What are text message templates?

Text message templates, also known as SMS templates, are pre-written messages that can be quickly sent to leads or clients. With templates you can select a message without having to type the same information repeatedly, saving you valuable time.

Text message templates will help ensure consistent responses. Being consistent allows you to establish a reputation of credibility. People want to know that whatever reply they receive from a law firm is going to be timely and accurate.

The process can even be automated so that when a prospect takes an action such as filling out the Intaker chat for the first time, they immediately get sent a follow-up text.

Then, during the lead nurturing process, you can enable sequences. Sequences are a strand of business texts that get sent one by one over a certain duration of time. The sequence ends once all messages have been sent or the lead replies to one of your calls to action.

To personalize the messages, you can add custom fields. Custom fields allow you to include information like client names or case numbers. These attributes make the messages feel as though they were crafted specifically for each individual recipient. To learn more about this, check out our help center article, "What Are Custom Fields?"

How can text templates improve my law firm’s communication?

As previously mentioned, text templates provide a consistent tone for your firm. They ensure professionalism and keep the verbiage the same no matter who is sending a text.

By creating text message templates, lawyers and staff can save effort when sending out common messages like appointment reminders, case updates, and event announcements. Your team will not have to worry about typos or grammar mistakes when selecting from a drop down menu.

Text templates are especially helpful for busy law firms that are sending a large number of messages each day. Templates will save you time and ultimately help you gain more qualified clients.

Text template examples

Below, we have curated a list of seventeen templates that you can use for sending a business text message at your firm. To learn more about how to set them up, check out our help center article, Text Templates.

As a note, any of the content with brackets on the sides such as, {{contact.first_name}}, represent custom fields. The information inside such as contact name, send name, etc. will be auto-generated.

Ask for more information

Hi {{contact.first_name}},

Thank you for reaching out to our firm. We would love to help you, but first, can we get more information regarding [insert what info you need]? We look forward to hearing from you soon.

Best,

{{sender.first_name}}

Ask for a callback

Hi {{contact.first_name}},

We hope this message finds you well. We called you earlier today but didn’t get through. Please call us back at {{contact.phone}} when you have a moment.

Best,

{{sender.first_name}}

Ask for reviews on Google, Yelp, etc.

Hey {{contact.first_name}},

We appreciate your business and would love your feedback. Leaving a review takes one minute - could you share your thoughts using the link?

Best,

{{sender.first_name}}

*add link to your Google reviews which you can retrieve from the Google my Business dashboard

Declining

Hi {{contact.first_name}},

Thank you for reaching out and considering our law firm. Unfortunately, we won’t be able to take on your case at this time — best of luck with your search.

Sincerely,

{{sender.first_name}}

Refer to a local bar

Hi {{contact.first_name}},

Thank you for reaching out and considering our law firm. Unfortunately, we won’t be able to take on your case at this time. Here are some free resources to support you in getting help:

• [Link to local bar association]
• [Other help articles]

Sincerely,

{{sender.first_name}}

Refer to another lawyer

Hi {{contact.first_name}},

Thank you for reaching out and considering our law firm. While we would love to help, we think your case would be a great fit for [insert law firm name].

With your permission, we'd like to share your contact details with them. Let us know what you think and if you have any questions.*

Sincerely,

{{sender.first_name}}

*note: if you are going to charge a referral fee to the lawyer be sure to let the client know that as they legally need to approve of the agreement in writing

Out of office

Hi {{contact.first_name}},

You reached us while we are away. We’ll be back in the office [insert day/time]. Please leave us a detailed message, and we look forward to talking with you as soon as we are back.

Best,

{{sender.first_name}}

List questions for the client to answer

Hi {{contact.first_name}},

We would love to help you with your case. But first, we need some additional information to get started. Please answer the following questions at your earliest convenience.

1. Q1
2. Q2
3. Q3

Thank you,

{{sender.first_name}}

Ask to schedule a call

Hi {{contact.first_name}},

Thank you for reaching out and trusting us with this important matter. To discuss your case in more detail, please schedule a call [link to make call].

Best,

{{sender.first_name}}

Ask to schedule an in-person meeting

Hi {{contact.first_name}},

Thank you for contacting {{sender.organization_name}}. Based on the information you have provided, we would like to schedule an in-person meeting to further discuss your case. Please use the following [link] to schedule a meeting time that works best for you. Our address is [insert address here].

Best,

{{sender.first_name}}

Give instruction on how to join Zoom calls

Hi {{contact.first_name}},

In preparation for our virtual meeting, we wanted to make sure you have all the necessary information on how to join Zoom calls. You’ll need to make sure you have the app downloaded on your device and use our meeting link to log on for Zoom. If you need additional instruction, watch this video.

We look forward to speaking with you soon.

Best,

{{sender.first_name}}

Give instructions on how to join Google Meet calls

Hi {{contact.first_name}},

In preparation for our virtual meeting, we wanted to make sure you have all the necessary information on how to join Google Meet calls.

You will have received a meeting invitation in your email inbox. You can join via that link, or click HERE*.

We look forward to speaking with you soon.

Best,

{{sender.first_name}}

*note: you can copy and paste the meeting invitation and hyperlink it to the text.

Introduce the firm

Hey {{contact.first_name}},

We are excited to be working with you. We want to start off by sharing a little more about our firm.

Here at {{sender.organization_name}}, our values are [insert core values to attract ideal client]. We look forward to getting to know you more.

Sincerely,

{{sender.first_name}}

Introduce important people at your firm

Hey {{contact.first_name}},

We are happy to be working with you. We wanted to introduce ourselves to give you a better idea of who will be helping you with this legal matter. [Insert names and descriptions of key people].

We look forward to building a relationship and getting to know you more.

Best,

{{sender.first_name}}

Reminder for upcoming appointments and court dates

Hey {{contact.first_name}},

We know you’re busy. This is a gentle reminder of your upcoming appointment on [date/time].

Best,

{{sender.first_name}}

Request documents and photos

Hi {{contact.first_name}},

Can you please send us a copy of [insert document/photo] either by email or text?

Thank you!

{{sender.first_name}}

Implementing text templates at your law firm

As you can see, there are many use cases for text templates. Whether sending a reminder, asking for documents, requesting a review, or anything in between, it saves time having prewritten messages ready to go.

Lawyers and staff have enough going on without the added busy work of typing the exact same text over and over. With the time they save on monotonous tasks, they’ll have more energy for critical thinking and problem-solving.