27 Professional Texting Etiquette Tips: Dos & Don'ts

In this blog, you'll discover the essential do's and don'ts of business texting etiquette to improve your professional communication.

The Importance of Business Texting Etiquette

In today's business world, texting has become a standard method of communication. However, it's essential to understand the importance of business texting etiquette. Text messages are often more informal than emails or phone calls, but that doesn't mean professionalism should be compromised. Business texting etiquette is crucial for maintaining a positive and professional image.

When you communicate with clients, colleagues, or other business contacts via SMS, you represent yourself and your company. The way you compose and send your messages can leave a lasting impression. It's essential to understand the impact of your texts and the importance of conducting yourself professionally in this medium.

Essential "Dos" for Effective Business Texting

To ensure effective business texting, there are some essential do's that you should follow:

1. Use Proper Grammar and Spelling

While texting may be more casual, it's important to maintain proper grammar and spelling. Avoid using excessive abbreviations or slang that may confuse the recipient.

2. Be Clear and Concise

Text messages should be brief and to the point. Avoid rambling or going off-topic. Keep your messages focused and easy to understand.

3. Use Appropriate Language

Maintain a professional tone in your texts. Avoid using informal language or slang that may be perceived as unprofessional.

4. Respond in a Timely Manner

Treat business texts with the same urgency as you would with emails or phone calls. Respond promptly to maintain effective communication.

5. Use Proper Salutations

Begin your messages with a polite greeting or the recipient's first name. This adds a personal touch and shows respect.

6. Be Mindful of Tone

Text messages can be easily misinterpreted due to the absence of vocal cues. Be mindful of your tone and use appropriate language to avoid misunderstandings.

7. Double-Check Before Sending

Take a moment to review your message before hitting send. Make sure it conveys the intended message and is free from errors.

By following these essential do's, you can improve the effectiveness and professionalism of your business texting. For more, visit our guide on how to send a mass text message on Mozeo.

8. Identify Yourself in the First Message

Include your name, department, company, or other important identifiers at the beginning of text message conversations. This will provide recipients with context, build trust, and increase the likelihood of getting responses.

9. Provide Clear Opt-Out Instructions

Use an SMS keyword to provide a quick and easy opt-out method: “Text STOP to unsubscribe.” Including opt-out instructions is a TCPA requirement, but it’s also a way to be respectful of your contacts and protect your reputation. 

10. Use Emojis Tastefully

When used sparingly and with the right audience, emojis can add personality and context to text messages. For example, the red siren can help convey the urgency of an SMS emergency alert, while a smiley face can clarify a cheerful tone.

Common "Don'ts" in Business Texting

While there are important do's to follow, there are also common don'ts that you should avoid:

1. Don't Use Text Shorthand Excessively

While abbreviations can reduce your character count, excessive use of text shorthand can make your messages difficult to understand.

2. Don't Send Sensitive or Confidential Information

Text messages can easily be forwarded, screenshotted, or otherwise shared. Avoid sharing anything over text that you wouldn't want to be made public.

3. Don't Use Texting as a Substitute for Face-to-Face Communication

Texting is convenient, but it shouldn't replace important face-to-face or phone conversations. Use texting as a supplementary communication tool, not a primary one.

4. Don't Send Messages Outside of Appropriate Hours

Respect others' boundaries by sending business texts only during regular working hours. Be mindful of time zones as well. The only exceptions are transactional texts – messages automatically triggered by the recipient’s actions.

5. Avoid texting when emotional

Businesses often use mass texting to send company-wide updates or share news and announcements. However, if you're upset or angry, it's best to wait until you have calmed down before sending a text. Emotional messages can lead to misunderstandings and damage relationships.

6. Avoid Sensitive Topics

Text messaging is not the place for sensitive or complex conversations. Matters that require careful consideration or emotional sensitivity are best dealt with in person or over a phone call.

7. Don't Send Unsolicited Texts

In a professional setting, it's crucial to have consent before sending text messages, especially for marketing purposes. Unsolicited messages can be intrusive and unwelcome.

8. Don’t Double Text

Exceeding the standard limit of 160 characters (or 300 characters on Mozeo) will cause your SMS message to be split up and sent as multiple texts. Your recipient might miss part of your message, read it in the wrong order, or get annoyed by the multiple notifications. Keep your message brief so it all fits in one text.

You can avoid potential pitfalls in business texting by avoiding these common don'ts.

Tips for Professional Group Messaging Etiquette

Group text messaging has become a convenient way for multiple professionals to maintain a collaborative text conversation. Here are some important tips to keep in mind when you engage in a group text:

1. Know Your Audience

Consider the expectations and preferences of the people in your group text. Do they speak casually or use more formal language? Do they share personal anecdotes and memes, or just business updates? Know your audience so you can participate appropriately.

2. Only Add People Who Know Each Other

In a group text, every participant can see everyone’s replies and phone numbers. To protect people’s private information, only include people who already know each other.

3. Don’t Have Private Conversations Within the Group Thread

If you need to discuss something with just one person in your group thread, create a separate thread to text just that person. Don’t subject everyone else in the group to a conversation that is irrelevant to them.

4. Share If You’re Leaving the Conversation

Before you leave a group text, be sure to provide an explanation and express your gratitude for being included. This will help prevent misunderstandings about why you left.

5. Acknowledge Important Information

Provide confirmation that you are receiving and acting on group messages. A simple “Thanks for sharing” or “I’ll get started on this” might be all that’s needed.

6. Stick to Business Hours

For professional group texting, you should only send messages during work hours. Texting people during the evenings or on weekends can be intrusive.

Tips for Implementing Professional Texting Etiquette

To implement business texting etiquette effectively, consider the following tips:

1. Set Expectations

Communicate with your contacts about your preferred methods of communication, including texting. Establish guidelines for response times and appropriate topics for texting.

2. Respect Preferences

Some people might not prefer texting for business communications. Respect their preferences and adjust your communication channel accordingly.

3. Regularly Review and Adapt Your Practices

As texting norms evolve and as you engage with different individuals and cultures, be prepared to adapt your texting etiquette to suit the situation better.

Implementing these tips ensures that your business texting is effective, efficient, and professional.

Leverage Powerful Business Texting Tools with Mozeo

When the time comes to leverage texting tools, Mozeo offers a robust platform that enables businesses to connect with their audience through SMS marketing, appointment reminders, and notifications. Whether it's reaching out to customers, conducting surveys, or promoting products and services, Mozeo provides an efficient solution for businesses to leverage the power of text messaging in their overall communication strategy. Try Mozeo today.