How to Set Up and Send Emergency Text Message Alerts

When an emergency strikes, you won’t have the time to parse through your contacts, type up a logical statement, and instruct everyone on how to react. From hurricanes to lockdowns and even last-minute business closures, there are plenty of situations where the sooner you get a message off, the better. 

That’s why, in such cases, you should use automatic emergency text message alerts to update your contacts. They allow you to instantly communicate clear instructions to as many contacts as you need—even if you’re too shocked, nervous, or scared to type.

Don’t be caught off guard the next time the unexpected happens. Equip yourself with the following need-to-know knowledge about automatic text alerts to quickly communicate during emergencies.

Why Use Emergency Text Message Alerts?

In 2023 alone, 114 natural or man-made disasters were declared across the United States, and nearly 140 million people visited emergency rooms. Annually, around 240 million people call 9-1-1.

Emergencies can happen anywhere, anytime, and for various reasons. That doesn’t mean we should live in fear—instead, we can prepare for any unexpected issues.

A key part of preparing for emergencies is ensuring open lines of communication for any instructions or messages that need to get out. In such situations, text messages are key for keeping in touch because:

• They’re instant. Most Short Messaging System (SMS) messages are delivered in seconds. During an emergency, every moment counts. Additionally, 90% of SMSs are opened within three minutes, and mass texting allows you to reach thousands of people simultaneously rather than calling every contact individually.

• They’re nearly universally opened. With open rates as high as 98%, texting is the best way to ensure everyone is up-to-date in an emergency. 

• They’re simple to use. You can easily become confused and scared during an emergency. You may not be able to clearly communicate your message via calls. Even if you can, anxious listeners might not understand it. Text messages can be proofread by the sender and reread repeatedly by the recipient for clarification. When it comes to communicating clear instructions during dire situations, they’re your most reliable medium.

How to Set Up Emergency Text Message Alerts

To get started with text message alerts, you’ll first need to select a trustworthy texting platform. If you plan on using it for a variety of business purposes—such as managing client conversations, confirming appointments or orders, and providing shipping updates—start here for information on what to look for in an all-in-one solution. 

After landing on a messaging platform, import your existing contacts into your new phonebook. Make sure they’ve all opted into receiving SMS notifications to maintain legal compliance. Additionally, give them the option to opt out whenever you message them—whether it’s emergency-related or not. 

The same goes for collecting new numbers. Ensure they have the opt-in and opt-out options consistently available to them. Whether you’re using web forms, keywords, or other strategies to collect contacts, be sure to inform them what they’re opting into. If they’re only signed up to receive emergency SMS messages, contacting them for marketing purposes could violate federal texting regulations. 

Sending a Test Emergency Alert

Before an emergency strikes, test your alert system to ensure it’s fully operational when you need it. Lives could be on the line when something disastrous happens, so you’ll want to assess and remedy any issue before it goes live.

When assessing your system, be sure to explicitly inform your recipients that the message they receive is a test rather than a real emergency. For example, you may send a message along the lines of:

“This is a test of (Organization's) Emergency Alert System. No real emergency has occurred. Reply STOP to opt out of emergency alerts.”

Best Practices for Emergency Text Message Alerts

Emergency alert messages are designed to help as many people as quickly as possible. However, some best practices for maximizing their reach and efficacy include:

• Personalization:  Using a recipient's name helps grab their attention and can make them more likely to read the message’s contents. In an emergency, you want as many people as possible to open your message, so you should use every available strategy to ensure they do. 

• Setting clear expectations and instructions:  Lives can be at stake during an emergency, so it’s necessary to offer clear guidance on how to manage the situation. Whether it’s a shelter-in-place or evacuation situation, provide clear instructions for how recipients can proceed safely and securely. 

• Keeping messages concise and relevant:  Emergencies aren’t marketing opportunities or invitations to chat. Keep all communications as short as possible and only communicate the necessary, relevant information recipients need to stay safe.

• Regularly testing and updating the system:  The National Emergency Alert System (EAS) is tested once every three years. However, you may want to assess yours more frequently—especially if you make consistent updates or implement new technological solutions.

Potential Uses for Emergency Text Message Alerts

While we all hope it’ll never happen, you may need to utilize your emergency alert system for a wide variety of reasons. Here are some key situations—along with example texts—where you may need to put your emergency preparation efforts to the test:

Employee Communication During Workplace Emergencies

Whether the power’s gone out in your warehouse or your organization's systems are offline, different emergencies can uniquely affect your business. To communicate them to your staff, base your message on this model:

“(Recipient), there’s an emergency situation at (company and location). (Description of event). Please (steps to take) immediately. Thank you.”

School Alerts for Severe Weather or Lockdowns

When an emergency strikes at school, you want everyone to know as soon as possible so that you can begin organizing students quickly and efficiently. If disaster should hit, send a message similar to this to get everyone moving:

“(Recipient), there’s a (type of emergency) occurring at (school). (What to do) immediately. (Other relevant instructions). Thank You.”

Community Notifications for Local Emergencies

If a road is closed, electricity is out in an area, or another local emergency has occurred, locals will need to make alternative plans. To keep them updated on the situation, use a message such as:

“(Recipient), there is an emergency (type of situation) in (area). (Relevant information or instructions). We will send you more information as it arises. Thank you.”

Implementing Emergency Text Message Alerts with Mozeo

Mozeo is the best platform for creating text message alerts and utilizing SMS for commercial purposes. To implement your emergency system:

• Import your contact list and segment it based on who’s opted into receiving emergency alerts.

• Create automation rules for emergencies that dictate when texts should go out, who should receive them, and for what reasons.

• Utilize keyword shortcuts to quickly craft clear messages in fast-paced emergency situations.

• Use automatic customization to personalize each message with the recipient’s name and area.

• Monitor, assess, and test your emergency alert system regularly to optimize its performance and avoid errors.

Leverage Mozeo to Power Your Emergency Alert Messages

Emergency alert systems are crucial for guiding people and ensuring safety when the unexpected happens. These systems can save lives, so it’s important to pick the most capable platform to power yours. 

For the ultimate texting partner during emergencies, trust Mozeo, your all-in-one digital SMS solution. With the ability to effortlessly segment contacts based on emergency opt-ins, the power to quickly produce informational messages with shorthand codes, and the added context of automatic replies, Mozeo boasts every feature you want out of an emergency alert system—and more.

Sign up for Mozeo today for the peace of mind that comes from having an effective, trustworthy emergency alert solution.