How to 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 send a message, 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.

Jump right to:

• Why Use Emergency Text Message Alerts
• How to Set Up Emergency Text Message Alerts
• Best Practices for Emergency Text Alerts
• Potential Uses for Emergency Text Message Alerts
• Implementing Emergency Text Alerts with Mozeo
• Frequently asked questions

<span id=Why>Why Use Emergency Text Message Alerts?</span>

In 2024 alone, 393 natural and man made disasters were declared across the globe. Additionally, nearly 140 million people visit emergency rooms in the U.S. per year and around 240 million people call 911.

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:

• Texting is instant. Most short messaging system (SMS) messages are delivered in seconds. During an emergency, every second counts. Additionally, 90% of texts are opened within three minutes, and mass texting allows you to reach thousands of people simultaneously rather than calling every contact individually.
  

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

• Texts are 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.
  
  
• People don’t go anywhere without phones. The reality is people rarely leave the home without a cellphone. In fact, 91%  of people report never leaving home without their mobile device. This makes SMS an effective way to send emergency messages.
  
  
• Texts don’t need Wi-Fi coverage. Text messages are great for emergency situations because they don’t require Wi-Fi connectivity or cellular data to send. 
  

<span id=How>How to Set Up Emergency Text Message Alerts</span>

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 — check out our buyer’s guide to help you select the best platform and texting phone number type.

After landing on a messaging platform, import your existing contacts into your new phonebook. Make sure all contacts have 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 contact consent, 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.”
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<span id=Best>Best Practices for Emergency Text Message Alerts</span>

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:

• Set clear 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.

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

• Regularly test and update 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.
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• Personalize: 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.
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• Ensure relevancy: Nothing is more frustrating than getting a text message that isn’t relevant to you. This is even more critical in emergency situations. Make sure you’re informing those who need to know about the emergency, but do not send an emergency message to those who aren’t impacted as it can lead to unnecessary stress. For example, if the weather is impacting only your Chicago office, don’t also send the text message to employees in Los Angeles.

<span id=Use>How to Use Emergency Text Message Alerts</span>

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 where you may need to put your emergency preparation efforts to the test. You'll get both templates you can copy and customize, as well as see visual examples of text messages using the template.

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:
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“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.”

Power or Utility Disruptions

Sometimes power or utilities must be turned off for emergency situations. Keep your customers, residents, or community members informed when these unexpected outages arise.

"⚠️ Water shut off at [location]. Due to a plumbing emergency, we shut off water to [building] and [unit numbers]. We will let you know when it’s back on."

IT Outages for Businesses

Cybersecurity threats are on the rise. Be prepared for this potential emergency with a template for unforeseen IT or system outages. 

“Our [System] has been shut down in response to an emergent cyber threat. Please do not use the internal system until further notice. We’re working on remediation and will follow up with next steps.”

Travel Issues for Workers or Community

Sometimes your employees may be impacted by travel-related delays. You can use an emergency text to keep them in the loop on delays and let them know what to do next. 

“Travel alert: If you're traveling to [location], expect delays due to [reason]. Contact your manager if impacted.”
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Product Recalls or Issues

Sometimes there is an issue with a product. You can use a text message to alert customers about the recall quickly and at scale.
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“Hello, our [product] has been recalled. Our records show that you received [product]. Please visit [link] to learn more and see next steps.”

<span id=Implement>Implementing Emergency Text Message Alerts With Mozeo</span>

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

• Pick your phone number type, short codes, 10DLC, and toll-free numbers can help you message at scale during emergency situations.
• Register your business SMS number to ensure you meet compliance requirements.
• Import your opted-in contact list and segment it based on what makes sense for your business, such as by location or job role.
• Set up text templates for any potential emergency alert or threat so you can quickly send out your message.
• Create any automation rules that dictate when texts should go out, who should receive them, and for what reasons. You can use Mozeo’s API to help you automate at scale.
• Monitor, assess, and test your emergency alert system regularly to optimize its performance and avoid errors.
  

<span id=FAQ>Frequently Asked Questions About Emergency Text Message Alerts</span>

Here are some top-asked questions about emergency SMS text messaging for businesses and organizations.

What is an Emergency Text Message System?

An emergency text alert system is a special business messaging software that allows you to mass text a large number of people during crises. 

Can People Reply to Emergency Texts?

Mozeo enables two-way texting, which ensures that people can reply to your emergency text messages.

Can I Test Emergency Alerts for Free?

Yes, Mozeo enables businesses to try our emergency alert text system free of charge. You can sign up here.

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. Mozeo equips brands with the power to quickly send emergency messages at scale, plus offers automatic replies, scheduled messages, and more.Sign up for Mozeo today for the peace of mind that comes from having an effective, trustworthy emergency alert solution.