The document provides guidance on writing professional text messages. It begins by explaining the prevalence of text messaging today. It then defines professional texts as those used to accomplish work goals and shares different types, including between colleagues, different fields, and seniors/juniors. The document offers templates and guidance on when and how to send professional texts, such as for appointments, offers, alerts and reminders. It stresses keeping texts brief, avoiding slang, and including signatures.

1. How to Write a Professional Text Message
A Detailed Guide (2021)

2. Introduction
Its been almost 30 years since the first ever text
message, “Merry Christmas” was sent and today the
procedure have evolved a lot.
“Neil Papworth was the very first person to send the first
text message on 3rd December 1992. It was typed on a
computer and sent over the Vodafone network to Richard
Jarvis, who also happened to be a director there.”
According to the Statistic Brain, people send more
than 560 billion text messages every month,
averaging 18.7 billion texts daily.
While there are no limitations to how you communicate
with your friends and family through text messaging,
there are certain dos’ and don’ts of how to do so
professionally. And, this presentation contains the
guide to help you with that.

3. What is a Professional Text Message
.
Professional texts is a way of communication
followed in the workplace with the intent of
accomplishing a specific goal or task. The
goals may include increasing sales,
disseminating a particular policy or launching
new product/project.

4. .
Different types of Professional Text
Messages
Professional texting can be segmented into
three broad categories based on professionals
at sending and receiving ends:
1. When the texting is between professionals
belonging to the same field:
This involves communication taking place between
professionals belonging to the same domain of
work. Under these circumstances, the relationship
or communication occurs on a peer level, where no
one enjoys a higher status than the other. This type
of professional communication demands mutual respect
and regard on both sides. E.g professors in
different departments or doctors with different
specialties.

5. .
2. When the texting is between professionals
belonging to different fields:
This represents when such communication takes place
between professionals engaged in different lines of
work. For example, a lawyer conveying a specific
message to their client or a doctor communicating
with their patient.
3. When the texting is between a senior and a junior
professional belonging to the same field:
In this type of communication, the tone of the
message can directly impact the underlying objective
or goal. In such scenarios, a junior professional
needs to be prompt and respectful in communicating
with their seniors while a senior professional
should be courteous yet assertive in their tone of
the message to their junior.

6. When to Send a Professional Text
Message?
• If you need to share time-sensitive information
• When you intend to update staff in a company about
something.
• You want to confirm appointments, need changes and
reminders on them
• In case want to run questionnaires and surveys

7. When Not to Send a Professional Text
Message?
 Updates about employment status, especially
hiring or firing
 Sharing some critical piece of information such
as results of a medical report
 Thank you, notes. Because a text message cuts
the element of intimacy out significantly from
such a situation

8. Professional Text Message Etiquette
 Avoid Texting People Without Opt-In
 The Shorter, the Better
 Don’t Overlook Relationship Building
 Offer Next Level Services
 Focus on Quality and Relevancy
 Less is More
 Add Value to Your Texts
 No Slang or Abbreviations
 Prefer Short Answering Options
 Reply Respectfully and Elegantly
 Add Signature to Your Professional Texts

9. Templates for Professional
HR/Recruiting Texts
• Recruitment Text: Hi Amanda, I have an entry-
level position open for the kind of marketing
role you might be interested in. Free to set up
a call this week? – Roy
• Interview Reminder: You’re scheduled for an
interview with Finance Pros on Monday, April 5
at 11 am. Ask for Derick on arrival. Please
call this number in case of any questions.

10. Templates for Professional
Marketing/Promotional Offers Texts
• Retail Offer: Happy Father’s Day! 30% off on
all men’s leather accessories till the weekend.
Shop from 9am-6pm or shop online at
mydadisthebest.com. – Mathew
• Services Offer: Truman Extermination: Enjoy 15%
off on all kinds of extermination services.
Offer valid till March. Text or call today to
book an appointment.
• Medical Services Offer: Smile Hub: Want to have
2 teeth whitening sessions for the price of 1?
Reply “Yes” to get an appointment call from us.

11. Templates for Professional
Banking/Finance Texts
• Transaction Alert: You have made a payment of
£10.29 to Sip It Café on 4/4/21. Your current
account balance is £963.35.
• Balance Information Alert: ABC Bank: Your
remaining account balance is £1213.35. For more
information, log into: abcbank.com/accounts.
• Fraud Alert: We have observed some unusual
activity on your account. Please call us back
as soon as possible to secure your account.

12. Templates for Professional
Confirmation Texts
• Order Confirmation: We thank you for purchasing
from us. Payment for your order #335 has been
received, thankfully. – XYZ Retail Shop.
• Appointment Confirmation: Thank you for booking
your appointment with us. Please arrive 15 mins
early for documentation. Text or call us if you
want to reschedule. – ABC Medics
• Changing Appointment/Reservation: We have
rescheduled your appointment to Mon, June 8 at
12pm with Dr Doris. Feel free to call or text
for any more queries. – ABC Medics

13. Templates for Professional Sales
Texts
• Provision of a Quote: Thank you for reaching
out. Our average cleaning cost ranges between
£300-500. For a detailed quote, please provide
the sq feet of your home. – ABC Cleaners
• Apartment Lease Offer: Thanks for visiting
Trove apartment complex. We are pleased to
offer you a 1 month rebate on rent if you sign
now. – ABC Leasing
• Sales Follow-up: Hi Orton, are you still
interested in visiting Hawaii? I can share more
info with you on this when you’re ready. Let me
know about it. Thanks.

14. Templates for Professional Reminder
Texts
• Payment Reminder: Your health insurance payment
is due on March 3. Please visit
paymyinsurance.com/pay-now to make your
payment. Thanks for your cooperation.
• Hair Salon Appointment Reminder: You have a
haircut appointment book for 11:00am tomorrow
with Mary. For rescheduling or any other
queries, please call xxx-xx-xxx.

15. Templates for Professional Staff
Communication Texts
• Shift Adjustment Requests: Hi Josh, are you
available for an extra shift over the weekend?
If yes, please contact Griffith (HR) at xxx-xx-
xxx.
• Conference/Event Notification: Tickets for the
Annual Conference are available now. Please
ensure your availability. For further details,
visit thecompany.com/conf.
• Meeting Changes: Hi Swift – The sales
department’s weekly meeting venue has been
changed. Please contact Mark on xxx-xx-xxx for
further details.

16. Templates for Professional Customer
Services Texts
• General Business: Thanks for sharing your
concerns. We will run an internal audit to
identify whose mistake resulted in this and get
back to you ASAP. – General Business
• Cleaning Service: Hi Sheryl, I’m sorry our
staff missed you out. We can get someone to
your home anytime tomorrow. What time suits you
best? – Cleaning Service
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