How to write an introduction text that gets replies

Ever gotten a text from a random number that just said, “Hey, it’s me?”

If you’re like most people, your brain goes into detective mode. You scroll through old texts, check the area code, and maybe even Google the number. But unless the sender gives you some context, you’re probably not replying. 

Now imagine you’re a customer and just booked a service. Moments later, you get a vague message from a number you don’t recognize. No name, no reason for the text, no idea what’s going on. Are you going to reply? Probably not. Are you going to feel taken care of? Definitely not.

For small businesses, that kind of misstep is more than just awkward — it’s costly. 

The good news? You can fix that in 160 characters with a well-written introduction text.

This guide will show you how to send the perfect introduction text. We’ll walk through what to include, give you ready-to-send examples for different scenarios, and show you how to automate it all using OpenPhone. Whether you’re handling appointments, sales leads, or new hires, we’ve got you covered.

What is an introduction text?

An introduction text is a short, friendly message that introduces you (or your business) to a new contact. Think of it as the digital version of a handshake and a smile. It tells the recipient who you are, why you’re reaching out, and how they can get in touch. No mystery. No confusion. Just clarity.

It’s often the first text a customer gets from your business, which sets the tone for everything that follows. Get it right, and you open the door to trust, faster replies, and better customer relationships. Get it wrong (or worse, skip it), and you risk being ignored and blocked.

What to include in an introduction text message

A great introduction text message should be short and clear and make the person on the other end feel like they’re talking to a human, not a robot (even if you’re using an automation tool behind the scenes).

Here’s how to introduce yourself the right way:

• Start with context. Let customers know right away why you’re texting. For example, if you’re confirming an appointment, say that closer to the beginning of the text. This helps your message be relevant, not random. Without it, your customers might wonder, “Why are you texting me?”
• Share your details. Include your name, your role, and the name of your business. This shows the text is from a real person and helps your customer feel more comfortable replying.
• Strike the right tone. The goal is to sound like a helpful human — not too stiff but not overly casual, either. Friendly and professional is the sweet spot. A warm greeting like  “Hi [Customer Name]!” works well. Skip anything that might sound cold, like “To whom it may concern.”
• Keep it snappy. Stick to one or two short sentences. Long blocks of text can be overwhelming, especially on a small screen. Your intro should be easy to skim, understand, and respond to quickly.
• Make it clear what’s next. Let the person know what you’d like them to do next, such as confirming an appointment or answering a question. When there’s a clear next step, people are more likely to respond.

When in doubt, write the kind of message you would want to receive from a business — short, clear, and helpful. And if you’re using tools that support two-way SMS, you’re one step closer to making that text feel more like a conversation, not a monologue. Keep in mind you should avoid sending photos or GIFs in your introduction text since they can come across as spammy or unprofessional.

7 introduction text message examples

Below are seven ready-to-use introduction text message templates you can copy, customize, and start sending to your customers today.

1. New customer introduction text

Getting a new customer is an opportunity to start a relationship on the right foot and help them feel confident they chose the right business. A simple, friendly message goes a long way toward building trust and setting expectations.

Here’s a go-to template:

“Hi [Customer Name], this is [Your Name] from [Business Name]. Just wanted to say thanks for choosing us! If you have any questions or need help getting set up, feel free to text me here.”

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2. New team member introduction text

Bringing someone new onto the team? Whether it’s a support rep, project manager, or account lead, sending a quick intro text lets customers know who they’ll be hearing from. It also makes the handoff feel intentional, not abrupt.

Here’s a solid template your team can use:

“Hi [Customer Name], I’m [New Team Member Name]. I just joined the [Business Name] team, and I’ll be your point of contact moving forward. Looking forward to working with you! Let me know if there’s anything you need.”

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3. Introduction example for a new sales lead

The goal with sales introduction texts isn’t to sell right away. It’s to provide a professional introduction, set expectations, and start a conversation. 

Here’s a friendly, no-pressure sales text template to kick things off:

“Hey [First Name], this is [Your Name] from [Business Name]. Just saw your info come through and wanted to introduce myself. What’s the main [Pain Point] you’re hoping to solve? I can point you in the right direction.”

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4. Interview introduction text for candidates

When you’re hiring, the candidate experience starts before the job interview, and a clear, friendly introduction text can set the tone and show how easy your company is to work with. 

