In today’s fast-paced digital world, business communication has become more dynamic than ever. Among the channels reshaping how companies interact with customers and teams, text messaging stands out as a convenient, effective, and immediate method of communication. But with great power comes great responsibility—especially when it comes to texting in a business setting.
To make the most out of business texting while avoiding common pitfalls, here are the do’s and don’ts every professional should keep in mind.
✅ The Do’s
1. Do Keep It Short and Sweet
Business texts should be concise and clear. Respect your recipient’s time by sticking to the point. Long-winded messages can get ignored or misunderstood.
Example:
“Hi Sam, your 3 PM appointment is confirmed. Please reply YES to confirm or NO to reschedule.”
2. Do Use Proper Grammar and Spelling
While texting is often informal, business messages still require professionalism. Typos and slang can damage credibility and clarity.
❌ “yo ur order’s out lol”
✅ “Hi James, your order has been shipped!”
3. Do Personalize When Possible
Adding a personal touch like the customer’s name or a relevant detail shows you care and aren’t just sending out mass messages.
Example:
“Hi Maria, thanks for your recent purchase! Let us know if you have any questions.”
4. Do Include a Call to Action (CTA)
Whether it’s confirming an appointment, clicking a link, or replying to a question, a clear CTA boosts engagement and response rates.
Example:
“Click here to view your receipt: [link]”
5. Do Respect Business Hours
Send texts only during appropriate hours (typically 8 AM–8 PM). No one wants a promo message at midnight.
❌ The Don’ts
1. Don’t Send Without Permission
Always get opt-in from your contacts before sending business messages. Unsolicited texts can violate laws and annoy recipients.
⚠️ Use double opt-in methods and clear disclaimers to stay compliant with regulations like the TCPA.
2. Don’t Be Too Casual or Overly Formal
Strike a professional, yet approachable tone. Avoid using too many emojis or overly stiff language.
❌ “Heyyy 😎 ur order’s rdy lol”
❌ “Dear Customer, your recent inquiry has been acknowledged henceforth.”
✅ “Hi Alex, your order is ready for pickup!”
3. Don’t Bombard With Texts
Too many messages can feel spammy and lead to opt-outs. Stick to relevant, timely updates.
📉 Quality over quantity. If it’s not useful, don’t send it.
4. Don’t Include Sensitive Information
Never text personal data like passwords, credit card info, or health records. SMS isn’t secure enough for sensitive content.
5. Don’t Forget to Identify Yourself
Especially if it’s the first message, always let the recipient know who you are and why you’re texting.
Example:
“Hi, this is Amy from Bright Dental. Just confirming your cleaning for tomorrow at 2 PM.”
Final Thoughts
Business text messaging can be a powerful tool—when used correctly. It allows for fast, efficient, and personal communication that strengthens relationships and drives action. But misuse can just as quickly erode trust and create friction.
By following these simple do’s and don’ts, your business can master the art of texting and use it to delight customers, empower teams, and grow your brand.
📱💬 Happy texting!
