Texting Guide for Follow-Ups

Follow-up messages help maintain conversations, close loops, and move people toward action. With TextUs, you can send timely and personal reminders that feel natural, not pushy. When used correctly, follow-ups strengthen relationships and improve conversion rates.

How TextUs Fits Follow-Up Workflows

TextUs makes it simple to automate or send one-to-one follow-ups after a campaign, meeting, demo, or service interaction. Campaigns can reach curated lists from your CRM or ATS with a clear next step, while Sequences can handle timed messages that keep communication flowing.

You can attach PDFs or images like recap decks, next-step instructions, or checklists to provide immediate value. Keywords such as YES, INFO, or HELP can route responses into Sequences for additional guidance or scheduling.

Replies appear in the Shared Inbox so teams can track conversations in one place. Integrations keep contact history synced with your CRM, ensuring no message gets lost between sales, marketing, or service.

What to Set Up First

Connect your CRM, ATS, or calendar system so follow-up lists and activity sync automatically. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically.

Plan your follow-up cadence by purpose: initial outreach, post-demo, re-engagement, or support follow-up. Create templates for each scenario and include a short CTA such as “Book a time,” “Confirm interest,” or “Share feedback.”

Assign Shared Inbox coverage by team and time zone to guarantee quick responses. Ensure templates align with compliance standards before sending.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Demo Attended” or “Quote Sent.” This can make sure your follow-ups reach the right people.
2. Write your message: Keep it short and conversational. Example: “Hi {{first_name}}, just checking in after our demo. Want to continue where we left off? Reply YES and I’ll send times.”
3. Attach media: Add a one-pager, proposal PDF, or recap if relevant. Attachments can make it easier for the recipient to act.
4. Set up an A/B test: Create a second version that changes your call to action or timing. Compare which version earns more replies.
5. Schedule your campaign: Send your first follow-up 24 hours after the event or interaction, then another two–three days later if needed.
6. Create a keyword: Add a keyword such as YES, INFO, or NEXT and reference it in your message. TextUs can recognize and respond automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Confirm interest and send scheduling link. Step 2: Follow up after 48 hours if no reply.”
8. Send and monitor: Launch your campaign, watch reply trends, and route active threads to owners in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for your reply! Here’s the link to book a time: [short URL].”
• Step 2 (reminder): “Following up in case you missed this—still want to connect? You can grab a time here: [short URL].”

Segmentation and Personalization Strategy

Segment by lifecycle stage and context to keep follow-ups relevant. Use lists such as “Leads After Demo,” “Prospects No Reply,” or “Customers Awaiting Renewal.” Exclude anyone already in contact or who opted out.

Personalize with name, company, or product details. Example: “Hi {{first_name}}, wanted to make sure you received the [Proposal Name] we discussed. Any thoughts?” Always use fallback fields so the text looks polished even if some data is missing.

Update segments weekly to remove converted or inactive contacts. Clean lists improve engagement and deliverability.

Template Library for Follow-Up Scenarios

Keep a few templates ready for recurring situations so follow-ups stay consistent and efficient.

• “Hi {{first_name}}, wanted to circle back on [Topic]. Are you still interested in moving forward?”
• “Thanks for your time on the call. Would you like a recap deck? Reply INFO and I’ll send it.”
• “Hi {{first_name}}, following up to see if [Product] fits your needs. Want me to share pricing details?”
• “Just checking in—any questions about [Proposal/Product]? Reply HELP and I can clarify.”
• “Hi {{first_name}}, we haven’t heard back yet. Still open to a quick chat? Reply YES if so.”

Review the template performance monthly with compliance. Track response rates, adjust timing, and keep tone friendly but professional.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Combine the data with CRM outcomes like meetings booked, deals created, or renewals confirmed. Preserve campaign name, keyword, and send time for accurate tracking.

Measure follow-up success by reply rate, booking rate, and time to response. Identify which template, tone, or timing yields better engagement. Create a simple weekly report with reply rate, conversion rate, and improvement ideas.

Cadence Optimization and Tone

Balance persistence with respect. Two to three follow-ups are ideal for most campaigns. After the final attempt, move the contact into a slower re-engagement sequence.

Keep tone friendly and actionable. Use short, clear sentences that invite response instead of pressure. Example: “Just wanted to check if you’re still considering [Product]. Want to see a quick update?” Avoid long paragraphs or multiple CTAs.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so teams see a full view of engagement. The first responder assigns the conversation to themselves for ownership. Templates help standardize tone while allowing personalized closing lines.

Use tags like Demo, Proposal, Renewal, or Support to organize threads. Add notes when handing off a conversation to another teammate so context isn’t lost. Keep notifications on during business hours to handle hot leads quickly.

Compliance and Deliverability for Follow-Ups

Use registered 10DLC numbers for all follow-up traffic. Keep opt-out handling on so STOP and UNSUBSCRIBE can process automatically. Include a short line in your first message like “Reply STOP to opt out.”

Avoid multiple links or heavy punctuation. Keep attachments relevant and under 1 MB. Send during local business hours for best engagement, and avoid weekends unless time-sensitive.

FAQs About Texting Guide for Follow-Ups

Can I automate multiple follow-up steps?

Yes. You can use Sequences in TextUs to automate follow-up messages based on time or triggers. For example, a “no response” Sequence can send one reminder automatically after 48 hours.

Can I attach documents to follow-ups?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one messages. Many teams attach proposals, recap decks, or brochures for easy access.

Can I personalize follow-ups without sounding robotic?

Yes. Merge fields let you include first name, company, or product name automatically. Combine that with a conversational tone to keep messages natural.

How does the Shared Inbox improve follow-up management?

All replies appear in one shared view where teams can assign owners and add notes. This setup keeps communication consistent and prevents missed opportunities.

What metrics should I track for follow-ups?

Track delivery, reply, and click rates within TextUs. Export data to your CRM to connect messages with meetings, conversions, or deals won. Review results weekly to refine timing and message tone.