Business Texting Readiness Guide

Prepare the campaign before it enters review.

A strong registration tells one consistent story: who is sending, what recipients will receive, how they authorize it, how they stop it, and where the public policies explain the program.

Working resourceReviewed July 16, 2026 · messaging requirements can change

Use these as drafting aids—not legal advice.

The examples must be adapted to the business’s actual program, industry, privacy practices, audience, authorization method, and applicable law. They do not guarantee 10DLC or carrier approval. Heritage and the customer should recheck current provider requirements before submission; regulated or higher-risk programs should be reviewed by qualified counsel.

Before submission

Build a reviewable registration packet.

Do not submit vague placeholders and plan to repair them later. A reviewer needs to verify the business, the Campaign, the authorization flow, and the public-facing evidence.

Business identity

Exact legal name, DBA, EIN or other registration identifier, address, industry, website, authorized representative, company-domain email, and contact number.

Campaign purpose

One clear description of who receives messages, what they receive, why the business sends them, and the appropriate registered use case.

Every authorization path

The URL, form, verbal script, keyword advertisement, QR code, paper form, or consumer-initiated path used to obtain permission.

Public policy pages

A reachable privacy policy and messaging terms on the customer’s domain, aligned with the submitted campaign and opt-in language.

Representative messages

At least two realistic samples that identify the Brand, match the use case, show variables in brackets, and include relevant links, numbers, and opt-out language.

Program controls

Opt-in confirmation, HELP and STOP responses, supported keywords, contact information, message frequency, and records of authorization and revocation.

Planning window

After Heritage has a complete packet and submits the Campaign, plan on roughly one to two weeks for review. Corrections, evidence requests, special use cases, carrier review, or number association can extend the schedule. Do not promise a launch date until approval and testing are complete.

Authorization methods

Show exactly how permission is obtained.

If one Campaign uses more than one path, document every path. The policy foundation stays consistent; the call-to-action and evidence change with the authorization method.

Web form

Use an optional, unchecked SMS checkbox.

Keep the checkbox separate from general form submission. Separate marketing permission from informational or customer-care permission.

Non-marketing checkbox example

☐ I consent to receive text messages about [appointment reminders, service updates, account activity, or another specific program] from [Business Name] at the number provided. Consent is not a condition of purchase. Message and data rates may apply. Message frequency varies. Reply HELP for help or STOP to opt out. Read our [Privacy Policy link] and [Messaging Terms link].

Marketing checkbox example

☐ I consent to receive marketing text messages about [specific offers or program] from [Business Name] at the number provided, including messages sent using automated technology where applicable. Consent is not a condition of purchase. Message and data rates may apply. Message frequency varies. Reply HELP for help or STOP to opt out. Read our [Privacy Policy link] and [Messaging Terms link].

Provide the exact public URL.
Do not precheck the box or make marketing SMS permission mandatory.
Capture the disclosure version, timestamp, number, and affirmative selection.

Verbal

Use a script and retain the record.

State the Brand, program, frequency, charges, HELP, STOP, and privacy-policy location during the conversation.

Verbal script example

May [Business Name] text you at [telephone number] about [specific request or program]? Message frequency varies, and message and data rates may apply. Reply STOP at any time to opt out or HELP for help. Your consent is not a condition of purchase. Our privacy policy is available at [short, readable URL].

Record the affirmative answer, number, date, time, employee, method, purpose, and script version.
Use a confirmation message after authorization.
For marketing, ask Heritage and counsel whether written and/or double opt-in evidence is required.

Keyword or QR code

Put the complete disclosure where the invitation appears.

The sign, page, advertisement, or QR destination must explain what the keyword starts.

Keyword call-to-action example

Text START to [approved number] to receive [specific message program] from [Business Name]. Message frequency varies. Message and data rates may apply. Reply HELP for help or STOP to opt out. Consent is not a condition of purchase. [Privacy Policy URL] · [Messaging Terms URL]

Provide the public page, image, sign, or QR artwork as registration evidence.
Test the QR destination and keyword before submission.
Return a complete opt-in confirmation automatically.

Paper or signed form

Keep the SMS choice distinct and reproducible.

Use an optional checkbox or signature block containing the same program-specific disclosure as the web form.

Signed authorization example

☐ I authorize [Business Name] to send text messages about [specific program] to [telephone number]. Message frequency varies. Message and data rates may apply. Reply HELP for help or STOP to opt out. Consent is not a condition of purchase. Privacy: [URL]. Terms: [URL].

Signature: ____________________ Date: __________

Retain the signed form and the exact version used.
Explain where and when customers encounter the form.
Supply a readable blank example during registration.

Consumer-initiated conversation

Answer the request without silently expanding the program.

A person who texts the business first can begin a conversation about that request. Do not turn that exchange into recurring or marketing outreach without the additional authorization the expanded program requires.

Confirmation example

[Business Name]: Thanks for contacting us by text about [request]. Message frequency varies. Message and data rates may apply. Reply HELP for help or STOP to opt out.

Keep the conversation related to the consumer’s request.
Apply STOP immediately and preserve the opt-out record.
Use a separate authorization path before adding recurring messages.

Use one truthful policy foundation.

