Have you ever found yourself struggling to keep up with the constant stream of messages flooding your inbox? As more and more of our communication shifts online, it can be tough to keep on top of it all.
Enter: Auto-reply messages.
These little gems of technology can save you time, reduce stress, and improve customer satisfaction. But, like any tool, they’re only effective when used correctly.
That’s where we come in.
In this article, you’ll see some top-notch auto-reply message samples to help you streamline your communication and impress your clients. From the perfectly polite out-of-office messages to the sales promotions, we’ve got you covered.
What are auto reply messages?
Auto-reply text messages are pre-written messages that are automatically sent in response to incoming text messages. They’re the perfect tool to save time, boost productivity, and improve customer satisfaction.
They help you instantly acknowledge your customers’ messages and provide them with relevant information or support. This builds trust and establishes a strong relationship between you and your customers.
Auto-reply text messages are the most beneficial for businesses that receive a high volume of messages.
Can I set an auto reply for text messages?
Here’s a quick overview of how to set up auto-reply texts using CallHub’s Text to Join tool:
- Log in to your CallHub account and navigate to the ‘Campaigns’ tab. Click on ‘New Campaign’ and choose ‘Text to Join’ as your campaign type.
- Pick a number or shortcode to send and receive texts, and then add a keyword.
- If you already have a contact list, you can choose to use it, or create a new one for the campaign.
- On the next screen, add a message that will be sent as an auto-reply text under ‘Automated Prompts’. These are automated messages that are sent to the recipient when they send the keyword. You can customize the message to include links, calls-to-action, or additional information.
- You can also add follow-up prompts based on the recipient’s response, which will be sent in sequence.
- Add the response field, which can include name, email, city, state, zip code, address, phone number, and custom fields. The system will then update the contact profile with this information.
- Click ‘Finish’ and you’re all set.
Your auto-reply text will now be sent out to anyone who sends you the predefined keyword.
Auto reply messages sample
Here are samples of auto-reply messages you could use.
Common use cases for auto-reply messages
Out-of-office message sample
- “Thanks for your message! I’m currently out of the office and will be unavailable until [date]. In the meantime, feel free to leave a detailed message, and I’ll get back to you as soon as possible. Have a great day!”
- “Hey there! I’m currently out of the office enjoying some much-needed R&R. I’ll be back in action on [date], but in the meantime, please feel free to reach out to [colleague’s name[ on [email] if you need immediate help.”
- “Thanks for your message! I’m currently out of the office and will be back on [date]. In the meantime, please feel free to check out our FAQs [insert FAQs link] for quick answers to common questions.”
- “Thanks for your email! I’m currently out of the office attending a conference and will be back on [date]. In the meantime, please feel free to check out our social media [insert social media handles] for updates and news.”
Customer service inquiries
- “Thank you for contacting us! Our team is currently reviewing your inquiry and will get back to you within [X hours/business days]. If you need immediate assistance, please contact us at [phone number/email address]. Thank you for your patience!”
- “Hey there! Thanks for reaching out to us. We’re currently experiencing high volumes of inquiries, but don’t worry – we’re on it! Our team will get back to you as soon as possible with a helpful response. Thanks for your patience!”
- “Hello! We appreciate you reaching out to us with your question. Our team is currently working hard to answer all inquiries, and we’ll get back to you as soon as possible with the information you need. Thanks for your understanding!”
- “Thanks for getting in touch with us! We pride ourselves on providing exceptional customer service, and our team will get back to you as soon as possible. Have a great day!”
- “Greetings! We’re sorry to hear that you’re experiencing an issue, but we’re here to help! Our team is currently reviewing your inquiry and will be in touch shortly with a resolution. Thanks for your patience while we work to address your concern.”
