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Best Practice Message Structure

When sending messages - especially in an emergency - it's important to make sure your messages are well structured so that the information contained is easily identified and assimilated by the reader.

Here is an example of a basic message, intended to direct recipients to an information source, and to provide a contact number for them to call:


Note the core components of the message and the techniques being used:

  1. Personalised greeting - use the recipient's name wherever possible for increased message engagement
  2. Clear, concise wording - gets straight to the point, being informative without being impolite
  3. URL shortener used to avoid lengthy URLs making the message look messy and off-putting
  4. Phone number provided in a format that will translate to a link in the message when received - no spaces included as most recipients will just tap the number to dial it
  5. Signature containing sender identification

These are our top tips for sending clear, concise, and effective messages:

1. Be Personal

2. Be Known

3. Be Concise

4. Be Outcome Driven

5. Be Time Conscious

If you want to talk to a messaging expert about how best to structure your emergency messages and build your overall messaging strategy, contact us at