Writing readable business texts: length, layout and tone
Practical guidance on message length, line breaks, plain language and tone so your texts are easy to read on a small screen.
·2 min read
Text messages are read quickly, often while doing something else. Clear writing matters more here than almost anywhere.
These habits make your messages easier to read and answer.
One idea per message
Aim for one purpose and one question. If you need to cover several topics, split them or move to a call. A focused message is more likely to get an answer.
Use plain words
Choose everyday language over jargon. Spell out abbreviations your customers may not know. Read the message aloud: if it sounds odd, rewrite it.
- ✓Short sentences.
- ✓Active voice.
- ✓Specific details instead of vague promises.
Mind length and characters
Messages longer than a single segment are split and billed per segment, and special characters can shorten the limit. Keep texts brief and check previews before sending.
Putting it into practice
Test your messages the way customers read them. Send yourself a draft and look at it on a phone, in bright light, at arm's length. If you cannot grasp the point in a few seconds, shorten it. Read your last ten messages in a row and notice repeated openings, filler phrases and unnecessary words. Keep a short style note for your team with your greeting, sign-off and any words you avoid, so messages sound like one business even when different people send them. Revisit your most common templates twice a year and cut a few words from each. Small edits compound across thousands of messages, and shorter messages are cheaper to send.
Key takeaways
- →One purpose and one question per text.
- →Use plain, specific language.
- →Keep messages brief.
- →Check length and characters before sending.
Put this into practice with Text2Sale
Import leads, create follow-up campaigns, organize replies, and connect texting, calling, and appointments in one workspace.
Frequently asked questions
How long should a business text be?
Often one to three short sentences. Longer messages can work when the content requires it.
Are line breaks okay?
Yes, sparingly. A line break between a greeting and the message can improve readability.