SMS Templates for HR Teams

HR teams at SaaS companies often need a channel that reaches candidates and employees quickly when timing matters. SMS works well because it feels conversational and tends to get fast replies for scheduling, reminders, and quick check-ins. It’s commonly used across the lifecycle, from lead-style sourcing and interview follow-ups to trial periods for new hires and renewal moments like contract extensions. This collection provides ready-to-use SMS templates as practical starting points for consistent, clear messages across roles and teams.

Employee Announcements

HR Teams often share time-sensitive updates like policy changes, leadership news, and benefits reminders where missing details can cause confusion. SMS is effective because it reaches employees quickly and supports immediate replies or acknowledgments. The goal is engagement and follow-through, with clear next-step instructions and a simple response option.

Template 1:

Hi [First Name], quick update from [Company Name] - please review the employee announcement here: [Link]. Reply CONFIRM once you’ve read it.

Template 2:

Hi [First Name], following up on [Company Name]’s announcement for [Date] - can you reply 1 to acknowledge, or 2 if you have a question for [Team Name]?

Policy Acknowledgements

HR Teams use policy acknowledgements when updated rules require a confirmed read, often during onboarding, annual reviews, or urgent compliance changes. SMS works because it’s seen quickly and supports a simple reply for confirmation. The goal is timely responses, accurate records, and follow-through on required actions.

Template 1:

Hi [First Name], [Company Name] has an updated policy for you to review here: [Link]. Reply ACK when you’re done.

Template 2:

Hi [First Name], reminder to complete your policy acknowledgement for [Company Name] by [Date] - review here: [Link] and reply DONE when finished.

Benefits Enrollment Reminders

A timely SMS reminder helps HR teams prompt employees to review and select their benefits before deadlines. SMS is effective because it delivers concise information directly, prompting quick responses. The marketing goal is to drive action and make sure employees complete enrollment steps.

Template 1:

Hi [First Name], [Company Name] benefits enrollment is open until [Date]. Review your options here: [Link] and reply ENROLLED when you’ve submitted.

Template 2:

Hi [First Name], quick reminder that your benefits selections are due by [Date]. Need help or have a question, reply HELP and we’ll follow up.

Training Notifications

HR teams send training notifications to inform employees about upcoming sessions or required courses. SMS is effective in this context because it delivers reminders directly, prompting timely responses or confirmations. The goal is to increase participation and make sure employees complete necessary training steps.

Template 1:

Hi [First Name], [Company Name] has a required training session for [Course Name] on [Date] at [Time]. Reply YES to confirm or reply OPTIONS for other times.

Template 2:

Hi [First Name], quick reminder to complete [Course Name] by [Date] - you can start here: [Link]. Reply STARTED or NEED HELP and we’ll follow up.

Performance Check-Ins

HR teams use performance check-ins to gather feedback and track progress on goals throughout the year. SMS is effective for prompting employees to schedule or confirm meetings, supporting timely responses and making sure both parties stay engaged in the review process.

Template 1:

Hi [First Name], it’s time for your performance check-in with [Company Name]. Use this link to pick a time that works - [Scheduling Link], then reply BOOKED.

Template 2:

Hi [First Name], quick follow-up on your performance check-in for [Date] at [Time]. Reply CONFIRM to keep it or reply RESCHEDULE for a new time.

Shift Updates

HR teams notify employees about last-minute shift changes or open shifts that need coverage. SMS is effective because it delivers updates instantly, prompting quick responses. The goal is to secure timely confirmations and make sure staffing needs are met without delays.

Template 1:

Hi [First Name], [Company Name] has a last-minute update for [Date] - can you cover [Shift] at [Time]? Reply YES to confirm or NO if you can’t.

Template 2:

Hi [First Name], we still need coverage for [Shift] on [Date] at [Time]. Reply CLAIM to take it, or PASS and we’ll ask someone else.

Payroll Notifications

HR teams send payroll notifications to inform employees about pay dates, changes, or discrepancies. SMS is effective because it delivers concise updates directly, prompting quick acknowledgment or questions. The goal is to support timely responses and make sure payroll issues are addressed without delay.

Template 1:

Hi [First Name], [Company Name] payroll note - your next pay date is [Date]. Reply OK to confirm you saw this or Q if you have a question.

Template 2:

Hi [First Name], [Company Name] noticed a possible payroll discrepancy on your latest pay. Reply DETAILS to share the issue or CALL to schedule a time at [Time].

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