51 Text Message Templates Your HR Team Can Use Today

Have you noticed that your applicants and even employees take a long time to respond to your calls and emails? If they respond at all? Like you, they are inundated with messages. Each day, they probably receive dozens of phone calls and hundreds of emails. Being part of a more connected world can speed up business, but it also means that traditional channels of communication are crowded and becoming less effective each day.

Text messaging is a great way to cut through the noise. It is far more effective than an email in getting people’s attention – 8x more likely to get a response be exact!

Our text messaging templates here are designed specifically for HR teams. They will help you engage your employees, speed your onboarding process, and attract the attention of talented candidates. Read on!


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Employee Engagement

Introducing Text Messaging

Guidelines: Let your employees know that they can reach you – and each other – by text


Hey team! Texting through the TextUs app is now live throughout the company. Feel free to text your supervisor or coworkers for quick communication.


We’re excited to announce we’ve paired up with TextUs, the stellar texting platform. Now you can text any HR manager at our business number!


Wesley, Dom from XYZ – we’re wagering you love to text as much as the next guy and we’re excited to announce our recruiters are now just a text away.

Employee Engagement

Onboarding and Orientation

Guidelines: Onboarding and orientation are full of the kind of brief but crucial information that’s perfect for text messaging.


Hello Trudy, here’s a link to the corporate office, where your first week’s training will be held. Have fun tomorrow! https://tinyurl.com/txthq


We’re so excited to have you join our team, Carla! We made this welcome video for you with staff intros and a campus tour – enjoy! https://tinyurl.com/textwel


Lisabeth – Welcome to Shooli! Here’s a link to your schedule for this first week (https://tinyurl.com/m9ph5uj). If you have any questions, don’t hesitate to text or call me! — Ben


Hi, it’s Brad at Dovenco, and I’ll be your staff trainer this week! Do you have any questions I can help you out with before your first day?


Hi John, just a reminder to bring your social security card, current picture ID, and completed paperwork along with you on Tues.


Devon – Lisa here, from GranCo. Check out our mobile orientation module if you want to get a peek at the lay of the land: https://tinyurl.com/txtmb


Sparla, which compliance session would work best for you: M 9-1, M 1-5, or W 11-3?


Hi Bernice! Just a reminder that you still need to complete your workplace behavior module before the end of the month. Here’s the link: https://tinyurl.com/txtmb

Employee Engagement

Ongoing Training

Guidelines: Employees will be more likely to attend trainings and come more prepared with some info by text beforehand.


Lydia – have you heard about the Widget Knowledge series that starts next Wed.? I think it’d really help you with your CX questions.

[Text 1] Ty, don’t miss out on your team’s sales training on Fri! Text me if you’ll be there – and with any lunch requests 🙂

[Text 2, if no response] Know you’re busy, just wanted to confirm you’ll be at the sales training tomorrow – lots of tips to help you hit your goals!

[Text 3, if no response] The Lock Down Leads training is going on rn in the conference room – and there’s pizza. Come on up!

Employee Engagement

Encouragement and Team Building

Guidelines: Build on staff relationships and encourage engagement with short, well-timed messages.


Felicity – I hear everyone was really impressed with your presentation this morning. Keep up the good work!


I just read your latest blog post and I think it’s my all-time favorite. Love the story about the sales team!


Know you’re swamped – please let us know if there’s anything we can do to help out.


Phil, Zak, + Rudy – I just heard your team has already crushed your sales goals for the quarter. When’s a good time to take you out to celebrate?


Hey Team, great job this week! As a bonus for your hard work, please take Monday off!

Employee Engagement


Guidelines: If your timesheet requests and tax reminders get lost in the shuffle, try texting to encourage quicker response.


Hey, do you have 20 minutes Thursday or Friday afternoon at 2 or 3 to prep for your interview?


Happy Friday! Can I give you a call Monday morning with a hot job opportunity I think you’d be perfect for?


Interview alert! Driveshaft Unlimited is psyched about you! They’re holding half-hour interviews next Thursday and Friday from 1-5. When’s best for you?


Maeve – when is best for a 30-min interview with William, the CEO of Delos? He’s available Mon 2-4 or Tues 1-3.