- “Hey there! We’re always happy to hear from our customers and are committed to providing the best possible support. Our team is currently working on your inquiry and will be in touch soon with a helpful response. Thanks for choosing us!”
| Don’t let poor customer service hold you back. Check out our article on ‘The Complete Guide to Text Messaging for Customer Service (With SMS Templates)” to learn how you can create happy customers and drive business growth. |
Lead generation/Sales inquiries
- “Thanks for your interest in [product/service]! We’ve received your request and will be in touch shortly to provide more information. In the meantime, feel free to check out our website [insert link] for more details on how we can help you achieve your goals.”
- “Thanks for reaching out! We’re excited to learn more about your needs and will be in touch shortly to discuss.”
- “Hey there! We’ve received your inquiry, and we can’t wait to connect with you. Expect to hear from us soon!”
- “Thank you for reaching out to us. We’re excited to learn more about your business and see how we can help you achieve your goals. Our sales team will be in touch with you shortly to answer any questions you may have.”
- “Thanks for your interest! We’re excited to hear from you and can’t wait to help you find the perfect solution for your needs. We’re currently reviewing your request and will be in touch soon to set up a meeting.”
- “Thank you for considering us as your solution provider! We’re thrilled to learn more about your needs and how we can support your business.”
- “Thanks for considering us for your business needs! We’re thrilled that you’re interested in working with us, and we’re committed to providing you with exceptional service. A member of our sales team will be in touch shortly.”
- “Hello! We’re excited to connect with you about our products/services. We have received your inquiry, and our sales team is working hard to provide you with the information you need. Expect to hear from us soon!”
- “Thank you for considering us for your needs. Our sales team is eager to learn more about your business and how we can help. We’ll be in touch shortly to schedule a call and get the ball rolling.”
| Want to stay ahead of the competition in the world of B2B marketing? Read our article on ‘How SMS Marketing Can Help You Drive Business Growth and Boost Engagement in B2B’ to explore the benefits of SMS marketing for lead generation and engagement. |
Event RSVPs
- “Thank you for RSVPing to our upcoming event! We’re excited to have you join us on [date] at [location]. If you have any questions in the meantime, please feel free to contact us at [phone number/email address]. We look forward to seeing you there!”
- “Thanks for RSVPing to our event! We’re so excited to have you join us. Stay tuned for more information about the event, and don’t hesitate to reach out if you have any questions.”
- “Hello! We’re thrilled that you’ll be joining us for our upcoming event. Your RSVP has been received, and we can’t wait to see you there. In the meantime, feel free to share the event with your friends and colleagues!”
- “Thanks for letting us know that you’ll be attending our event! We’re looking forward to hosting you and are planning some exciting things. Keep an eye on your inbox for more details about what we have in store.”
- “Hey there! We’re so glad you’ll be joining us for our event. Our team is hard at work making sure everything is perfect for your arrival. We’ll be sure to keep you updated on any important information.”
- “Thank you for RSVPing to our event! We’re excited to have you join us and can’t wait to connect in person. If you have any questions or concerns, please don’t hesitate to reach out. We’re here to help!”
| Ready to make your events more efficient and effective? See how an event text messaging service can help you save time and money. |
Opt-in response texts
- “Hey there! Thanks for opting in to receive updates from us. You’re officially part of the coolest crew around! Standard messaging rates may apply. Reply STOP to opt out.”
- “Awesome! You’re now part of our inner circle. Get ready for exclusive content, special offers, and more! Standard messaging rates may apply. Reply STOP to opt out.”
- “You rock! By opting in, you’ve made our day. Keep an eye on your inbox for exciting news and updates! Standard messaging rates may apply. Reply STOP to opt out.”
- “Congratulations on making a smart choice! You’ve gained access to a world of exclusive content and insider knowledge. Standard messaging rates may apply. Reply STOP to opt out.”
- “Thanks for joining our tribe! We can’t wait to share all the exciting things we have in store with you. Standard messaging rates may apply. Reply STOP to opt out.”
Note: TCPA mandates that when you’re sending out that first message, you should confirm that your contacts have opted in to your communications.
