20 Text Message Templates You Should Send to Coworkers

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Internal communication keeps everyone on the same page, motivated, and headed towards mutual goals. It’s an important piece of your business, so it’s worth taking the time to get right.

These days, text messaging is the number one form of communication people prefer. It’s quick, easy, and allows people to go through their day without having to stop everything to answer a call or meet face-to-face (which is the cause of hours of lost productivity).

Employee communications are important, and texting is the way people want to communicate, so let’s talk about how to text with coworkers. I’ll share a few guidelines to consider when texting, then give you 20 text messages you should send to your coworkers as examples.


3 Guidelines for Texting Coworkers

Here are some guidelines to help you communicate effectively at work while making great impressions.

1. Pay attention to grammar, spelling, and punctuation.

The rules of grammar were created to make writing easier to understand. You don’t have to obey them religiously, but you want to use full sentences and complete words so that your messages come across clearly.

“Txt speak” abbreviations are unnecessary, since everyone now has full keyboards on their cellphones. It can also make you look unprofessional, and make your messages difficult to understand

It’s good to use correct punctuation, too, which helps convey emphasis and tone of voice. You would hate to have your message misunderstood because of a missing apostrophe or misplaced comma, for instance.

If you think you’re not the best at spelling and grammar, there are plenty of simple resources to help you out. A few are:

You could also subscribe to Grammarly’s blog. They have great content you can sprinkle into your day.

2. Text during appropriate times.

Business texting is for business, so it’s best to do it during business hours only. Unless the world is on fire, don’t worry about texting coworkers outside of business hours. Let them relax.

If you need to say something before you forget, jot it on a note or email them so they’ll see it the next day. This rule becomes much more flexible if you have a friendship that extends beyond the office.

3. Never text in anger.

If you are upset with someone or something, do not text about it. Go to that person and talk through it. It’s always best to have these conversations in person, with phone calls or emails as second and third options.

20 Texts Templates You Should Send to Coworkers

Reach your coworkers in the field.

When your company requires employees to be out of the office and "in the field,” you can’t just walk over to their cubicle to tell them something. So text them. 

If they’re in the middle of a job or talking to a customer, they don’t have to instantly stop what they’re doing.

Template 1: “Hey Mark, your 2:00 PM rescheduled to 3:00 PM.”

Template 2: “Call the asap office when you have a chance, please.”

Template 3: “Bob, the homeowner wants you to use the backdoor. He left it open for you.”

Template 4: “Hey Jack, we found the leak in the yard, but it will take some digging. Is it okay if we go ahead and dig?”

Template 5: “This install at the Jackson home is taking a bit longer than expected. I should be done in about an hour.”

Template 6: “I’m having a hard time finding the house. Can you confirm the address for me?”

This works the other way around, too. Those in the field can reach the office just as easily. They could text for several reasons, like to check-in, follow up, give updates, etc..

Related: Featured Company Profile - Tutor Doctor of North Toronto

Figure out scheduling.

Scheduling is important. You have to make sure people are where they need to be when they need to be, and that they aren’t stretched too thin. Texting makes it easy to coordinate schedules.

Template 7: “Hey Jim, Megan from Salon 1 wants a call tomorrow at 2:00 PM. Can you handle it?”

Template 8: “Mary, are you free first thing Tuesday morning for our one-on-one meeting in the conference room?

Template 9: “Hey team, if no one has any objections, I would like to hold our Q1 meeting next Thursday at 10:00 AM.”

Template 10: “Any chance you can take Mike’s Friday Shift?”

Scheduling through texts also makes it easy for people to add meetings and times to their personal calendars.

Give employees a heads up.

We all need a little nudge sometimes, and texts are perfect for these moments. They’re simple, sweet, and they get the job done - whether you need to get an update or just make someone aware.

Template 11: “Hey Tim, just sent you an email about Wednesday’s meeting. Take a look when you can, and let me know if you have questions.”

Template 12: “If you could look at the files I left at your desk when you get back from lunch, it would be highly appreciated. Thanks!”

Template 13: “Can you let me know when you finish [that project]? The numbers will help me with [this other thing.]”

Template 14: “Hey Carrie, don’t forget about our call at 2:00.”

Template 15: “I will be out of the office all next week, please don’t schedule anything for me.”

Template 16: “Hey team, we have that meeting in 30 minutes.”

Template 17: “Quick reminder: Corporate is coming to visit on Thursday.”

Sending a text keeps the information at the forefront of coworkers’ minds, but it doesn’t force them to change what they’re already working on. And sometimes it just helps to get little reminders.

Texting keeps these things casual, often replacing stuffy or wordy memos. And these messages don’t require a response. They’re just a heads up to keep business flowing smoothly.

Motivate the troops.

Sharing quick words of encouragement can help coworkers make it through the week, and also help grow your bond together. These might be the easiest texts to send coworkers - just look for the opportunities and include emojis for a human touch.

Template 18: “Great job on that presentation! 😁

Template 19: “Mack! Awesome landing that sale today.”

Template 20: “Loved your ideas. Thanks for heading that up!”

You can say all these things face-to-face, too, and you should. But a text can be a private and personal comment that means a lot and brightens their day.

Set boundaries and expectations when sending professional text messages. 

There are plenty of great reasons to text your coworkers, including the examples given here and many other opportunities. The key is to have a company-wide understanding of what is and is not okay to text about.

For instance, texting for your performance review with sensitive information is probably not a good idea, but texting to set up a time for your performance review is. Sending a text instead of scheduling a meeting is probably a good idea, but trying to manage a project entirely through text is probably not.

If you’re already using Text Request, you can start SMS messaging with your coworkers professionally right away. If you’d like to learn more about how to communicate with coworkers using Text Request, contact us or grab a time for a quick demo.

Related: How to Write Professional Text Messages Your Customers Will Love