All You Need to Know About Business Text Messaging, Strategies, and Compliance

In today’s fast-paced digital world, reaching your audience quickly and effectively is key to growing your business. Email and social media are great tools, but nothing beats the immediacy of a text message. With 98% of SMS messages opened and read, business text messaging is no longer just a “nice-to-have” — it’s a necessity.

Of course, many business owners and decision-makers aren’t all that familiar with how texting works in a professional setting. Sure, you probably text family members and friends, but what works for companies? What are the best practices to follow and the mistakes to avoid?

This guide will explore what you need to know about using SMS for your business: its benefits, ways to maximize ROI, compliance essentials, and real-world use cases. We’ll also help you navigate choosing the right tools, like DialMyCalls, to ensure you’re set up for success.

What Is Business Text Messaging?

Let’s talk about texting for business communication  which uses SMS (Short Message Service) or MMS (Multimedia Messaging Service) to connect with customers, employees, or stakeholders. It’s a versatile channel that can be used across most industries, including retail, healthcare, education, hospitality, and beyond.

Common Text Message for Business Use Cases

• Retail: Announce flash sales or share personalized discounts.
• Healthcare: Send appointment reminders and medication refill alerts.
• Education: Notify students and parents of emergencies or event updates.
• Hospitality: Confirm bookings or send travel updates.
• Events: Announce event dates, keep people up to date with venue information, etc.

By integrating SMS into your communication strategy, you can improve operations while improving customer satisfaction. And you’re able to do it in a personal, meaningful way that goes beyond what you can accomplish with email or social media. Not sure what’s in it for you? Let’s explore the benefits of texting for business communication.

7 Benefits of Business Text Messaging

• Enhanced Engagement
• High Open Rates
• Immediate Communication
• Cost-Effective
• Broad Reach
• Personalization
• Seamless Integration
• Customer Convenience
• Send Time Sensitive Communications

Why should you invest in SMS? Let’s break down the benefits:

Enhanced Engagement

People respond to texts faster than emails or phone calls. They’re also more apt to open, read, and reply to a text message than any other type of communication. Whether your message is time-sensitive or you’re just looking to create an engaged customer base, texting for business communication needs can help.

High Open Rates

While email open rates hover around 20%, SMS boasts a stunning 98% open rate. Nothing else even comes close. What does that mean for your business? Simply put, if you send it, they’ll read it. There’s very little concern that a text message won’t be opened, which is one of the biggest hurdles any business faces in its customer communications.

Immediate Communication

Unlike other channels, texting lets you start a conversation immediately. Of course, that’s important for time-sensitive communications, but imagine what a near-immediate response could do for your regular customer-facing communications. How much faster could your team move if customers replied within minutes, rather than days?

Cost-Effective

SMS campaigns cost less than traditional advertising and often deliver higher ROI. Imagine paying just pennies for a message that could give you a response in minutes.

Broad Reach

Nearly everyone has a phone, making SMS universally accessible. This is particularly true in Western nations like the US, where you can reach almost any audience segment or demographic on their phone. And it’s not just smartphone owners, either. Most old-school cell phones support texting, too.

Personalization

Tailored messages create a more direct audience connection. And make no mistake – your audience expects you to personalize your communications with them. Texting provides a simple way to refer to previous touchpoints and purchases, delivering a cohesive customer experience.

Seamless Integration

Most SMS platforms integrate with CRMs, email, and social media tools. That makes it simple to send a text message for business needs, as well as to reply to customers and manage your text campaigns.

Customer Convenience

Texts are quick, unobtrusive, and easy to act on. They’re far less intrusive than conventional digital ads, more visible than analog ads, and create a personal connection between your business and your customer.

Send Time Sensitive Communications

Texting is instantaneous, which lends itself well to time-sensitive communications, like date and time changes, flash sales, venue changes, emergency updates, and more.

How to Maximize ROI with SMS

• Build Your Audience with Opt-Ins
• Create Engaging Campaigns
• Automate It
• Integrate SMS with Other Channels
• Be Clear and Concise
• Send Messages at the Right Time

Convinced that texting for business communication is a must-have? Realizing the potential here is the initial step. However, you’ll need to know how to get the most value out of your efforts. Done right, texts for business can generate profit, build loyalty, and enhance your brand’s image. Done wrong, text message business communications can drive a wedge between your business and the very people you’re trying to reach.

Here’s how to make the most of your SMS campaigns:

1. Build Your Audience with Opt-Ins

Building your list is step one in creating successful text message business campaigns. However, there’s a challenge here. Getting consent is non-negotiable (more on that later). Encourage sign-ups via your website, social media, or in-store promotions. Here are a few ideas to help you do that with a minimum of friction for your customers and cost to your business:

Offer Incentives

People love a good deal! Provide a clear value in exchange for their opt-in.