You must also include:
- The types of messages they’ll receive
- How to opt out – what keyword to text in
- Message and data rates
| Ready to simplify your customer acquisition process? See how text-to-join can help you. |
Customer support text
- “Hey there! We’re sorry to hear you’re experiencing an issue. Let’s work together to get it resolved ASAP. What’s going on?”
- “Thanks for reaching out! Our customer support agents are here to help. Can you give us a few more details about the problem you’re facing?”
- “Hi there! We understand how frustrating it can be to have a system issue. Let’s work together to find a solution. Can you tell us more about what’s happening?”
- “Hello! Our customer support team is on it. We’ll do everything we can to resolve the issue and make sure you’re satisfied. Please share more details with us.”
- “Hey, we’re here to help! Our team of support experts is ready to assist you. Tell us what’s going on and we’ll get right to it!”
| Don’t let poor customer service damage your business. Read our article on “How to Use SMS For Customer Service: A Complete Guide” to learn how you can create happy customers and drive business growth. |
Request more information from a lead
- “Hey there! Thanks for expressing interest in our product/service. We’d love to learn more about you and your needs. Can you tell us what solution/s are you looking for?”
- “Thanks for getting in touch! We’re excited to connect and learn more about you. Could you share more information about your goals for the project and how we can assist?”
- “Hello! We’re thrilled to hear from you and would love to learn more. Can you tell us about your experience with similar products/services and what you’re hoping to achieve?”
- “Hey, thanks for reaching out! We appreciate your interest in our offerings. To help us better understand your needs, could you tell us about the challenges you’re facing?”
- “Greetings! We’re eager to learn more about you and your project. Can you tell us what you’re looking for in a solution?”
Sales promotion message
- “Hey there! We’re excited to offer you an exclusive deal on our product/service. For a limited time, you can save [insert percentage or amount] on your purchase. Don’t miss out, make your purchase now: [link]”
- “Thanks for considering our product/service! As a special thank you, we’re offering a [insert discount or promotion] for a limited time. Take advantage while you can, purchase now: [link]”
- “Hello! We’re thrilled to offer you a great deal on our product/service. For a limited time, you can get [insert discount or promotion] when you make your purchase. Get yours now: [link]”
- “Hey, thanks for your interest in our offerings! We want to make it easy for you to say yes, so we’re offering [insert promotion or discount] for a limited time. Check it out now: [link]”
- “Greetings! We’re excited to share a special offer with you. For a limited time, you can get [insert promotion or discount] when you buy our product/service. Don’t wait – take advantage today; buy now: [link]”
| Ready to take your sales game to the next level? Discover how promotional SMS can help you acquire customers and drive sales. |
Appointment booking auto-reply texts
- “Hi there! Thanks for booking an appointment with us. We can’t wait to chat! Please keep an eye on your inbox for a confirmation email with all the details you need.”
- “Thanks for scheduling an appointment with us! We’re excited to connect. You’ll receive a confirmation email shortly with all the important information. See you soon!”
- “Hey, thanks for booking an appointment with us! We’re eager to meet you. Your confirmation email is on the way with everything you need to know. Talk to you soon!”
- “Hello! We’re excited to have you on the schedule. You’ll receive a confirmation email shortly with all the details you need for your appointment. Looking forward to chatting with you!”
- “Greetings! Thanks for booking an appointment with us. Your confirmation email with all the important information you need is on its way. We can’t wait to speak with you!”
| Check out our article on ‘Text Message Reminders – Send Immediate Alerts to Contacts’. |
Customers text in to gather more information
- “Hi there! Thanks for reaching out to us. We’d love to help you out with any questions or concerns you have. We’ll be in touch soon with more information!”
- “Thanks for contacting us! We’re happy to answer any questions you have about our product/service. Keep an eye on your inbox for more details coming your way!”
- “Hey, thanks for getting in touch with us! We’re excited to connect and provide you with the information you need. Stay tuned for our reply!”