Here’s a text template for recruiters that feels personal, not corporate:

“Hi [Candidate Name], this is [Your Name] from [Business Name]. Just wanted to introduce myself ahead of your interview on [Date]. Let me know if you have any questions before we chat!”

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5. Appointment reminder with an introduction text

If you’re confirming an upcoming appointment and reaching out for the first time, you can use the opportunity to knock out both in one message. A quick intro plus a reminder helps customers feel informed and reassured — and less likely to miss their appointment.

Here’s an appointment reminder text template that does both:

“Hi [Customer Name], this is [Your Name] from [Business Name]. Just confirming your appointment for [Date + Time]. Let me know if you have any questions before then!”

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6. Referral-based introduction text

Referrals build trust quickly, but that can fade if your first message is vague or salesy. Mentioning your mutual connection right away keeps the tone friendly and makes it easier to start a conversation.

Here’s a referral-friendly text that feels natural and low-pressure:

“Hi [First Name], I’m [Your Name], a [Job Title] from [Business Name]. [Referrer’s Name] mentioned you might be interested in [Service/Product]. Thought I’d reach out and see if I can help. Feel free to text me here with any questions!”

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7. Introduction text for a new colleague

Need to connect two people on your team or loop someone into a conversation with a customer? A quick introduction text can help ease that handoff and ensure nothing gets lost in translation.

Here’s a simple, professional way to do it:

“Hi [Customer Name], I wanted to introduce you to my colleague [Colleague’s Name], who’ll be helping you with [brief description]. They’re copied here and happy to jump in!”

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How to send an introduction text with OpenPhone

OpenPhone is a business phone system that lets you make calls and send texts over the internet. It’s built for growing businesses that want to scale efficiently and keep all their customer communication in one place.

When it comes to sending introduction texts, OpenPhone makes it easy. You can message one person at a time or automate texts to go out like clockwork. It gets even more powerful once you integrate it with the tools you already use. 

1. Use OpenPhone’s Zapier and Make integrations

OpenPhone integrates with automation platforms Zapier and Make, allowing you to integrate your business phone system with thousands of other tools. You can connect everything from Calendly and Google Sheets to CRMs, form builders, and more.

Sending automatic introduction texts via Zapier

With OpenPhone’s Zapier integration, you can create workflows that automatically send an introduction text when specific conditions are met, like when a customer books a meeting or submits a lead form. 

For example, you can set up a custom workflow to automatically send a text to someone when they schedule a meeting with you through Calendly. 

This saves you time and makes your new lead feel acknowledged instantly. 

Setting up a workflow for an introduction text in Make

Make is another automation tool that works easily with OpenPhone. It allows you to build more complex workflows than Zapier.

Let’s say a lead fills out a Google Form on your website to request a quote or book a consultation. You can set up a workflow in Make that creates a new contact in OpenPhone, checks if they’ve opted in to receive texts, and sends a personalized text message to introduce yourself.

2. Use OpenPhone’s customizable snippets

If you find yourself typing out the same introduction text over and over again or copying it from a notes app, there’s a better way: snippets.

Snippets in OpenPhone are reusable text message templates you can create, save, and insert into any conversation in just a few clicks. They’re perfect for introduction texts since you often send the same message to new customers, candidates, or leads.

Whether you’re introducing yourself, a teammate, or your entire business, snippets help your team save time and sound consistent. No more typos. No more forgetting to mention your name or business. Just clean, professional text messages that make a great first impression every time.

OpenPhone: The best way to send introduction texts

By now, you know how powerful a simple introduction text can be and how easy it is to send with the right tools. Whether you’re welcoming a new customer, confirming an appointment, or handing off a conversation to a teammate, OpenPhone helps you do it in a personal, professional, and easy way.

But intro texts are just the beginning.

OpenPhone gives you everything you need to level up your business communication. This includes:

• Scheduled texts so you can time your business SMS and MMS messages perfectly (even if it’s after hours or across time zones)
• Auto-replies to keep customers in the loop when you’re unavailable
• Sharing phone numbers so your whole team can make and receive calls and texts from the same phone number
• Powerful integrations with tools like Zapier, Make, and HubSpot to automate workflows and scale your business
• Phone menus that let customers route themselves to the right rep or department
• AI agent, also known as Sona, that can take customer calls, answer questions, collect customer details over the phone, and log each call with a summary and transcript so you can follow up as needed

OpenPhone was built for small businesses that want to grow faster without losing the personal touch. 

Start your free trial of OpenPhone and see how smooth customer communication can feel.

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