How to Write Professional Text Messages / SMS to prospects?

How to Write Professional Text Messages (SMS) to Prospects: Increase Your Read Rate Beyond Email’s 20%

Are you looking for a way to improve your professional communication skills? If so, you may be wondering how to write professional messages for text exchanges with sales prospects. While it may seem like a daunting task, there are a few simple tips that can help you send polished and effective messages. In this article, we will discuss some of the best ways to compose professional text messages. Keep reading to learn more!

1. Why Professional Text Messages Matter

In today’s fast-paced business environment, professional text messages have become an essential tool for effective communication. With the widespread use of mobile devices, text messaging has emerged as a preferred method for many customers. Studies reveal that a staggering 90% of customers favor communicating with businesses through text messages. This preference underscores the importance of mastering the art of sending professional text messages.

Engaging with sales prospects through text messaging is a legal and effective strategy for nurturing leads. Professional text messages help businesses build trust and establish a personal connection with their customers. By sending well-crafted messages, businesses can enhance customer engagement, increase response rates, and minimize the risk of miscommunication. Moreover, professional text messages can drive sales by providing timely and relevant information to customers. In essence, sending professional text messages is not just about communication; it’s about creating a positive customer experience that can lead to long-term loyalty and increased revenue.

1. Get SMSup.ch and connect it to InvestGlass 

1.Use Swiss tools for mass messages

The first step in sending messages and writing professional text messages is using the right tools. As InvestGlass is a Swiss CRM – we like to use Swiss tools such as SMSup.ch to send SMS. With SMSup.ch, you can easily connect your InvestGlass account and send high-quality text messages directly to your contacts. This will save you time in your sales process and ensure that your messages are delivered flawlessly.

The second step in writing professional text messages is using proper grammar and spelling. This may seem like a basic rule, but it is important to take the time to proofread your messages before sending them. Misspelled words or incorrect grammar can make you look unprofessional and careless. So be sure to take your time and review your work before hitting send.

2. Keep your messages brief and to the point

When composing professional text messages, it is important to keep your message brief and to the point. Keeping messages brief helps ensure both parties are on the same page, facilitating clear and efficient communication. Longer messages can be overwhelming for the recipient and may cause them to lose interest. Try to stick to one or two sentences max, and be sure to get to the point quickly.

3. Use formal language

When writing professional text messages, it is important to use formal language. Professional text message examples can guide you in using formal language effectively in various business scenarios. This will help you come across as polished and professional. Avoid using slang or informal terms, as they may make you appear unprofessional or uneducated. If you want to unite the team member language, we suggest you activate the InvestGlass template. This template is perfect for pre-defined sales funnel, payment reminders, automated email marketing, appointment confirmation, send private information, and automated follow-up.

4. Be concise to increase response rate

In addition to being brief, it is also important to be concise when writing professional text messages. Text message examples can help in crafting concise messages that get straight to the point. This means getting straight to the point and avoiding any unnecessary details. When possible, try to sum up your message in a single sentence. This will make it easier for the recipient to understand what you are trying to say.

5. Check for typos and other errors

Before sending your professional text message, be sure to check for typos and other errors. Ensuring that documents like the new patient intake form are error-free is crucial for a smooth appointment process. Spellcheck may not always catch every mistake, so it is important to take a close look at your work before hitting send. Typos or grammatical errors can make you look unprofessional and sloppy. Always be professional but not stiff. Try not to use too many emojis, acronyms, or sloppy punctuation when texting prospects. Start texting your customers after you checked your spelling.

SMS

2. Add personalization to your text message & Keep it short

Inside the InvestGlass marketing suite, you can add templates. Templates will include CRM content inside the message to hyper-customize them. Text message marketing can significantly enhance your marketing efforts by allowing for personalized communication with your audience. Personalized messages can significantly enhance engagement with sales prospects, making them feel valued and understood. If you are sending promotional texts make sure that you previously gain consent. (Check GDPR) You should receive texting privileges, the same way you would for email.

Keep it short will increase the conversion rate. Conversion rate is the percentage of people who take the desired action, such as completing a purchase or signing up for a service, after being exposed to your advertisement. Shorter messages are more likely to be read in their entirety, so be sure to keep your messages concise and to the point.

4. Best Practices for Sending Text Messages

1. Be Purposeful with Your Send Times

When sending professional text messages, timing is everything. Sending messages at the right time can significantly enhance their effectiveness and ensure they are well-received. Here are some best practices to consider:

• Send messages during business hours: Avoid sending messages outside of business hours, as this can be seen as intrusive and may harm your reputation. Aim to send messages when your recipients are most likely to be available and attentive.
• Consider the customer’s time zone: Always take into account the customer’s time zone to avoid disturbing them during non-business hours. This shows respect for their time and increases the likelihood of a positive response.
• Use automation to send messages at the right time: Leverage automation tools to schedule your messages in advance. This ensures that your messages are sent at the most opportune times, maximizing their impact and efficiency.

By being mindful of when you send your professional text messages, you can improve your communication effectiveness and build stronger relationships with your prospects.

