Note for the agency: this article is written as if it's being read directly by your client — the local business owner using the platform. Feel free to copy and paste it into your own knowledge base so your clients have a simple and clear guide to understand how each product works.

Toll-Free Numbers (TFNs), like those beginning with 800, 888, 877, etc., are widely used by businesses to send and receive text messages for customer communication. To ensure secure, high-quality message delivery and prevent spam, carriers now require all TFNs used for messaging in the US and Canada to be officially verified.

Why Toll-Free Verification Is Important

Starting November 8, 2023, unverified TFNs are blocked from sending messages to US and Canadian numbers.

Benefits of Verification:

✅ Higher message deliverability

✅ Compliance with carrier regulations

✅ Reduced filtering and blocking

✅ Boosted brand trust and legitimacy

Verification Form Guidelines

Here’s how to fill out the required fields with a complete example for an imaginary business:

Example Business

Business Name: GreenLeaf Wellness LLC

Website: https://greenleafwellness.co

Email: hello@greenleafwellness.co

Phone: +1 (347) 555-9292

Business Address: 1201 Main Street Austin, TX 73301 United States

Verification Form Fields Explained

Business & Contact Information

Field	Example
Legal Business Name	GreenLeaf Wellness LLC
Website	https://greenleafwellness.co
Email	hello@greenleafwellness.co
Phone	+1 (347) 555-9292
Contact Person	Julia Thompson
Job Title	CEO
EIN Number	84-3957923

Business Location

This is the address used on your business registration:

GreenLeaf Wellness LLC  
1201 Main Street  
Austin, TX 73301  
United States  

Use Case Description

Here are tailored Use Case Summary examples based on different opt-in types, using the same business context: a local wellness studio named GreenLeaf Wellness, which uses a toll-free number exclusively to send one-time review request SMS messages.

1. Verbal Opt-In (In-Person)

Example:

We run a local wellness studio and use this toll-free number only to send one-time SMS messages with a Google review link after a client’s visit. Clients give verbal consent at the front desk after their appointment. We send one message with a thank-you and our Google review URL: https://g.page/r/XXX/review. No replies are needed. If they reply STOP, they are opted out. We send about 50–100 messages monthly.

2. Web Form Opt-In

Example:

We operate a wellness studio and use this toll-free number to send one-time SMS review requests after clients opt in via a web form on our website. The form clearly explains consent terms and includes a required checkbox. Upon submission, we send a message with a thank-you and a Google review link: https://g.page/r/XXX/review. Clients may reply STOP to opt out. We send 50–100 messages monthly based on form submissions.

3. Paper Form Opt-In

Example:

We use this toll-free number to send one-time Google review requests to clients of our wellness studio who consent via paper forms at the front desk. The form includes full opt-in language and is signed by the client. After opt-in, we send a single thank-you SMS with our review link: https://g.page/r/XXX/review. We don’t send additional messages. If the client replies STOP, they’re permanently opted out. We send 50–100 messages/month.

4. Opt-In via Text (Keyword Campaign)

Example:

Our wellness studio uses this toll-free number to send a one-time review request SMS to clients who text a keyword to opt in. For example, we display “Text REVIEW to 12345 to receive a link to leave feedback.” Once they text in, we send a thank-you and Google review link: https://g.page/r/XXX/review. Clients can reply STOP to opt out. We don’t initiate further contact. Monthly volume is around 50–100 messages.

Opt-In Workflows (with examples)

You must provide both a written description and a visual proof (screenshot or public link). Here are 4 different compliant opt-in methods:

1. Verbal Opt-In (In-Person)

Description: After their session at GreenLeaf Wellness, clients are asked: “Would you like to receive a one-time text to leave us a Google review? By agreeing, you consent to one SMS. Msg & data rates may apply. Reply STOP to opt out. Privacy: https://greenleafwellness.com/privacy”. If they reply “Yes,” we log their consent and phone number in our CRM. Our privacy policy confirms SMS is sent only with verbal consent and no data is shared.

📸 Opt-In Workflow Image URL: A screenshot or photo showing the script used by staff, plus a CRM example of how the consent is logged. (You’ll need to upload this to a public URL like Google Drive or your platform’s media library.)

2. Web Form Opt-In (Online)

Description: After checkout or booking, clients see a review invite form: “Want to leave us a review? [ ] By submitting this form, you consent to receive a one-time SMS from GreenLeaf Wellness with a review link. Msg & data rates may apply. Reply STOP to opt out. Privacy Policy: https://greenleafwellness.com/privacy”. Checkbox is not pre-selected. Consent and timestamp are stored.

📸 Opt-In Workflow Image URL: Screenshot of the form and checkbox with visible privacy/terms links, uploaded to a public URL.