- “Hello! We’re glad you reached out to us. We’re here to help! We’ll be responding soon with all the details you need.”
- “Greetings! Thanks for contacting us. We’re looking forward to providing you with the information you need. We’ll be in touch shortly!”
Missed call auto-reply texts
- “Oops, it looks like we missed your call! Sorry about that. We’ll be in touch shortly.”
- “Hey, sorry we missed your call. We’re eager to speak with you! Please leave a message if it’s an urgent matter.”
- “Thanks for calling! Sorry we couldn’t answer your call. Leave a message, and we’ll get back to you soon.”
- “Hello! We’re sorry we missed your call. We’re looking forward to connecting with you soon. Please leave a message, and we’ll call you back ASAP.”
- “Hi there! Sorry we missed your call. We’ll be in touch soon to chat. In the meantime, feel free to leave us a message!”
| Don’t let missed calls and long wait times hurt your business. Discover how inbound call center services can help you connect with 2X more contacts. |
Transactional texts
- “Thanks for your recent purchase! We appreciate your business and will be in touch soon with more information about your order.”
- “Congratulations! Your payment has been received and processed. We’ll be in touch soon to confirm your order details.”
- “Thanks for choosing our service! We’ve received your request and will be in touch soon with confirmation.”
- “Great news! Your account has been successfully updated. If you have any questions, feel free to contact us.”
- “Your appointment is confirmed! We’re looking forward to seeing you soon. If you need to make any changes, please contact us.”
Business email auto-reply message samples for customer service and support
Here are some sample business email auto-reply messages for customer service and support:
Basic customer service and support message
Hi there,
Thank you for reaching out to us! Our team is currently experiencing high volumes of inquiries, but we want you to know that we’re doing our best to get back to everyone as quickly as possible. We’ll be in touch shortly.
Best,
[Your Name/Company Name]
Vacation responder message
Hello,
Thank you for your email. I am currently out of the office and will not be available until [date]. I will respond to your message as soon as I can upon my return.
If your inquiry is urgent, please reach out to [contact information for an alternative point of contact or support channel].
Thank you for your patience and understanding.
Best,
[Your Name/Company Name]
Technical support message
Hi there,
Thank you for contacting us for technical support. We’re sorry to hear you’re having issues, but our team is here to help you. We’ll be in touch shortly to gather more information and troubleshoot the problem.
If you have any urgent matters or concerns, please reach out to us at [contact information for an alternative support channel].
Best,
[Your Name/Company Name]
Follow-up support message
Hello,
Thank you for contacting us for support. We want to follow up with you to ensure that your issue has been resolved. If you still require assistance, please let us know, and we’ll do our best to help you out.
Thank you for choosing [Your Company Name] for your needs.
Best,
[Your Name/Company Name]
Service update message
Hi there,
We want to inform you that our service is currently undergoing maintenance, and some features may not be accessible during this time. We apologize for any inconvenience this may cause, and we’ll do our best to have everything back up and running as soon as possible.
Thank you for your patience and understanding.
Best,
[Your Name/Company Name]
Billing and account management message
Hello,
Thank you for contacting us for assistance with billing and account management. Our team is here to help you with any questions or concerns you may have. We’ll be in touch shortly to address your inquiry.
If you have any urgent questions or concerns, please reach out to us at [contact information for an alternative support channel].
Thank you for choosing [Your Company Name] for your needs.
Best,
[Your Name/Company Name]
Creative and funny auto-reply message ideas
Here are some creative and funny auto-reply message ideas:
- “I’m sorry, but I am currently busy living my best life and unable to respond to your message. Please try again later when I’m feeling less fabulous.”
- “Thanks for your message, but I’m currently on a top-secret mission for [Business Name]. I’ll get back to you as soon as I’ve saved the world.”
- “I’m currently out of the office, but don’t worry, I left a robot in charge of answering your emails. It may be a little cold, but it gets the job done. Please tell my robot what you need.”
