Has your company embraced text messaging as a customer communication channel? Today, 48% of consumers said they prefer direct business communication via text. But what happens when you receive texts after business hours or on weekends and holidays? Auto-reply texts to the rescue!
Automated reply is not a new concept. You probably have an after-hours voicemail and out-of-office message email set up for your business already. But auto-reply messages can save time by providing an even faster communication channel that informs and assures your customers when you cannot respond.
Automated text messages are an effective tool in any marketer’s toolbox. Today, we’ll share some auto-reply message samples for business and best practices to help you get started.
10 Auto-Reply Message Samples for Business
Auto-responders allow you to craft messages based on specific criteria, like message origin, timeframe, team availability and even keywords. Setting up an auto-response is also a great way to minimize your response time for customers without taking your attention away from other business areas.
Here are ten types of auto-reply message samples for business to help you get started:
- General Auto-Reply Texts
- New Customer Welcome Texts
- After Hours Texts
- Out-of-Office Reply Texts
- Appointment Confirmation Texts
- Opt-In Response Texts
- Thank You Texts
- Vacation Texts
- Holiday Closure Texts
- Customer Support Texts
1. General Auto-Reply Texts
A general auto-reply confirms you have received a customer’s message and will be in touch soon. Since this is typically the first message a customer will receive from you, include your business name, hours of operation and a link to your website for more information.
Thank you for reaching out to [Business Name]. We have received your message and will be in touch within [Time Frame].
Hi there! We just wanted to let you know we received your message and will be in touch before our offices close at [Closing Time].
2. New Customer Welcome Texts
When one of your leads becomes a paying customer, staying connected with them is essential. If you cannot reach out to your customers right away, auto-reply messages are a quick and effective way to thank your customers for their business.
Thank you for your recent purchase from [Business Name]! Please contact us if you have any questions or visit our website: [Website URL].
Thank you for your interest in [Business Name]! [Team Member] will be in touch by the end of the day to schedule a time to discuss your questions.
3. After Hours Texts
Auto-reply text messages make it easier for your team to stay connected with your customers, even after hours. Automatic messages can also remind people of your hours of operation and inform them when they should expect to hear back from you.
Hello there, you’ve reached [Business Name]. Unfortunately, our offices are currently closed, but we will be in touch when we return. Our hours of operation are Monday through Saturday, 8 am to 9 pm PT.
4. Out-of-Office Reply Texts
If you’re out of the office or unable to check your email and texts, these auto-reply texts can ensure your customers feel that you aren’t ignoring their messages while promoting your business’s products or services.
Hello! I am out of the office now but will get back to you ASAP. You can expect a reply by [Date] at the latest. You can contact [Team Member] at [Phone Number] for anything you need.
5. Appointment Confirmation Texts
Automated messages can help your customers remember their appointments without being too invasive. You can also avoid lost time slots and maximize your office’s productivity by confirming appointments ahead of time.
Hi [Customer Name]! Thanks for making an appointment with [Team Member] on [Date] at [Time]. We’re located at [Address]. We look forward to seeing you then!
Hi [Customer Name], you have an appointment with [Team Member] tomorrow at [Time]. Reply with YES to confirm your appointment. See you then!
6. Opt-In Response Texts
Automated messages help your business meet SMS compliance regulations by offering your customers a way to opt out of text messages right away.
Hi [Name], thank you for opting in for [Service Name]. Please reply with Y to confirm your opt-in decision or STOP to unsubscribe.
7. Thank You Texts
If a customer leaves your website without buying anything, an auto-reply text message is an opportunity to incentivize them to complete their purchase with a special coupon code.
Thank you for visiting [Business Name]! Use the code SALE20 to save 20% on any one item on your next visit.
Thank you for contacting [Business Name] through our website. We’ll follow up with you soon, but in the meantime, you can learn more about us here: [Website URL]
8. Vacation Texts
Don’t leave your customers hanging if you’re away on vacation for an extended period. Crafting a simple message with alternative contact information is always appreciated.
Hi [Name], thank you for contacting me. I’m on vacation until June 21. Please contact my colleague [Name] at [Phone Number] if you need immediate assistance.
9. Holiday Closure Texts
Closing for the holidays? Let your customers know when your business will resume operations.
Season’s greetings! Our offices will be closed on Dec. 24 and 25. However, I will respond to your message when we return on Dec. 26. If you have an urgent matter, you can reach me on my cell at [Phone Number]. Thank you!
10. Customer Support Texts
Nothing is more frustrating than needing help and not getting it. If a customer has reached out to your customer support team, reassure them that you’ll be with them shortly.
Thank you for contacting our 24/7 Customer Support Desk. A member of our team will respond to you within two hours. Thank you for your patience!
Best Practices for Creating Auto-Reply Messages
While auto-reply text messages offer many benefits, a few unprofessional text messages are enough to damage your business’s reputation. Here are five best practices to help you craft the best automatic replies.
Check to make sure your auto-reply text doesn’t have any spelling or grammatical errors and uses friendly, professional language that is easy to understand.
Include Relevant Links
Add links that will be useful to someone who has reached out to you, like a link to a list of services on your website or a landing page for a new product.
Include important information like dates, times and contact information that cannot be misunderstood. For example, write dates like “Feb. 4” instead of “2/4.”
Set Clear Expectations
Inform your customers when they can expect a response from you so they don’t feel like they’re waiting for an unknown amount of time.
Provide Alternative Ways to Contact You
Offering other forms of communication helps customers feel more comfortable, especially if they have an urgent request. Alternative options could include:
- Email address
- Website link with a support section or live chat
- Contact form
- Hotline number
Save Time With Textedly’s Auto-Reply Text Messages
Auto-reply text messages are a quick and easy way to stay connected with your clients while providing them excellent customer service at their convenience. Ready to set up an auto-reply for your business?
Textedly offers powerful SMS marketing services for companies both large and small. Our affordable, user-friendly platform makes communicating with your contacts efficient and easy, with a rich feature set that’s fully customizable based on your needs and timelines.