• Discounts or Coupons: “Text SAVE to 12345 and get 15% off your next purchase!”
• Exclusive Access: “Be the first to hear about sales! Text VIP to 67890 to join our insider list.”
• Giveaways: “Enter to win a $50 gift card! Text WIN to 98765.”

Promote on Your Website

Your website is the hub in your marketing efforts. Use it as such.

• Add a pop-up form: “Sign up for exclusive deals and updates via text!”
• Include an opt-in widget on your homepage or checkout page.
• Build a landing page specifically for SMS subscriptions.

Make the Most of Social Media

Turn your social followers into SMS subscribers.

• Run a contest: “Follow us and text ENTER to 12345 for a chance to win!”
• Promote your campaign with Instagram Stories or Facebook posts.
• Add a call-to-action in your social media bios: “Join our text club for updates! Text JOIN to 67890.”

Tap into the Power of Email Lists

Convert your email subscribers into SMS subscribers.

• Send a special email that explains the benefits of your text program.
• Include a CTA in your email footer: “Prefer updates by text? Click here to sign up!”

2. Create Engaging Campaigns

Don’t just send generic messages. Use personalization, emojis (sparingly), and humor to capture attention. A well-crafted text campaign helps your business stand out from the crowd (for the right reasons) and creates a stronger connection to the brand. Here are a few examples of how to get the ball rolling:

Food & Beverage

Personalization:

“Hi [First Name]! Your usual [Menu Item] is waiting for you. Order now and get a free dessert on us! 🍰 [Link]”

Humor:

“Hungry, [First Name]? We thought so. 🍕 Skip the hangry phase and let us deliver happiness straight to your door. Order here: [Link]”

Health & Wellness

Personalization:

“[First Name], it’s time to treat yourself! Book a massage this week and enjoy 20% off your next session. Your muscles will thank you. 💆‍♀️ [Link]”

Humor:

“We see you, [First Name], scrolling instead of stretching. 🤸 Let’s fix that. Book your yoga class now and say goodbye to those couch potato vibes. 🥔 [Link]”

Retail & E-Commerce

Personalization:

“Hi [First Name]! 🎉 We’ve picked out a deal just for you. Use code PERSONAL20 for 20% off your favorite [Product Category]. Hurry—expires tomorrow! [Link]”

Humor:

“Hey [First Name], we noticed your cart looks lonely 🛒. Add a friend (or two) and get 10% off! Your future self will thank you. 😉 [Link]”

You get the idea. Use these examples to create compelling texts for business growth to connect with your audience and build a stronger relationship.

3. Automate It

Save time by automating recurring texts like appointment reminders or follow-ups. Automation is a tremendous tool for businesses that helps you save time and effort, while also eliminating potential errors (like typos, or forgetting to send reminders to your audience). It also makes it possible to set consistent schedules, which is important for things like regular appointments.

Not sure how to automate texting for business communication? You’ll find that many of today’s tools (CRMs and other platforms) have baked-in automation features. DialMyCalls lets you send automated texts to everyone in your contact list (or list segment!) within just seconds.

4. Integrate SMS with Other Channels

Combine SMS with email or social media for multi-channel campaigns that boost results. Of course, integrating SMS and other marketing channels isn’t all that easy, particularly for small business owners without a background in modern marketing. Here are a few examples to help:

Email Marketing + SMS

Combine the immediacy of text messages with the depth of email content.

Promotion: Send an SMS alerting subscribers to check their email for an exclusive offer:

“Hi [First Name]! 📩 We’ve sent you an email with a special 20% discount just for you. Don’t miss out—check your inbox now!”

Follow-Up: After an email campaign, use SMS to boost engagement:

“Did you see our email about our weekend sale? Click here to shop now: [Link]”

Social Media + SMS

Encourage social media followers to join your SMS list and use texts to drive traffic to your social platforms.

Opt-Ins from Social: Promote your text campaign on platforms like Instagram or Facebook:

“Join our VIP Text Club for exclusive offers! Text VIP to 12345 and follow us on IG for sneak peeks. 📸”

Text-to-Social Traffic: Use SMS to share a viral post or contest:

“We’re giving away a $100 gift card on Instagram! Enter now: [Link]”

5. Be Clear and Concise

Every word counts in a 160-character limit. Write straightforward messages with a clear call to action (e.g., “Reply YES to confirm”). Creating effective text messages can and should take time. Here are a few tips to help you trim your message down to fit:

1. Start with your overall message. What’s the purpose of the message? What do you want your audience to do after receiving it? Communicate that in your text.
2. Edit your message mercilessly. Try to cut it in half without losing the point. This can take time and will require some thought.
3. Cut that in half yet again. You’re not just removing the fat. You’re trying to distill your text to its essence.
4. Check the message for length and impact and then send it out into the wild.