- “Thanks for your email! Our customer service team is currently experiencing a chocolate-induced sugar rush, but we’ll get back to you as soon as the sugar coma wears off.”
- “I’m currently out of the office and experiencing severe FOMO (fear of missing out). Please leave a message and let me know what fun things I’m missing.”
- “I’m currently on a mental health day, but things will turn up better soon (hopefully). I’ll get back to you as soon as I’m feeling better [or on {date}, whichever comes first].”
- “Thanks for your message, but I’m currently in a staring contest with my cat and can’t look away. Please be patient while I prove my dominance.”
- “Hello there, I’m busy brainstorming my next witty response. Please hold.”
- “Thanks for reaching out! Our team is currently out of the office, enjoying some well-deserved nachos. We’ll get back to you ASAP!”
- “Thanks for contacting us! We promise to respond faster than a cheetah running from a lion.”
- “Hey, it’s me, your friendly neighborhood auto-reply message. I’m here to let you know the humans will get back to you soon!”
- “Our team is currently investigating the latest cat memes. We’ll be with you shortly!”
- “Thank you for your message. We’re currently experiencing a high volume of puns, and will get back to you as soon as we can.”
- “Greetings! Our robots are currently calculating the answer to the ultimate question of life, the universe, and everything [It’s not 42, apparently]. We’ll respond to your message shortly!”
- “Sorry we can’t come to the phone right now; we’re too busy making sure our office plants are happy.”
- “Thank you for your message! Our team is currently busy looking for the best coffee shop in town. We’ll get back to you soon!”
PS: Pick these auto-reply message samples in accordance with your business guidelines, permissions, and brand persona. They should not seem uncharacteristic or shocking to your audience.
What information to include in your auto-reply message
Reason for the auto-reply
Acknowledge that you have received the message and let recipients know why they’re receiving an automatic reply message. Maybe you’re catching up on emails or taking some well-deserved time off or they messaged you after TCPA mandated hours—giving them the reason ensures them that their message did not go into a void.
Expected return date
If you know when you’ll be back, include this in your auto-reply message so your recipients know when they can expect to hear from you.
Alternative contact information
If needed, provide alternative contact information for someone who can help the recipient while you’re away.
Personalization
If you can, personalize your auto-reply message to the recipient. Mention their name, the subject of their message, or other relevant information.
Signature
Include your signature in your auto-reply message, including your name and job title (More relevant for emails).
Opt-out option
If you’re using your auto-reply message for marketing purposes, include an easy opt-out option for recipients who don’t want to receive messages from you in the future.
How to write an effective auto-reply message for various situations
In this section, let’s look at best practices to keep in mind when crafting an auto-reply message for various situations.
Make your auto-reply message professional yet friendly and approachable
When crafting your auto-reply message, strike a balance between professionalism and approachability.
Here are some tips to help you achieve this:
- Use a friendly greeting: Your auto-reply message should sound welcoming and friendly, as if you’re speaking directly to the recipient to make them feel valued.
- Keep it concise: While it’s important to provide all the necessary information in your message, keep it concise and to the point. You don’t want to overwhelm the recipient with unnecessary information.
- Use a conversational tone: Write your message in a conversational tone that is easy to read and understand. Avoid using overly technical language or complex sentences that could be off-putting.
- Provide clear instructions: Include clear instructions on what to do next, whether it’s providing alternative contact information or simply letting your recipients know when they can expect to hear back from you.
- Inject some personality: Let your personality shine through in your auto-reply message. Whether you’re known for your sense of humor or your love of puns, incorporating a bit of humor or personal touch can make your message more memorable and engaging.
- Proofread your message: Proofread it carefully for any errors or typos. A well-crafted and error-free message establishes your credibility and professionalism.
Remember, the goal of your auto-reply message is to provide helpful information to the recipient while also conveying a positive impression of your business.
Handle sensitive information well in your auto-reply message
Handling sensitive information in your auto-reply message can be tricky, but it’s important to ensure your message is professional and secure.
