What to Text to Get a Response

To get a response when texting leads or customers, send a clear, concise message that uses the recipient’s name, states your purpose, asks a specific question, and offers value or a benefit. Avoid vague or overly long texts. This article explains why texts often go unanswered, provides step-by-step texting tactics, a practical example with calculations, common mistakes to avoid, and answers frequent questions.

Why this comes up / what goes wrong

Many small-business owners in the US, especially those with 5 to 200 employees, rely heavily on texting to communicate with leads and customers. They often face the problem of texts going unanswered, which slows sales and wastes time. This happens because texts can be too generic, lack a clear call to action, or arrive at inconvenient times. Some business owners also manage sales using disconnected tools like spreadsheets, email, and text messages separately, which makes timely and personalized follow-up difficult. Without a clear texting strategy, leads can slip away unnoticed.

Step-by-step

1. Start with a personalized greeting. Use the recipient’s name to make the message feel personal and relevant, for example, "Hi Sarah," instead of "Hello."
2. State your purpose clearly and briefly. For example, "I wanted to check if you received the proposal I sent on 05/10/2026."
3. Ask a specific question. This invites a direct response. For instance, "Are you available for a quick call this week to discuss next steps?"
4. Offer value or a benefit. Explain how your product or service can solve a problem or improve their situation.
5. Include a clear call to action (CTA). Tell them exactly what you want them to do, such as "Reply with a good time for a call."
6. Keep the message short and easy to read. Avoid long paragraphs, jargon, or complicated language.
7. Time your texts thoughtfully. Send messages during business hours (9 AM to 6 PM local time) on weekdays to respect their schedule.
8. Follow up politely if there is no response. Wait 2-3 days before sending a brief, friendly follow-up message.

Before sending, review each text to ensure it is personalized, clear, and actionable. Using a WhatsApp and SMS CRM can help manage and organize these communications efficiently.

Example (fictional figures)

A B2B software reseller in Denver, Colorado, sent a $48,000 software license proposal to a lead named John on 05/10/2026. They want to follow up via text.

• Initial text message sent: "Hi John, just checking if you got the $48,000 software license proposal I sent on 05/10/2026. Are you free for a call this week to discuss?"

• John replies: "Yes, I’m available Thursday at 10 AM."

• The reseller confirms: "Great, I’ll call you Thursday at 10 AM. Looking forward to it."

This approach uses personalization, a specific question, and a clear CTA to get a response.

Calculations

The reseller aims to close the sale at the proposed price of $48,000.

If the reseller expects a 10% commission from the sale:

$48,000 × 10% = $4,800 commission

If the reseller has monthly sales targets of $100,000, closing this deal contributes:

$48,000 ÷ $100,000 = 0.48

This shows the importance of timely responses to close key deals.

Common mistakes

• Sending generic texts without personalization. Prevent this by always using the recipient’s name and referencing prior interactions.
• Asking vague questions. Avoid this by asking clear yes/no or time-specific questions.
• Writing long, complicated messages. Keep texts brief and focused to maintain attention.
• Texting at inconvenient times. Schedule texts during typical business hours to improve chances of a reply.
• Not following up. Set reminders to send polite follow-ups after 2-3 days if no response.
• Using multiple disconnected tools. Consolidate texting and lead management in one system like a WhatsApp and SMS CRM and manage calls with a built-in CRM dialer to avoid losing leads.

Frequently asked questions

What is the best time to text for a response? The best time to text is generally during business hours, which are usually considered to be daytime on weekdays. Avoid early mornings, late evenings, weekends, and holidays unless you know the recipient prefers otherwise.

How often should I follow up if I don’t get a response? Follow up once or twice, waiting 2-3 days between messages. Keep follow-ups polite and concise, reminding the recipient of your previous message and offering an easy next step.

Should I use text messages or emails for sales follow-up? Texts usually get faster responses because they are more immediate and personal. However, use emails for detailed information or attachments. Combining both in a coordinated approach works best. A built-in CRM dialer can help manage calls alongside texts.

Can I automate text follow-ups? Yes, automation tools can schedule and send follow-ups based on triggers like no response after a set time. However, personalize automated messages to avoid sounding robotic.

How do I keep track of my texting conversations? Use a CRM system that integrates texting, lead capture, and follow-up tasks in one place. This helps you avoid losing leads and ensures timely responses. Learn more about HelloGrowthCRM for the United States.

Key takeaways

• Personalize texts with recipient names and context.
• Ask specific, clear questions to invite replies.
• Keep messages brief and include a clear call to action.
• Send texts during business hours and follow up politely.
• Avoid generic or vague messages that don’t engage.
• Use a CRM to organize texting and follow-ups efficiently.

Start getting more responses by applying these texting best practices. To manage your leads and conversations better, you can Start on the Free Forever plan (200 leads, no credit card).