3. Paper Form Opt-In (In-Store)

Description: After their visit, clients are offered a feedback form at the counter with this disclaimer: “[ ] I consent to receive a one-time SMS from GreenLeaf Wellness with a link to leave a review on Google. Msg & data rates may apply. Reply STOP to opt out. Privacy: greenleafwellness.com/privacy”. Clients check the box and provide their phone number. The forms are securely stored and referenced in case of audits.

📸 Opt-In Workflow Image URL: Scan or photo of the actual form uploaded to a public URL.

4. SMS Keyword Opt-In (Customer-Initiated)

Scenario: In-store signage or email footer reads: “Want to support us with a review? Text ‘REVIEW’ to 1-800-123-4567 to receive a one-time SMS with our Google review link. Msg & data rates may apply. Reply STOP to opt out. Privacy: greenleafwellness.com/privacy”. When customers text “REVIEW,” they are automatically sent the review request. The interaction is logged, and opt-outs are respected permanently.

📸 Opt-In Workflow Image URL: Screenshot of signage or digital content showing CTA instructions, hosted publicly.

Sample Message Templates

You must submit at least 1 messages that align with your use case:

Example:

Thank you for visiting GreenLeaf Wellness!
We’d love your feedback. Please leave us a Google review here:
https://g.page/r/XXX/review
Reply STOP to opt out.

Upload Opt-In Proofs

Make sure to upload your screenshots or form scans to a public folder (Google Drive, Dropbox, OneDrive, etc.). Then paste those public URLs in the “Opt-In Workflow Image URLs” field.

Final Steps

Review your form carefully to ensure all fields are complete and compliant.

Click "Submit for Verification."

What Happens Next?

Approvals typically take 2–5 business days.

You can continue sending messages while verification is pending (though filtering may occur).

If rejected, you’ll get a reason and can resubmit with corrections.

Common Mistakes That Lead to Rejection

Using a Gmail/Hotmail address with a custom website domain

No Privacy Policy or TOS links

No STOP or HELP instructions

Using pre-checked boxes

Opt-in collected via third parties

Using public URL shorteners (e.g., bit.ly)

Privacy Policy & Terms of Service Guidelines for SMS Programs

When submitting your Toll-Free Number (TFN) for verification, carriers require that your Terms of Service and Privacy Policy clearly describe your messaging program, consent process, and how user data—especially mobile phone numbers—is handled.

✅ SMS Program Terms of Service Guidelines

Purpose: One-time Google review requests

Your SMS Terms of Service must clearly explain your message program and follow compliance requirements.

Required Components:

Program Name and Description

Program Name: GreenLeaf Review Request SMS

Description: One-time SMS sent to clients who consent after a purchase, containing a link to leave a review on our Google profile.

Opt-Out Instructions

"You can cancel the SMS service at any time by replying STOP."

Rejoin Instructions

"To receive another message in the future, you’ll need to provide consent again at your next visit."

Help Instructions

"For assistance, reply HELP or contact support at support@greenleafwellness.com"

Carrier Liability Disclaimer

"Mobile carriers are not liable for delayed or undelivered messages."

Message and Data Rates Disclosure

"Message and data rates may apply. Message frequency: One-time message per consented opt-in."

Privacy Policy Link

Link to your Privacy Policy: https://greenleafwellness.com/privacy

Compliance with Industry Standards & Legal Requirements

"By providing your phone number and consenting, you confirm that you are the account holder or have permission from the account holder to receive text messages. All data handling complies with industry standards and applicable laws."

Example Terms of Service Text

GreenLeaf Review Request SMS Program

By consenting in person or through an approved form, you agree to receive a one-time SMS message from GreenLeaf Wellness containing a Google review link. Message and data rates may apply. To cancel, reply STOP at any time. You will not receive further messages after replying STOP or after the review request is sent.

If you require help, reply HELP or email us at support@greenleafwellness.com.

Carriers are not responsible for delayed or undelivered messages.

You may opt-in again manually during a future visit if you would like to receive another message.

Read our full Privacy Policy here: https://greenleafwellness.com/privacy

✅ SMS Privacy Policy Guidelines

This section should be added or updated within your general privacy policy.

Required Privacy Statements:

No Third-Party Sharing of SMS Data:

“No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.”

SMS Consent and Data Isolation:

“Text messaging originator opt-in data and consent will not be shared with any third parties, except when necessary to operate the text messaging service (e.g., SMS providers or aggregators).”

Optional Disclaimer (if your policy already references data sharing):

“All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.”

Final Version to Insert into Privacy Policy:

SMS Consent & Data Use We collect and store SMS opt-in consent only when you explicitly agree to receive a review request message. We do not send recurring marketing messages. We do not share, rent, or sell your SMS opt-in data. All messaging data and consent are stored securely and used exclusively for delivering the one-time SMS review request.

Your mobile information will never be shared with third parties or affiliates for promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except for aggregators and providers of the text message services.

For more details, visit our full Privacy Policy: https://greenleafwellness.com/privacy