6. Send Messages at the Right Time

Timing is everything. Avoid early mornings or late nights and consider your audience’s time zones. Doing otherwise is disrespectful and a sure way to lose subscribers. You’ll notice that poorly timed messages are often followed by a wave of “stop” replies as followers opt out.

What’s the best time to send your message? That depends on a few factors, like your audience’s time zone, the nature of your text, and more.

• For instance, if you’re running a local restaurant, mid-morning might be a great way to get people in the door for your lunch special.
• If you’re a local running shoe store, an evening text could get people to your store the next afternoon for your run club meeting.

A good tip is to ask yourself: If I was receiving this message, when would it make the most impact in my day? When would I be most receptive? When would it be most disruptive?

Staying Compliant: SMS and the Law

Compliance with text-related rules and regulations isn’t optional — it’s a must. Violating regulations like the TCPA (Telephone Consumer Protection Act) can lead to hefty fines. It can also damage your brand and give your business a reputation for spamming, both of which can be hard to come back from.

Key Regulations

• TCPA: Requires businesses to obtain explicit consent before sending texts.
• CAN-SPAM Act: Covers promotional texts, requiring clear opt-out instructions.
• GDPR (if applicable): Protects personal data for customers in the EU.

Tips for Staying Compliant

• Get Consent: Use a clear opt-in process. For example, “Text JOIN to 12345 to receive updates.” Your subscribers MUST know that they’re signing up for texts from you. Otherwise, they can’t have opted in voluntarily.
• Provide Opt-Out Options: Make it easy for recipients to unsubscribe, e.g., “Reply STOP to unsubscribe.” And make unsubscribing immediate. Don’t try to bend the rules by saying they’ll be unsubscribed in 5-7 days. Do it right away.
• Avoid Misleading Messages: Be upfront about the purpose of your texts. Marketing can be both ethical and effective.

Pro Tip: Save and organize consent records to avoid compliance headaches. Keeping your opt-in records up to date and organized ensures that if something happens, you can show that you’re on the up and up.

Real-World Texting for Business Communication Use Cases

• Retail & E-Commerce
• Healthcare
• Education
• Hospitality & Travel

By this point, you should have a better idea of how effective texts for business can be, as well as at least a glimmer of how you might implement them within your own marketing efforts. Of course, further inspiration is always good. Here’s how businesses are using texting for business communication and to stay ahead:

Retail & E-Commerce

• Flash Sales: “Hurry! 50% off today only! Click here: [link]”
• Abandoned Cart Reminders: “Forgot something? Your cart’s waiting! [link]”

Healthcare

• Appointment Reminders: “Reminder: Your appointment with Dr. Smith is at 3 PM tomorrow.”
• Patient Follow-Ups: “How are you feeling after your procedure? Reply to this text to update us.”

Education

• Emergency Alerts: “School is closed tomorrow due to weather.”
• Event Reminders: “Don’t forget parent-teacher night at 6 PM!”

Hospitality & Travel

• Booking Confirmations: “Your reservation at Hotel Luxe is confirmed. Check-in: 3 PM.”
• Itinerary Updates: “Flight UA123 delayed to 8 PM. See details: [link].”

Choosing the Right SMS Tool

There’s no shortage of tools that promise to help you tap into the power of texts for business. However, not all SMS platforms are created equal. Look for these features:

• Automation capabilities
• Pre-built templates
• Analytics and reporting
• CRM and app integrations

Platform	Automation	Templates	Analytics	Cost
DialMyCalls	Yes	Yes	Yes	$$
SimpleTexting	Yes	Yes	Yes	$$$
Twilio	Yes	No	Yes	$$$$

DialMyCalls stands out as an affordable, feature-rich option for businesses of all sizes.

The Future of SMS: What’s Next?

The fact of the matter is that text message business applications are still evolving. Here’s what to watch for in the coming months:

• AI-Powered Messaging: Automate responses and improve personalization.
• Rich Communication Services (RCS): Think of it as SMS 2.0, with images, videos, and interactive buttons.
• Conversational Engagement: Move beyond transactional texts to real-time conversations.

Texts for Business: Building Strong Relationships

SMS is no longer just a tool for personal communication — it’s an important element in building relationships between businesses and their customers. Whether you’re engaging customers, confirming appointments, or sending updates, text messaging delivers results.

Remember: stay compliant, create value-driven campaigns, and choose the right tools, like DialMyCalls, to make SMS work for you. Ready to get started? Check out DialMyCalls to transform your communication strategy today.

Empower your business with the immediacy of SMS and watch your engagement soar.

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