2. Avoid Spammy Tactics

Maintaining professionalism in your text messages is crucial to avoid being perceived as spammy. Here are some tactics to steer clear of:

• Don’t send mass messages: Sending the same message to a large group of people can come across as impersonal and spammy. Instead, personalize your messages to make each recipient feel valued and respected.
• Avoid using shortened URLs: Shortened URLs can appear suspicious and may trigger spam filters. Use full URLs to maintain transparency and trust with your recipients.
• Don’t use ALL CAPS: Using all capital letters can come across as shouting and may be perceived as aggressive or spammy. Stick to standard capitalization to maintain a professional tone.

By avoiding these spammy tactics, you can ensure your professional text messages are well-received and effective in engaging your audience.

5. Creating a Clear Call-to-Action

A clear call-to-action (CTA) is essential in professional text messages, as it encourages customers to take action and engage with your business. Here are some tips for creating a compelling CTA:

1. Show Value and Create Urgency

When crafting your CTA, it’s important to highlight the value and create a sense of urgency. Here’s how:

• Highlight the benefits of taking action: Clearly explain how taking action will benefit the customer. For example, “Sign up now to receive a 20% discount on your first purchase.”
• Create a sense of urgency: Use limited-time offers or scarcity to prompt immediate action. Phrases like “Offer ends tonight” or “Limited stock available” can motivate customers to act quickly.
• Provide a clear next step: Make it clear what action you want the customer to take next. Whether it’s visiting a website, making a phone call, or responding to the message, ensure the next step is straightforward and easy to follow.

By incorporating these elements into your CTA, you can create effective professional text messages that drive engagement and deliver results for your business.

4. Essentials for Promotions and Marketing

When it comes to promotions and marketing, professional text messages can be a game-changer. Here are some essentials to keep in mind to maximize their effectiveness:

• Personalization: Address the customer by their name and tailor the message to their specific interests and preferences. Personalized messages resonate more with recipients and can significantly boost engagement.
• Clear Call-to-Action: Ensure your message includes a clear call-to-action, such as “Reply YES to receive a discount” or “Click here to learn more.” This directs the recipient on what to do next and can drive immediate responses.
• Urgency: Create a sense of urgency by incorporating limited-time offers or deadlines. Phrases like “Offer ends tonight” or “Limited stock available” can prompt quicker actions from customers.
• Relevance: Make sure the content of your message is relevant to the customer’s needs and interests. Irrelevant messages can lead to disengagement and even opt-outs.

By incorporating these essentials into your professional text messages, you can enhance the impact of your promotions and marketing efforts, leading to higher conversion rates and customer satisfaction.

5. Using Text Messages for Sales and Marketing

Text messages are a powerful tool for sales and marketing teams looking to enhance their outreach and engagement strategies. Engaging with sales prospects through text messaging can help nurture leads and move them through the sales funnel. Here are some effective ways to leverage text messages in your sales and marketing efforts:

• Lead Generation: Use text messages to capture and qualify potential leads. A simple message asking for more information or offering a free consultation can help identify interested prospects.
• Follow-Up: Text messages are perfect for following up with leads and customers. Whether it’s providing additional information, answering questions, or offering support, timely follow-ups can keep the sales process moving forward.
• Appointment Reminders: Reduce no-shows and ensure customers remember their appointments by sending timely reminders. A quick text the day before or the morning of the appointment can make a big difference.
• Promotions: Promote your products or services through exclusive deals and discounts sent via text messages. This direct approach can drive immediate sales and increase customer loyalty.

Incorporating text messages into your sales and marketing strategy can lead to improved customer engagement, higher response rates, and ultimately, increased sales.

3. Don’t press send after every sentence of a professional text message

Remember SMS are not Whatsapp or Telegram messages. You are expecting an answer and therefore make sure that to increase response rates, you end the message during business hours. You shoudl find the right balance before sending more than one text. Make sure that the SMS you are sending makes sense and you apply the right strategy to the right customer.

8. Measuring Success

To continuously improve your professional text messaging strategy, it’s crucial to measure its success. Here are some key metrics to track:

• Response Rate: Monitor the number of responses you receive to your text messages. A high response rate indicates that your messages are engaging and relevant to your audience.
• Conversion Rate: Track the number of conversions, such as sales or appointments, that result from your text messages. This metric helps you understand the direct impact of your messaging on your business goals.
• Open Rate: Measure the number of customers who open your text messages. A high open rate suggests that your messages are being noticed and read.
• Click-Through Rate: Track the number of customers who click on links or take action as a result of your text messages. This metric is essential for understanding how effective your calls-to-action are.

By regularly tracking these metrics, you can refine your strategy and enhance the effectiveness of your professional text messages, ensuring they continue to drive positive results for your business.

4. Have a strong understanding of your relationship with a prospect

Understanding the client’s needs is essential when it comes to writing professional text messages. Engaging with sales prospects through personalized text messages can help build a stronger connection and increase the likelihood of a positive response. Before sending a message, be sure to take the time to understand what the client is looking for. If you can provide what the client is looking for, there is a good chance they will be interested in what you have to offer.

When composing professional text messages, it is important to tailor your message to the individual recipient. This means using their name and addressing them specifically. Personalization helps to build a stronger connection with the recipient and can make them more likely to respond positively to your message.

Send messages from SMS is a must-have and InvestGlass will you send the first message and send professional texts to customers.