Best Practices

These guidelines apply whether you’re texting clients, tutors, leads, or community partners.

Write clearly and professionally

• Use a friendly, human tone
• Keep texts short and focused
• Include your name and “Tutor Doctor” so recipients know who you are
• Avoid emojis unless you already have rapport with the person

Keep messages brief

• Aim for one or two short sentences
• Use a link or follow-up email if more detail is needed
• Avoid long paragraphs or text walls

Respond promptly

• Leads: reply as quickly as possible (speed-to-lead) and transition conversations to phone call where possible
• Clients and tutors: respond during reasonable business hours

Respect timing

• Avoid early morning or late-night texts
• Consider the family’s time zone

Text with intention

• Only send texts that are helpful or time sensitive
• Avoid sending too many messages close together
• A general benchmark is 2–6 texts per month unless related to scheduling or urgent updates

Use links and attachments sparingly

• Send a link when extra information is needed
• Avoid large images or files that may not load
• Always test links before sending

Stay compliant and protect privacy

• Text only people who have engaged with you or opted in
• Never include sensitive student information
• If someone asks to stop texting, honor that immediately

Move complex conversations to another channel

• Scheduling changes, concerns, or detailed explanations are better handled by phone or email

When texting from your personal phone

• Keep the same standards as Skipio
• Always identify yourself and the business
• Log important details in your CRM or notes so nothing is missed

Sample Text Templates

A. Speed-to-Lead Texts

Initial Lead Text
“Hi [Parent Name], this is [Your Name] from Tutor Doctor. Thank you for reaching out. I’d love to learn more about how we can support your child. When would be a good time for a quick call?”

Follow-Up (No Response)
“Hi [Parent Name], just checking in on your inquiry with Tutor Doctor. Are you available today or tomorrow for a short call?”

B. Client Care Texts

Session Reminder
“Hi [Parent Name], friendly reminder that [Tutor Name] will be meeting with [Student Name] today at [Time]. Let us know if anything changes.”

Satisfaction Check-In
“Hi [Parent Name], just checking in to see how [Student Name] is feeling about their sessions so far. Any feedback is appreciated.”

After First Session
“Hi [Parent Name], I hope the first session with [Tutor Name] went well. Please let me know how things are going so far.”

C. Tutor Communication Texts

Initial Outreach to a Tutor Candidate
“Hi [Tutor Name], thanks for your interest in tutoring with Tutor Doctor. You can book a time to connect with me here: [Link]. Looking forward to talking.”

Post-Interview
“Hi [Tutor Name], thanks again for meeting with me. I’ve emailed your next steps. Let me know if any questions come up.”

Match Check-In
“Hi [Tutor Name], checking in to see how things are going with [Student Name]. Let me know if you need any support.”

Payroll Reminder
“Hi [Tutor Name], this is a reminder that invoices are due on the 3rd. Please submit yours by tomorrow at 10 a.m. Thanks!”

Texting is a simple and powerful way to build trust. Warm, timely, and clear communication reflects the Tutor Doctor brand and helps families feel supported from day one.