Here are some tips to consider.
- Use secure channels: If you need to provide sensitive information, such as an alternative contact, use a secure messaging platform.
- Consider legal requirements: Depending on your industry, you may need to follow specific legal requirements for handling sensitive information. Familiarize yourself with any regulations that apply to you.
- Review your message carefully: Review it carefully to make sure it does not contain any sensitive information that should not be shared.
Remember, it’s better to err on the side of caution.
Write an auto-reply message that is specific to the situation
Tailor your message to the specific context in which you are using it. This means taking into account the nature of the event or situation, and the customer expectations.
For example, for networking events, you may want to include a brief introduction and some information about the event, as well as a mention of when you will be available to follow up. For job interviews, you might want to thank the candidate for their time and express your interest in proceeding and your availability for a follow-up meeting.
Use sender name and signature in your auto-reply message
Have a sender name that is easily recognizable and clearly identifies you or your company. Using your full name or company name is generally a safe bet. However, if you’re looking to add a bit of personality, get creative by adding a personal touch or a catchy phrase that represents your brand.
For instance, if you’re a coffee lover running a small coffee shop, you could use “Caffeine Queen/King” as your sender name. Alternatively, if you’re a freelance writer, you could use “Word Wizard” as your sender name. The possibilities are endless; keep an easily recognizable sender name that aligns with your brand.
Your signature should include your name, title, and contact information if you are using email. If you have a company logo or a professional headshot, include that too. Your signature should be brief, professional, and easy to read.
Here’s an example of an auto-reply email that incorporates a creative sender name and a professional signature:
“Hello, you’ve reached the inbox of the ‘Marketing Maven’. I’m currently out of the office but will be back soon to tackle any marketing challenges that come my way. In the meantime, feel free to reach out to my colleague, [Colleague’s Name], at [Colleague’s Email].
Thank you for your patience, and I’ll be in touch soon!
Best regards,
[Your Name]
Marketing Maven
[Company Name]
[Email Address]
[Phone Number]”
Test your auto-reply message before sending it out to ensure it is working properly
The last thing you want is for your recipients to receive a broken or incorrect message.
So, how do you test your auto-reply message?
Here are a few tips to get you started:
- Send a test message to yourself or a colleague: This is a simple way to ensure your message is sent correctly, the links are working, and all the necessary information is included.
- Check the formatting: Make sure your message is easy to read and formatted correctly. Test your message on different devices and platforms to ensure it looks good on all of them.
- Get feedback from others: Get feedback from colleagues or friends before scheduling your auto-reply. Have them provide feedback on the clarity, tone, and overall effectiveness of the message.
Update your auto-reply message as needed
As much as we would all love for our schedules to stay the same, sometimes unexpected things happen. You need to update your auto-reply messages to reflect those changes.
Include the new date you’ll be back on or remove any information that is no longer relevant. Change the end date for which your auto reply message was scheduled.
This can save you and your recipients a lot of confusion and frustration.
Use the auto-reply message to promote your brand or business
Using your auto-reply message as a marketing tool, you can not only let your recipients know when you’ll be back but also create brand awareness and engage potential customers.
Here’s how to do it:
- Highlight your brand or business: Include a tagline, mission statement, or discount code for your products or services.
- Provide value: Include a link to your blog, social media accounts, or a free resource.
- Include a call-to-action: Ask recipients to follow you on social media or sign up for your email newsletter.
48% of customers would love to receive exclusive offers via text message. And the best part? They’re more likely to click through and take action on these offers! In fact, the click-through-rate for text message offers is a whopping 19%, compared to just 4% for email marketing and 1% for Facebook.
So if you’re looking for a high-impact marketing channel that gets results, consider text messaging.
Ready to step up your marketing game?
Read our article on ‘Maximize Engagement: The Power of Automated Text Messaging’ to learn how to engage your audience and drive conversions.
Featured image: Photo by Andrea Piacquadio
