How to Write Better Sales Text Messages

Sales text messages are quick, direct, and difficult to ignore. Most people read a text within minutes, which makes it one of the fastest ways to reach a potential customer. That speed can give you an advantage, but only if the message is clear, personal, and sent at the right time.

The “Work Smarter, Not Harder” webinar with Phil Portman of Textdrip offered practical strategies for writing sales text messages that get noticed and drive responses. The insights below combine the advice with proven techniques from the field.

Want to learn more? Watch the full webinar here.

• Prioritize leads: Focus on contacts most likely to convert using lead scoring.
• Keep it personal: Write conversational, human-sounding texts, even with automation.
• Respond fast: Reply to new leads within one minute to significantly increase conversion.
• Time messages well: Adapt your sending times to a prospect’s habits for better engagement.
• Combine with other channels: Use texts alongside emails and calls for a stronger multi-channel approach.
• Stay compliant: Always get consent and provide an easy opt-out option.
• Write with a purpose: Keep messages short, simple, and focused on a single clear goal.
• Measure and improve: Test different messages and track what works to continuously get better results.

Not every lead is equally valuable. Before sending a text, identify who is most likely to respond and move forward. Lead scoring is a helpful way to prioritise contacts based on fit, engagement, and recent activity.

Automation can make this process easier by surfacing your “next best lead” so you spend your time where it matters most. We explained it clearly: the best next lead in your queue should be your first focus. This approach ensures your outreach goes to people who are more likely to reply.

SMS automation is powerful, but it should never erase your personality. The best sales text messages sound as though they were written by you in the moment, even if they were prepared ahead of time.

Write the way you speak and keep your tone friendly. Use first names, mention specific details from past interactions, and focus on one request per message. Avoid overly formal greetings or long, polished messages that feel robotic. Phil Portman also advised testing different tones over time since what works during a busy season may not resonate during a quieter period.

Speed to lead can make a significant difference. Replying to a new lead within one minute can increase the chance of conversion by nearly 400 percent. This is where sales text messages excel because most people read and respond in under two minutes.

If you cannot reply personally right away, set up an automated acknowledgement. Even a short confirmation lets the prospect know you received their message and keeps the conversation alive until you can respond directly.

Not every prospect is ready to make a decision immediately. Drip campaigns allow you to maintain contact without overwhelming people.

Phil Portman recommends varying the times you send texts instead of sticking to the same schedule for everyone. If a contact often responds in the evening, schedule your follow-ups then. If weekends bring better engagement, adapt accordingly. Matching your timing to the prospect’s habits increases your chances of getting a reply.

Light touch cadence for cooler leads:

• Week 1: intro text.
• Week 2: value tip or short answer to a common question.
• Week 4: quick check-in.
• Week 6: “Want me to close the loop or keep you posted?”

Even the best sales text messages perform better when combined with other forms of outreach. A prospect who ignores your first text may reply later if they also see your name in an email or on LinkedIn.

A simple multi-channel approach could be to send a text soon after the lead comes in, follow with a phone call the same day, and send a short recap email the next morning. This creates several touchpoints that work together to build recognition and trust.

Following rules such as the TCPA is essential for protecting both your reputation and your ability to deliver messages. Always get consent before texting, provide a clear opt-out option, and track your metrics to stay within the guidelines.

Phil Portman compared compliance to keeping a road clear so that your messages arrive without being lost in spam. A reliable messaging platform should help guide you through these requirements and show you where improvements are needed.

Effective sales text messages are short, specific, and easy to answer. Keep the tone conversational and the request clear. Here are a few examples:

• Hi Sarah, thanks for your request. I can go over options today. Is 14:00 or 16:30 better
• Hi Alex, your quote is ready. Do you have any questions before we move forward?
• Hey Chris, still thinking about the plan we discussed? Want me to hold that rate for you?

Each message focuses on one action, uses plain language, and makes it simple for the recipient to reply.

When in doubt, use this five-part flow for sales text messages.

1. Goal. One purpose. Book a time, confirm a detail, share a price.
2. Hook. Short context. “Saw your quote request.” “We spoke Monday.”
3. Value. One useful point. “Your rate can drop with a bundled plan.”
4. Ask. One action. “Want 15:00 or 16:30?”
5. Exit. Low pressure. “Text 0 to stop. Happy to email instead.”

Small changes can create meaningful results. Test different opening lines, calls to action, and send times to see what works best for your audience. Measure not just opens, but actual replies, meetings booked, and deals closed.

Avoid long, email-style messages and resist the temptation to chase every lead with the same wording. Each sales text message should have a single purpose that is easy for the recipient to act on.

Sales text messages work because they fit naturally into people’s lives. They are quick to read, easy to answer, and less disruptive than a call. By focusing on the right leads, keeping your tone human, replying quickly, and matching your timing to the recipient’s habits, you can turn a short message into a real conversation.

If calls are also part of your outreach, Vanillasoft’s guide to call deliverability best practices is a useful resource for keeping your phone strategy as effective as your text campaigns.