Employee Engagement

Benefits and Open Enrollment

Guidelines: Use text reminders to get your team onboard with their benefits more quickly.


Open enrollment for medical benefits and FSA accounts ends December 31st. Don’t miss this hard deadline!


Betsy, tomorrow is the last day to opt-in for dental and vision coverage. You mentioned you were interested in this – can I help you get signed up?


Renauldo – you mentioned you wanted to change your 401K deductions this quarter. Deadline is next Tuesday.


Hey team! Our partner benefits have expanded – join Sweat It Out at a 25% discount with your employee idea.

Employee Engagement


Guidelines: Quick text surveys are a great way to remain on the pulse of employee engagement, satisfaction, and efficiency.

[Text 1] It’s time for our Thursday Text Check-in! Rate your happiness on the emoji scale 😢😫😞😐🙂😊😁

[Text 2] Rate your team’s efficiency this week on a scale of 1-10

[Text 3] Rate your overall customer satisfaction on a scale of 1-10


Hi Team! We’d like your quick feedback. What’s your favorite idea for our next update: CRM integration, Chrome extension, or mobile app?

Employee Engagement


Guidelines: Include your contacts in your celebrations and keep them up-to-date on company news and transitions.


We were just named one of Oregon’s best places to work by Portlandia Magazine! And it’s all because of you: https://tinyurl.com/txthq


Jacqueline just had her baby! Check out this cutie pie: https://tinyurl.com/textwel She’ll introduce us to her next week at Friday Funday.


Welcome Paul Laver, our newest EE! He has 10+ yrs of cold processing experience & plays in a punk band on the weekends. Say hi to Paul!


Here’s a reminder that corporate offices will be closed December 23 – January 4. Happy holidays!


Introducing Text Messaging

Guidelines: Make communication as easy as possible by letting candidates know they can text you, too.


Tam, we’re excited for your interview tomorrow! We’re a text-friendly office, so message me if you run into any snags finding the office.


Judy – great talking to you. We welcome text messages, too, so if you have any quick questions or need some more info, feel free to shoot me a text!


Hello Xavier, it’s Willow from Marzet. Would you like text updates of your application status? Let me know.

Employee Engagement

Interview Scheduling

Guidelines: Provide details about meetings or interviews with specific times to follow up more substantively.


Thank you again for your excellent resume. We’re holding a group interview next week. Are you available Monday from 9-11?


Hello Lucy, we are interviewing for the director position on Monday, Tuesday, and Wednesday from 1-5p. When is best for you?


Thank you for your interest in Balboca. We hold informational meet and greets every Friday at 4 pm and we’d love to see you at our next one. Here’s a link for more details: https://tinyurl.com/textwel



Guidelines: Use text to touch base with people in your network who can introduce you to top-level candidates.


Hi Ed, it’s Cleo from Berdo, Inc. Your friend Ned Marco told us you’d be an excellent candidate for our content management position. Are you free to chat Thurs or Fri morning at 8 or 9?


Hey Sam, Vera at SqueeCo – a little bird (named Avni) told me you’re in the market for a new receptionist gig. Are you hoping to start soon?

[Text 1] Hi Deva, my name is Erich and my company is looking for a new product manager. Greg Davi was just singing your praises.

[Text 2] I’d love to chat with you for 5 minutes about your career prospects. How is next Wednesday or Thursday at 2 pm?


Dormant Candidates

Guidelines: Touch base with past candidates who you haven’t heard from in awhile.


Hey Mark, how are you doing? We have a development role that’s right up your alley. Shoot me a text back if you’re interested.

[Text 1]Hi Bob – I hope you’re having a good summer! We haven’t heard from you for a bit, so I thought I’d check in.

[Text 2] Are you still interested in remaining active on our freelance writers list? If so, I have a position that might be perfect for you.


Conferences & Job Fairs

Guidelines: Keep your contacts informed about your location and activities at conferences and job fairs.


Are you joining us at the SHRM Conference? Meet us at the Chat & Chill for drinks and live music, Fri @ 7p. You won’t want to miss our surprise guest!


Stop by Booth 257 at the career fair. We’ll be on hand with job tips, resume templates, and, of course, our latest opportunities!