Authorization methods do not need unrelated privacy policies. The public policy should describe the business’s real data practices, while each opt-in path links back to it.

Cover at least

Information collected, including names, mobile numbers, message content, and consent records where applicable
Why the information is used
Service providers and other disclosure categories
Mobile-information and opt-in non-sharing language
Retention and deletion practices
Choices, rights, and a monitored privacy contact

Adaptable messaging privacy block

[Business Name] uses mobile telephone numbers, message content, and text-messaging consent records to provide the messaging program described in our Messaging Terms, respond to requests, maintain program records, and protect the service.

We do not sell personal information. Mobile information, including telephone numbers, text-messaging originator opt-in data, and consent, is not shared with third parties or affiliates for their marketing or promotional purposes. Service providers may process information as needed to deliver messages or support the service on our behalf, subject to appropriate restrictions.

We retain messaging information for [accurately state the period or criteria]. To ask about access, correction, deletion, or our privacy practices, contact [monitored privacy contact].

Replace every placeholder and reconcile this block with the complete policy. Do not promise deletion, retention, security, or non-sharing practices the business cannot actually support.

Messaging terms

Explain the program recipients are joining.

Keep messaging terms publicly accessible without a login. They may be a dedicated page or a clearly labeled section of broader terms, but the registered program must be easy to find.

Adaptable messaging-terms outline

Program

[Business Name] sends [conversational, informational, and/or marketing] text messages about [specific purpose] to people who authorize the program through [list every method].

Frequency and charges

Message frequency [varies / is up to X messages per period]. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

Opting out and help

Reply STOP to opt out. We may send one final message confirming the request. Reply HELP for help, or contact [phone/email/website].

Consent and privacy

Consent is not a condition of purchase. We handle mobile information according to our Privacy Policy at [public URL].

Program changes

We may update these terms when the program or applicable requirements change. A materially different program may require updated disclosure and authorization before messages are sent.

Program responses

Make confirmation, HELP, and STOP messages specific.

Use the registered Brand name and monitored contact information. Confirm the actual program and frequency instead of sending a generic acknowledgment.

Opt-in confirmation

[Business Name]: You’re subscribed to [program]. Message frequency [varies/up to X]. Message and data rates may apply. Reply HELP for help or STOP to opt out.

HELP response

[Business Name]: For help with [program], call [number], email [address], or visit [URL]. Reply STOP to opt out.

STOP confirmation

[Business Name]: You have opted out and will receive no further [program] messages at this number. Reply START to opt in again where supported.

Usable campaign examples

Make the description, authorization, and samples agree.

These examples are starting structures. Replace the fictional Brand, choose the correct registered use case, and adapt every message to the business’s real operation.

Customer careOne-to-one help about a request

Campaign description

[Business Name] sends conversational customer-care messages to customers and prospects who initiate a text or provide verbal or written permission about a specific sales, service, support, or account request.

Authorization

Consumer-initiated inbound text, documented verbal permission, or an optional customer-care checkbox. Keep recurring marketing outside this Campaign.

Representative samples

1. [Business Name]: Thanks for contacting us about [request]. [Employee Name] will follow up by [time]. Reply STOP to opt out.

2. [Business Name]: We updated your [service/account] request: [status]. Questions? Reply here or HELP for assistance. Reply STOP to opt out.

Appointment remindersScheduling and confirmation

Campaign description

[Business Name] sends appointment confirmations, reminders, and scheduling updates to customers who explicitly authorize appointment-related texts.

Authorization

Optional web or paper checkbox, documented verbal permission during scheduling, or a keyword invitation with complete disclosure.

Representative samples

1. [Business Name]: Your appointment is scheduled for [date] at [time]. Reply C to confirm or call [number] to reschedule. Reply STOP to opt out.

2. [Business Name]: Reminder—your appointment is tomorrow at [time] at [location]. Reply HELP for help or STOP to opt out.

Service and delivery updatesStatus without promotion

Campaign description

[Business Name] sends operational updates about scheduled service, technician arrival, order status, delivery, or completion to customers who authorize updates for that transaction or service relationship.

Authorization

Optional checkout or service-request checkbox, signed form, documented verbal permission, or consumer-initiated request.

Representative samples

1. [Business Name]: Technician [first name] is scheduled to arrive between [window] for service request [reference]. Reply STOP to opt out.

2. [Business Name]: Your [order/service] is complete. Details: [approved URL if used]. Reply HELP for help or STOP to opt out.

Recurring marketingPromotions with separate permission

Campaign description

[Business Name] sends recurring promotional messages about [specific offers, products, or events] to people who separately and explicitly authorize marketing texts.

Authorization

Use a dedicated, optional marketing checkbox or a documented keyword/QR flow. Do not combine it with required transaction consent. Obtain qualified legal review for the actual program.

Representative samples

1. [Business Name]: [offer] is available through [date]. Details: [approved URL]. Reply STOP to opt out.

2. [Business Name]: Join us for [event] on [date]. Register at [approved URL]. Message frequency varies. Reply STOP to opt out.

Recheck before submitting

Primary and upstream guidance

The messaging ecosystem changes. Heritage should compare the customer’s packet with current upstream requirements before registration.

Ready for review?

Bring Heritage the real workflow and the evidence behind it.

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