Message Templates Every Sole Trader Should Have Saved

A one-person trade business sends the same handful of messages every week. Typing them fresh each time, with cold hands on a phone, is slow and leads to mistakes. Saving a few templates takes ten minutes and pays back daily.

The templates worth having

• On my way. Your name, an arrival time and a number to ring.
• Running late. An apology, the new time and the reason in a few words.
• Quote sent. What it covers, how long it is valid and how to accept.
• Job done. What was finished, anything to keep an eye on and how to pay.
• Payment reminder. Polite, with the invoice number and the amount.
• Missed your call. Your business name, an apology and one question about the job.

Keep them human

A template is a starting point. Add the customer's name and one detail about their job before you send it. Messages that read like a form get ignored.

Where to store them

Most phones have a text replacement or shortcuts setting, so typing a short code inserts the full message. A notes app works too. Keep them in one place and review them twice a year.

The one that matters most

The missed-call message earns its keep, because it is sent when a customer is still deciding who to use. There is a fuller guide to following up a missed enquiry, including what to say and when to stop chasing.

A small habit

When you catch yourself typing the same thing for the third time, save it. Your list will grow to fit the way you actually work.