES to book your appointment to join our exclusive VIP list."
- Closing : You can sign off with the friendly close whenever it is appropriate. For example, "Thanks!" or "See you soon."
Following this structure will make your text message clear, concise, and well-organized, which is crucial for business communication
Key Elements of Successful SMS
Let’s understand the key elements of successful SMS through a simple text message example from the Petal Perfect shop.
Hi, Herry! Don’t miss out!
Get 15% off your order today only at Petal Perfection.
Use Code Flash15 before midnight!
Shop now at PetalPerfect.com/flash15.
Reply STOP to unsubscribe.
- Sender’s name so that a receiver knows who is sending them messages. - Here, “Petal Perfect” is the shop name so the receiver will understand who is sending an SMS.
- “Don’t miss out!” - This will help you create a sense of urgency.
- Personalized greetings/messages - “Hi, Herry!” For more engagement.
- Include valuable offers/information in the message. - Here, it is “15% off all orders”, which is a valuable offer.
- Add a clear CTA/sense of urgency to the message. In this SMS, we have added a clear CTA like “shop now before midnight today.”
- Clear opt-out instruction which fulfils legal compliance. - ”Reply STOP to unsubscribe.”
- Share a link to your store/product/website with clients. - PetalPerfect.com/flash15 is the link to the store.
Common Mistakes To Avoid While Writing Text Message Scripting
- Text messages are simple, but if there are a few mistakes, you need to avoid them because they can ruin the impact of your text message.
- Don't write an unclear message. For example, don't write "See you tomorrow." Instead of it, write a message that clearly communicates Time and Place like this: "See you tomorrow at [Time] [Place]."
- Avoid including too much information in one single message. Keep it short and sweet. For example, writing like this: "Can you come tomorrow at 5 PM for the meeting to discuss the marketing campaign?" will overload recipients with the information. Instead, write: "Can you come tomorrow to discuss the marketing campaign?" Also, keep in mind that SMS has a 160-character limit. So, don’t add too much information in one message.
- Don't use the incorrect tone. Your message's tone should match your purpose and audience. Using a too-formal tone in a personal text message or a too-friendly tone in a business text can create awkwardness. For example, if you want to send a quick business reminder, don't write – "Dear Mr. John, I hope this message finds you well." Instead, write, "Hi John, this is just a quick reminder about today's meeting at 5 PM."
- Never overlook grammar and spelling mistakes. Even though the texts are short, proper grammar and spelling mistakes matter. If you send a text message full of errors, it can damage your professionalism.
- Avoid sending generic, one-size-fits-all messages if you send business texts to your customers. Focus on personalization. It will help increase your brand's reputation.
Key Tips & Best Practices for Writing Different Types of Text Messages
Your approach should differ according to the type of text message you are sending. Let's check out a few tips and best practices for different scenarios.
1) Personal Text Message
When you write a personal text message, you should maintain a friendly and informal tone. Your goal here is to be genuine, warm, and conversational. Therefore, you should write a message in a way that looks like you are talking to a friend.
For example, you can write an SMS to check your friend's plan.
"Hey, Ema! How have you been? Have any plans for this weekend? If you're free, let's meet this weekend.
Tips & Best Practices
- You should keep your message short and simple and maintain a casual, relaxed tone. The SMS character limit should be around 150 characters.
- You can even add some appropriate emojis.
- Include personalized greetings using the recipient’s first name.
2) Business Text Message
While sending business SMS, you need to remember to keep the right balance between warmth and professionalism. Whether sending reminders or promotional offers, your message should be clear, polite, and to the point. Also, don't forget to maintain a professional yet friendly tone.
Let's take an example of an appointment reminder and a limited-time offer promotion.
Appointment Reminder
"Hi Jack, this is a gentle reminder for your dental appointment tomorrow at 5 PM. See you tomorrow!"
Limited Time Offer
"Hey Dick, grab 20% off only this weekend! Click on this [link] to claim the discount."
