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The straightforward guide to text messaging for schools

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April 2, 2025

Schools face a variety of communication challenges, from keeping students and families informed to sending timely alerts in the case of an emergency.  

With everyone busy, phone calls are easily missed, and crucial information may never reach its audience.  

That’s where school SMS messages come into play. Educational institutions, from pre-K through college, use texting to keep everyone in the loop. 

Let’s dive into how schools can use text messaging to improve communication and reach people when they need to.

Why texting is a key communication channel for schools 

Most students have grown up in a world dominated by short-form, on-demand content, and they expect immediate, mobile-first communication.  

While still valuable, channels like email and phone calls are no longer guaranteed to cut through the noise. Not only do students open texts almost instantly, they pick up their phones 51 times per day.  

Schools that recognize and adopt these evolving preferences can better engage students, foster quick responses, and maintain a sense of community on campus. 

From admissions reminders to urgent updates, SMS services for schools deliver essential information in real time and on the devices students use most.  

Six use cases and strategies for school text messaging 

You can incorporate a text messaging service into every aspect of your school’s communication strategy, from admissions and enrollment to campus events and ongoing engagement with students, alumni, and the local community.  

Below are six key groups you’ll want to target and how to reach them effectively: 

1. Future students

Increase admissions by sending deadline reminders, application updates, and relevant information. Encourage prospective students to opt in for text alerts, and use two-way conversational messaging to answer questions and provide personalized support.

Hi [First Name]! Ready to join [School Name]? The application deadline is [Date]. Text HELP for more info or call [Contact]. 

Reply STOP to opt out 

(155 characters)

2. Commencing students

Welcome new students with essential details like campus maps, tutoring hours, and bookstore information. Keep them engaged with timely updates on tuition, financial services, and scholarship opportunities.

Welcome to [School Name], [First Name]! Check your email for campus maps, tutoring hours, and bookstore info. Need help? Text INFO. 

Reply STOP to opt out 

(157 characters) 

3. Continuing students

Retain current students by sending timely alerts for course registration, tuition deadlines, and campus events. Promote extracurricular activities and student organizations to foster a stronger sense of community.

Hi [First Name], don’t miss registration starting [Date]! Stay updated on campus events and activities. Text EVENTS for details. 

Reply STOP to opt out 

(155 characters) 

4. Graduate students and alumni 

Maintain relationships with graduates by sharing donation opportunities, career events, and networking activities. Encourage them to spread the word about your school and refer prospective students.

Dear [First Name], join us for upcoming career events and alumni networking at [School Name]. Learn more at [Website]. 

Reply STOP to opt out 

(157 characters)

5. Faculty

Keep staff informed with important dates, campus updates, and emergency notifications via SMS. This simplifies your communication strategy and ensures everyone has real-time information.

Hello [First Name], stay in the loop with key campus updates and events at [School Name]. For urgent info, reply HELP. 

Reply STOP to opt out 

(150 characters) 

6. School community

Extend your reach by promoting events, volunteer opportunities, and donation drives through text. Encourage community members to participate, reinforcing goodwill toward your institution.

Hi [First Name]! Join our volunteer event and donation drive at [School Name]. Visit [Website] for details. Text HELP for info. 

Reply STOP to opt out 

(157 characters) 

Compliance and best practices for SMS in education 

To maintain SMS compliance and respect privacy, implement clear opt-in strategies for all text messaging campaigns. 

Encourage students and faculty to sign up through keyword texts, website forms, or during the admissions process and always provide an easy way to opt out. 

Remember: It’s important to stay current on SMS compliance best practices and regulations, as different states and regions have different laws you must abide by. Include necessary disclaimers on opt-in forms, respect opt-out requests promptly, and segment your audience to send relevant, targeted messages. 

School texting best practices

Regardless of who you’re texting, we recommend you follow these four best practices.

  1. Keep it short: A concise message helps recipients quickly scan its contents and understand what action you’d like them to take. You can send up to 160 characters in a single SMS, provided all characters in your text message are part of the GSM 7-bit character set. 
  1. Aim for clarity: Although messages should be brief, they must still be clear. Make sure your text makes sense to the person receiving it. 
  1. Make it personal: Use the recipient’s name, location, or relevant details (such as their child’s grade) to show them the message is meant specifically for them. 
  1. Include an opt out message: Honor recipients right to opt out by allowing people to revoke their consent replying to the text message. The most common and minimum way to let consumers opt out is to respond to an SMS with the text “STOP”. 

Getting started with text messaging services for schools

Before you choose a texting platform, it’s important to understand your school’s unique requirements and how it will fit within your existing systems.  

Below are some recommended steps to help you get started, along with key considerations for selecting the right provider. 

1. Identify your tech stack and integration needs 

Determine how a school text messaging service will connect with your current software, such as student information systems or customer relationship management (CRM) tools. 

2. Develop an opt-in strategy 

Build a compliant process for students, parents, and staff to sign up for text alerts, and ensure opt-out is straightforward. 

3. Map out communication workflows 

Outline desired SMS automations, such as sending application reminders or tuition due notices, to streamline outreach. 

4. Assess needs, budget, and support requirements 

Figure out your institution’s priorities and confirm that your chosen provider can scale accordingly.

How to choose the best school text service 

If you are only beginning your search, here are some top considerations: 

  • Multiple messaging options: You may need both one-on-one and mass texting capabilities. This flexibility lets you manage everything from emergency notifications to SMS hotlines. 
  • Solid integrations: If you plan to send automated messages or connect with other platforms, ensure your service offers a range of integrations. 
  • Ample keywords and contacts: Be aware of providers that limit the number of keywords or contacts you can use. Growing schools need room to expand. 
  • Clear pricing: Compare costs carefully, especially per-message pricing. Understand whether unused credits roll over from month to month and whether the plan accommodates your school’s growth. 

By focusing on these criteria and mapping them to your school’s priorities, you can find a SMS service that helps you communicate effectively and efficiently. 

Sinch Engage for educational institutions 

If you’re ready to explore a comprehensive school texting solution, one option to consider is Sinch Engage.  

Sinch Engage is a leading text messaging service provider that offers powerful, integrated mobile messaging solutions for schools.  

With more than 70,000 customers worldwide and integrations with over 85 software systems, Sinch Engage enables schools to send SMS in a way that fits the needs of staff and students. 

You can learn more about Sinch Engage here and start a free trial when you’re ready. Or iff you want to know more about education texting, let’s chat. Our team can answer any questions this guide didn’t. 

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