Effective communication is non‑negotiable for B2B success. Whether you need to alert someone to take action, update them on the status of a request, or confirm a transaction, crafting the right notification content is key.

Below are proven best practices for writing notification messages. This includes guidelines for writing SMS, email, RCS, in‑app, and push notifications—with supporting facts and examples—to ensure your messages always hit the mark.

Let’s dive in!

SMS

SMS is the backbone of urgent, direct communication in the B2B space. With an average open rate of 98% and 95% of messages read within three minutes, SMS is unparalleled for delivering time-sensitive updates. Its ability to bypass email clutter makes it ideal for critical alerts that demand immediate attention.

Best Practices

  • Keep it concise: Aim to stay within the 160-character limit (GSM‑7) to avoid extra segments.
  • Personalize wisely: Insert dynamic placeholders (e.g., recipient’s name, order number) to boost relevance (might cost you additional SMS credits)
  • Shorten URLs: Use a smart URL shortener to stick within the character limit.
  • Include clear CTAs: Use simple, actionable instructions like “Reply CONFIRM” or “Tap to Track.”

Example

“Hi Alex, your order #98765 from Acme Inc has been shipped. Track here: [Link]. Contact us for support.”

Email Notifications

Emails remain the cornerstone of comprehensive B2B communication, perfect for conveying detailed reports, updates, and insights. Transactional emails, for example, benefit from higher open rates (around 44.7%) when structured well, ensuring that important data is not only delivered but also understood.

Best Practices

  • Craft compelling subject lines: Keep them within 50–125 characters.
  • Structure content for skimming: Use short paragraphs, headings, and bold text for key points.
  • Personalize deeply: Reference previous interactions or company-specific details for a tailored approach.
  • Include a clear CTA: Direct recipients to view reports or contact their account manager.

Example

Subject: “Kevin, your monthly service report from Acme Inc. is ready”

Body:

“Hi Kevin,

Your montly service report for Acme Inc. highlights key performance metrics and optimization tips.

[View Report]

For questions, please contact your account manager at sarah.green@example.com.

Best regards,

Mark Levi, Customer Success Manager”

RCS (Rich Communication Services) Notifications

​RCS elevates traditional SMS by adding rich media, interactive buttons, and read receipts. This evolution transforms routine updates into dynamic interactions that not only inform, but also offers interactive features that nudges the recipient to take action.

Best Practices

  • Utilize interactive elements: Incorporate buttons like “Confirm” or “Chat Now” to streamline responses.
  • Enhance with media: Use images and rich text to deliver detailed information without clutter.
  • Ensure clarity: Even with added features, keep the message clear and actionable.

Example

“Hi Levi, your service appointment with Acme Inc. is set for June 15 at 10 AM.

[✅ Confirm] [📞 Contact Support]”

In-App Notifications

In-app notifications are vital for engaging users within your business software. They provide context-specific updates that integrate naturally into the user’s workflow, ensuring that important information is delivered without disrupting productivity. Contextual in-app alerts lead to higher task completion rates by delivering timely updates precisely when users need them.

Best Practices

  • Contextual triggers: Send notifications based on user actions or critical events (e.g., report availability, project completions).
  • Brevity is key: Keep messages short to maintain focus and minimize disruption.
  • Visually consistent: Match the notification’s design with your app’s overall look and feel for a seamless experience.

Example

“📊 Your monthly sales report is now available in your dashboard. Tap here to view insights.”

Push Notifications

Push notifications excel in delivering real‑time alerts directly to mobile devices, making them indispensable for time‑sensitive updates. Their immediacy and prominence on mobile lock screens drive swift user actions, which is especially critical for tasks like approvals or urgent alerts.

Best Practices

  • Stick within the limit: Notifications that fall between 40 and 90 characters capture attention quickly, prompting immediate responses.
  • Use action verbs: Start with a verb to encourage prompt action (e.g., “Approve,” “Review”).
  • Keep it brief: Ensure messages are concise and focused to convey urgency without overwhelming the recipient.
  • Include specific details: Provide essential information like invoice numbers or deadlines to contextualize the urgency.

Example

🚨 Approval required: Invoice #456 from Acme Inc. for $5,250. Tap to review and approve

How Fyno helps you in writing and managing your notification content

Fyno is designed to simplify and optimize your multi-channel communication efforts by consolidating all communication workflows and content templates into one intuitive platform. Here’s how Fyno helps you write better notification:

  • Centralized Template Management: Create, approve, and manage your templates for SMS, email, RCS, in‑app, and push notifications from a single interface, ensuring a consistent brand voice across channels.
  • Dynamic Personalization: Automatically insert personalized details such as names, order numbers, and account specifics using handlebar syntax, enhancing relevance without additional manual effort.
  • Real-Time Cost Optimization: Fyno’s built‑in credit calculator analyzes your SMS content in real time. It detects encoding changes (e.g., GSM‑7 to Unicode) and trims long URLs with the “Fyno Shorty” feature to minimize messaging costs.
  • Seamless Channel Orchestration: Automatically route notifications through the most effective channels based on performance metrics, ensuring critical updates reach recipients via the best medium available.
  • Comprehensive Analytics: Gain actionable insights into open rates, click-through rates, and conversion metrics across all channels, allowing you to continuously refine and improve your messaging strategy.

By harnessing these best practices and leveraging Fyno’s advanced tools, you can deliver highly effective, personalized, and cost‑efficient notifications that drive engagement, prompt action, and ultimately build stronger B2B relationships. 

Ready to elevate your notification strategy? Get started with Fyno and experience the power of integrated, intelligent communications.