Tips & Best Practices
- Convey your purpose clearly.
- Use the customer's name to give SMS a personalized touch.
- Ensure you maintain compliance with 10DLC and TCPA.
- Add urgency and clear offer like this - “grab 20% off only this weekend”.
3) Customer Support Message
If you are writing an SMS that answers your customer's query or offers assistance, your message should be helpful. The message tone should be solution-focused, direct, clear, quick, and reassuring to the customer.
Here is how to write a text message in a script that offers customer support.
Hey Sara, Thank you for contacting us. We are sorry for the inconvenience you faced with the order you placed. Please provide your order number, and we will resolve the issue ASAP.
Tips & Best Practices
- Acknowledge your customer's concern or issue.
- Offer them clear and concise steps about what next they need to do.
- Encourage two-way communication.
4) Promotional Text Message
When you want to promote your specific service or product and want your customers to take specific action, like purchasing or attending the event, you can send the following type of message. While writing a message, your tone should be engaging and action-driven.
Hi Ema, don't miss this golden opportunity! This weekend, we are offering 25% off on all items. Click this [link] to shop now. Reply STOP to unsubscribe.
Tips & Best Practices
- Writing this kind of message creates urgency, like limited-time offers.
- Your language should be engaging and action-driven.
- Include a clear CTA.
- Respect your recipient’s time.
- Avoid sending lengthy messages.
- Include clear Opt Out instruction.
- If you send bulk messages, test it with the small group and ensure you get the desired results.
Tools and Resources for Text Message Writing
Using the right tools, you can craft a text message easily. For example, tools like Textdrip offer various features like SpinText, AI Text Generator, Two-way Texting, Scheduling SMS, drip campaigns, SMS automation, etc., to craft great messages.
If you want to craft various marketing messages without rewriting the SMS from scratch, the Spin Text feature will be useful for you. On the other hand, an AI text generator can help you generate SMS templates or personalize your message tone depending on its type – formal or informal.
The scheduling tools let you plan messages in advance so they reach recipients at the right time. In short, these features assist you in making your writing process hassle-free, whether you send a single SMS or a marketing campaign to thousands of potential customers.
Let's Textdrip Help!
A well-crafted text message can land directly in your audience's inbox. However, you need to understand that crafting a text message does not mean writing and sending some information. You must craft a message encouraging a receiver to act, nurture relationships, and drive positive change.
Following the above-discussed tips and tricks, you can craft an engaging and effective text message that resonates with your audience.
We understand that writing an impactful message is the foundation of successful outreach. So, if you want help in crafting text messages that perfectly align with your audience and drive meaningful engagement, try Textdrip. The platform has features like SpinText and AI Text Generator, which can help you take your messaging to the next level by ensuring your text message is well-optimized for success. Connect with us to book a demo or for a free trial.
FAQ's
| Should I include greetings and sign-offs in every text message? |
Not always. For quick updates or reminders, greetings might be unnecessary. However, for initial contact or formal communication, a greeting (e.g., "Hi [Name]") and a polite sign-off (e.g., "Thanks, [Your Name]") are recommended.
| When is it appropriate to use abbreviations or text slang? |
Abbreviations or slang are suitable for casual or informal texts, such as between friends or peers. However, avoid using them in professional or business communication to maintain clarity and professionalism.
| Can I use text messaging for customer service interactions? |
Yes, Text messaging is great for handling simple inquiries and updates. But make sure messages are quick, clear, and responsive. Use it to confirm orders, update shipping statuses, or provide support links.
| Should I adjust my text message script based on the recipient’s age group? |
Yes, Younger audiences may appreciate casual tones, emojis, or slang, while older recipients often prefer clear and formal communication so tailoring your script to their preferences improves engagement.
Explore more content
Want to Generate
More Sales Opportunities?
Automate your text messaging hustle to generate more sales opportunities with Textdrip and watch your business grow.
