How to write professional text messages / SMS to prospects

How to write professional text messages / SMS to prospects

Let's face it: email can sometimes result in a slow response... For many of the organizations embracing inside sales today, sales are being lost due to a lack of persistent and strategic communication.

Yet, it’s key to building strong relationships with prospects and eventually turning those relationships into signed deals.

The best sales professionals reject the idea of being a one trick pony and relying JUST on email or just on cold calling. The best sales professionals embrace channels that go beyond…


The text message.

In a time where our mobile phones have become part of our day-to-day activities, the phone is no longer just a device for speaking or sending an email; it gives us all kinds of abilities, including texting.

According to Mobile Marketing Watch, 98% of all text messages are opened, compared to 22% of emails.

Take note of this. It's hard enough to get on prospects' radar in the first place, let alone stay there.

Moving these conversations from their inbox and voicemail, to a text, can strengthen the connection you’re working to build. But it has to be done with tact. It has to be done respectfully. It has to be done right.

In this post, we’ll highlight how you can write professional text messages/SMS to prospects and be on your way to closing deals.

1. Add personalization

To get the response you want, it’s essential to communicate with them in a way that resonates. Since most conversations today happen through text, the reality is that SMS is a more personal way to connect with a prospect. With such a personal method of communication, businesses have to be careful about using texting/SMS in a way that isn’t overbearing.

At a minimum, include the name of the prospect you’re trying to reach. If you don’t know, find it. People will be more likely to answer your text if you address them by their name.

If you have some other details about your prospect or their business, like a recent award, you can use those details to create a copy that makes them feel valued. With the right strategy, sending a personalized text can help you close deals and climb the sales ladder.

The out-of-the-box SMS integration in our sales CRM is as simple as our calling and email integrations. You can send an SMS to any SMS-enabled number in the U.S., Canada, Great Britain and Australia, using an existing phone number. Incoming SMS messages show up in your Close inbox and feed just like new emails, tasks and missed calls, and automatically get logged on the right lead page.

2. Keep it short

You’re sending a note, not an essay.

The key is to write short, and to the point texts. If your text requires a prospect to scroll, there is an issue. If the text is more than four sentences or it’s hard to delete words, consider sending an email or picking up the phone.

By keeping it short, you ensure that prospects can read it. That means they're likely to carry out the action you hope they take.

3. Don’t press send after every sentence

We have that one friend who likes to send a text after every sentence. And that can be annoying. You wouldn’t want to appear this way with a prospect, do you?


Be cautious about how often you text your prospects. If you misuse your texting privileges, they’ll move on. Or even ask you to leave them alone.

The last thing you want to do is ruin the sale and relationship by being unprofessional. Just because texting is the same medium you use to message your friends, doesn’t mean your conversations with a prospect should take the same approach.

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

With certain individuals, you will be able to send emojis. But, there are certain individuals you wouldn’t send these to.


For example, you wouldn’t send a CEO of a SaaS company a bunch of emojis via SMS—unless you know them well enough to know that they LIKE this form of communication. But you could use an emoji with a content marketing specialist, as long as you’ve developed a relationship with them.

Know who you are trying to connect with to ensure you are sending the right type of messages.

With this, you’ll have a better understanding of the prospects’ needs and truly earn their respect.

But one thing we've always found to be true is that the tone of your text messages should be more conversational than in any other medium.

Learn more about SMS in Close

To help your team get the most out of SMS in Close, here’s a collection of resources:

How HouseCall Pro increased their close rate by 15% using SMS

Everything you need to know about SMS &

Want even more advice on how to engage prospects and close the sale? Download your free copy of The Follow-Up Formula today.