Texting Guide for Sales Outreach

Sales outreach succeeds when timing and clarity align. Prospects respond best to short, personal messages that make it easy to take the next step. TextUs helps sales teams connect faster with decision-makers, maintain context, and automate follow-ups that can convert interest into meetings.

How TextUs Fits Sales Outreach Workflows

TextUs Campaigns can reach segmented prospect lists from your CRM or marketing automation platform with concise, high-intent messages. You can attach PDFs or images like product one-pagers, pricing visuals, or testimonials so prospects can see value fast.

Keywords like DEMO, QUOTE, or INFO can route replies into short Sequences that can confirm interest and send booking links automatically.

Replies appear in the Shared Inbox where sales reps and SDRs can assign ownership, respond with templates, and track follow-ups. Integrations can log every message and reply in your CRM so your pipeline stays current. You can review deliveries, replies, and clicks, then export CSVs to analyze conversion from outreach to meeting.

What to Set Up First

Integrate your CRM so that contact data and activity logs can sync automatically. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process correctly. Align messaging with compliance and brand tone before your first send.

Create templates for common sales motions—cold outreach, demo scheduling, pricing follow-ups, and renewal reminders. Assign Shared Inbox ownership by rep, territory, or account tier so replies can get fast attention. Build lists such as New Leads, Open Opps, Dormant Accounts, and Active Deals. Focused segments keep outreach relevant.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your CRM, such as “Prospects with No Response in 14 Days.” This can make sure your message targets the right leads.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, wanted to check if you’re still exploring [Solution]. Can I send a quick pricing breakdown? Reply INFO.”
3. Attach media: Add a PDF or image like a pricing sheet or one-pager. Attachments can help prospects see key points immediately.
4. Set up an A/B test: Create a second version with a different opener or CTA. You can compare reply rates to refine tone.
5. Schedule your campaign: Send during mid-morning or mid-afternoon when response rates peak. You can schedule recurring sends for ongoing sequences.
6. Create a keyword: Add a keyword such as DEMO or QUOTE and reference it in your message. When a lead replies with that word, TextUs can trigger the next step automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send a link to schedule a call. Step 2: Follow up after 24 hours if there’s no reply.”
8. Send and monitor: Launch your campaign, track replies, and handle responses directly in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for the quick reply! Here’s my link to pick a time: [short URL].”
• Step 2 (reminder): “Hi {{first_name}}, just wanted to check if you had time to pick a slot. I can hold one for [Day] if easier.”

Segmentation and Personalization Strategy

Segment by lead stage, persona, and engagement level. Examples include New Prospects, Cold Outreach, Event Follow-Ups, and Renewal Targets. Exclude recent opt-outs or customers already in active deals.

Personalize with the first name and one contextual detail like company, industry, or problem statement. Example: “Hi {{first_name}}, we’ve helped [Similar Company] cut [Problem] by 20%. Want to see how?” Subtle context can make the message feel relevant without adding clutter.

Refresh segments daily for active prospects and weekly for dormant ones. Hourly syncs work best for inbound leads or hot opportunities. Clean data can keep reply rates high.

Template Library for Sales Outreach Scenarios

Keep a focused set of templates for your outreach rhythm. Each should drive one action.

• “Hi {{first_name}}, thanks for checking out [Product]. Want a short demo this week? Reply DEMO for times.”
• “Hey {{first_name}}, are you still reviewing [Topic]? I can send a quick comparison sheet—reply INFO.”
• “Hi {{first_name}}, [Company] just saw strong results with [Product]. Want to see the numbers? Reply CASE.”
• “Quick check—would [Day] or [Day] work better for a 10-minute chat about [Outcome]?”
• “Hi {{first_name}}, we just added a new feature that helps with [Pain Point]. Want me to text you a short overview?”

Review the template performance monthly with compliance. Keep a record of tone, length, and send time for top performers.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with CRM metrics such as meetings booked, deals created, and revenue influenced. Keep campaign name, keyword, and segment fields intact for accurate analysis.

Track reply-to-meeting and meeting-to-opportunity rates. Include A/B test data to find which messages or send times perform best. Summarize key learnings in a one-page dashboard showing outreach volume, response rate, and meetings per 100 sends.

Follow-Up Cadence and Nurture Strategy

Use TextUs to stay visible without overwhelming prospects. For cold outreach, start with a short message, follow up 48 hours later, then send a value-based note a week later. Two to three total touches can work best before pausing.

When nurturing warm leads, trigger a sequence tied to engagement, such as after webinar attendance or email clicks. Example: “Hi {{first_name}}, saw you joined our [Webinar Topic]. Want me to send the slide deck?” Short, personal touches can reopen stalled conversations.

Avoid generic blasts. Each message should move the lead one step closer to a decision.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so sales teams can see full conversation history. The first responder assigns the thread to themselves to maintain ownership. Templates can help reps respond consistently while keeping a personal tone.

Use tags like Demo, Info, Follow-Up, or Renewal to keep threads organized. Add short notes when forwarding to an AE or manager so context can stay intact. Quick, relevant replies can improve conversion rates.

Compliance and Deliverability for Sales Outreach

Use registered 10DLC numbers to stay compliant with carrier rules. Keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Include “Reply STOP to opt out” in your first touch.

Avoid spam triggers by keeping links minimal and formatting simple. Don’t overuse caps or punctuation. Send during business hours in the recipient’s time zone to improve response likelihood.

Attachments should stay small and focused, like one-pagers, testimonials, or pricing visuals that prospects can view quickly on mobile. Maintain a consistent cadence without overwhelming contacts.

FAQs About Texting Guide for Sales Outreach

Can I attach pricing or product info to my texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Sales teams often attach one-pagers or pricing visuals so prospects can see details quickly.

Can I automate follow-ups after a prospect reply?

Yes. You can connect Keywords and Sequences to handle these automatically. When a contact replies DEMO or INFO, TextUs can send the link or next message without manual work.

How do Keywords and Sequences help close deals faster?

When someone replies with a keyword like DEMO or QUOTE, TextUs can enroll them in a Sequence. The first step can deliver the right link, and the second can check back later if there’s no reply, saving manual tracking.

How does the Shared Inbox improve team collaboration?

All replies appear in one shared view so SDRs and AEs can see the full context. You can assign owners, use templates, and tag threads for routing or follow-up.

What metrics should I monitor for success?

Track delivery, reply, and booking rates first. Export TextUs data and match it with CRM opportunities and revenue. Weekly analysis can reveal which templates, timing, and CTAs can perform best.