Business texting, Templates · 6 min read
30 business text message templates you can copy today
By the CallRoute team ·
Most business texts are the same handful of messages sent over and over: a reminder, a follow up, a nudge about an invoice. Writing them from scratch every time is slow, and rushed texts are where typos and missing details creep in. Below are 30 short templates you can copy, grouped by situation, ready to save in your phone system.
How the merge fields work
Every template uses merge fields in curly braces. When you insert the template, each field is replaced with the real detail for that contact or for you. These are the fields CallRoute supports:
| Field | Becomes |
|---|---|
| {first name}, {last name}, {full name} | The contact's name |
| {company} | The contact's company |
| {my name}, {my first name} | Your name, as the sender |
| {business name} | Your business name |
| {my number} | Your business number |
Add a fallback after a vertical bar for details you might not have. {first name|there} becomes "Hi Maria" when the name is saved and "Hi there" when it is not. Parts in square brackets, like [day] or [time], are things you fill in yourself before sending.
Appointment reminders
Keep reminders short and give the customer an easy way to confirm or move the time.
- Hi {first name|there}, this is {business name} reminding you of your appointment on [day] at [time]. Reply YES to confirm or call {my number} to reschedule.
- Hi {first name|there}, see you tomorrow at [time]. If anything changes, just reply here. {my first name} at {business name}
- Hi {first name|there}, your appointment with {business name} is in one hour. Our address is [address]. Reply if you are running late.
- Hi {first name|there}, we haven't seen you since [month]. Want to book your next visit with {business name}? Reply with a day that works.
- Hi {first name|there}, your booking with {business name} is confirmed for [day] at [time]. Reply C to cancel.
Follow ups
- Hi {first name|there}, thanks for your time today. This is {my name} at {business name}. Any questions, reply here anytime.
- Hi {first name|there}, just checking in after your visit with {business name}. Is everything working as expected?
- Hi {first name|there}, {my first name} from {business name} here. I sent the details we discussed by email. Let me know if they did not arrive.
- Hi {first name|there}, following up on our call last week. Is now still a good time to move forward? {my name}, {business name}
Missed call text back
When you miss a call, a quick text from the same number often gets a faster answer than a voicemail. In CallRoute the missed call and your text sit in the same conversation, so you can send one of these right from the thread.
- Hi, this is {my name} at {business name}. Sorry I missed your call. How can I help? You can reply here or call back at {my number}.
- Hi {first name|there}, {business name} here. We just missed your call. Reply with a good time and we will call you back.
- Thanks for calling {business name}. We are with another customer right now. Text us what you need and we will reply shortly.
- Hi {first name|there}, sorry we missed you. Our office is closed for the day, but {my first name} will call you back first thing tomorrow. {business name}
Quotes and estimates
- Hi {first name|there}, your estimate from {business name} is ready. I just emailed it to you. Happy to walk through it, reply here or call {my number}.
- Hi {first name|there}, {my first name} from {business name}. Did you get a chance to look at the quote? Any questions I can answer?
- Hi {first name|there}, a quick note that your quote from {business name} is valid until [date]. Reply YES and we will get you on the schedule.
- Hi {first name|there}, to prepare your estimate we need a couple of photos of [item]. You can send them right here. Thanks, {business name}
Payment reminders
Stay friendly and factual. Never include full card or account numbers in a text.
- Hi {first name|there}, a friendly reminder from {business name} that invoice [number] is due on [date]. You can pay here: [link]
- Hi {first name|there}, our records show invoice [number] is past due. If you have already paid, thank you and please ignore this. {business name}
- Hi {first name|there}, thanks for your payment to {business name}. We have received it and your account is up to date.
- Hi {first name|there}, if you would like to set up a payment plan for invoice [number], reply here and {my first name} will help. {business name}
Review requests
Ask once, soon after a good experience, and make the link easy to tap.
- Hi {first name|there}, thanks for choosing {business name}. If you have a minute, a quick review would mean a lot to us: [link]
- Hi {first name|there}, {my first name} here. Glad we could help today. Would you mind sharing your experience? [link]
- Hi {first name|there}, how did we do? Reply with a number from 1 to 5. Your feedback helps {business name} improve.
- Thanks again for your feedback, {first name|there}. If you are happy to post it publicly, here is the link: [link]. {business name}
Holidays and closures
- {business name} will be closed on [day] for [holiday]. We reopen on [day] at [time]. Happy holidays, {first name|there}!
- Hi {first name|there}, our hours are changing. Starting [date], {business name} is open [hours].
- Due to weather, {business name} is closed today. We will contact you to reschedule any appointments. Stay safe.
- Hi {first name|there}, {business name} is closed for the holidays from [date] to [date]. For anything urgent, leave a message at {my number}.
- Good news, {first name|there}: {business name} is back open today at our usual hours. Reply here if you need anything.
Compliance basics for business texts
Good templates only help if your texts are delivered and welcome. A few rules keep you on the right side of carriers and customers:
- Get consent first. Only text people who gave you their number and agreed to hear from you, for example on a booking form, on a call, or by texting you first.
- Identify yourself. Include your business name, especially in the first message to a contact. Every template above does this.
- Make opting out easy. Add "Reply STOP to opt out" to your first text and to anything promotional, and honor it right away.
- Respect quiet hours. As a good practice, avoid texting early in the morning or late at night in the customer's time zone, unless they asked you to.
- Register your number. In the US, business texts from local numbers need A2P 10DLC registration. Our A2P 10DLC registration guide explains how to get approved.
Using these templates in CallRoute
Shared and personal templates
Owners and admins can save shared team templates so everyone sends the same approved wording, and each teammate can keep personal templates too. Templates and merge fields are included on every plan.
Insert with a slash
In any conversation, type / to pick a template. The merge fields fill in from the contact and your profile, and you can edit the text before it goes out.
Schedule ahead
On Pro and Scale you can schedule a text from one minute to one year ahead, which is handy for reminders and holiday notices. STOP and HELP replies are handled automatically. See business texting and pricing for the details.