Customer issues and questions emerge around the clock, 365 days a year. As a result, a customer will inevitably reach out when your business is closed, your support line is flooded with inquiries, or a key staff member is on vacation. In these scenarios, don’t leave your customers waiting for a reply – set auto-reply messages instead.
Auto-reply texts help maintain transparency, keep customers informed, and ensure your response time remains low. This article will share 15 ready-to-use auto-reply message samples for businesses, along with best practices for autoresponders.
15 auto-reply message samples for business
Customers expect short response times no matter the communication channel. Use these auto-reply text message samples when you can’t reply quickly to help meet and manage customer expectations.
Out-of-office
Share with contacts that you’re out of the office, when you return, and how they can get more information.
Hi [name]. Sorry I missed you! I’m OOO, returning [date]. I’ll reply ASAP when I return. Contact [team member] at [phone number] for immediate assistance.
Hi [name]. I’m on vacation until [date] 🌴 If you’re looking to book an appointment with me, set up a time on my calendar: [link]
Hi [name]. Thanks for your message! I’m OOO, returning [date]. I look forward to connecting with you then. In the meantime, check out our latest blog: [link]
Holiday business closure
The reality is businesses observe different holidays. Ensure you share with contacts when you are closed to celebrate a holiday.
Hi [name]. [Business name] is currently closed in observance of [holiday]. Our office will reopen on [date]. Once back, we’ll reply ASAP.
After-hours
Don’t leave customers hanging when they reach out outside of business hours. Provide your hours and when they’ll hear from you.
Hi, thanks for contacting [business name] 😃 Our hours are [time] to [time] Monday through Friday. We’ll get back to you when we return!
Slow to respond
Are you on-site at a work conference, hosting an open house, or at a company happy hour? Use an auto-reply to inform contacts to expect a reply, but it may take longer than usual.
Hi [name]. I’m currently attending [work event]. I’ll be slow to respond, but you can expect a reply by [time] today.
Hi [name]. Our company is at [work event] today. We’ll be slow to respond, but you can expect a team member to reply by [time].
We got your message
Give customers a heads-up that you received their message. You can also provide a timeframe for when they can expect a reply.
Hi [name]. [Business name] wanted to let you know we received your message. A team member will be in touch in [time frame].
Hi [name]. Thanks for contacting [business name]! We got your message. You’re currently [number in line] to reach a team member.
Support line busy
Are you facing an influx of support inquiries? Let customers know that your support team is slammed but working on getting to their tickets.
Hi [name]. Thanks for reaching out. Our support line is facing an influx of inquiries. We’re working hard to get to yours as soon as we can!
Hi [name]. Our texting support line is busy right now! You’re in the queue, but please call [phone number] for quicker assistance.
Hi [name]. We’re working hard to get to your message. While you wait, here’s a link to our help center: [link]
Opt-in confirmation texts
Trigger this auto-reply message to send after customers text in a keyword like “JOIN” to subscribe to your SMS marketing texts.
Reply YES to confirm you want to get recurring automated marketing alerts from [business name]. Reply STOP at any time.
Redirect to a different contact method
If you don’t monitor your texting number at certain hours of the day or are experiencing difficulties with your contact channel, provide customers with a different way to reach you.
Hi [name]. This phone number isn’t monitored from [time] to [time.] Please contact our support line at [email] for assistance.
Hi [name]. We’re experiencing technical difficulties. Please call us at [phone number] or email us at [email] for assistance.
No longer work here
This auto-reply is helpful to set up if you have a team member who no longer works at your business.
Hi [name]. I no longer work for [business name]. Please contact [team member] at [phone number] for assistance.
Best practices for auto-reply text messages
To ensure customers receive your auto-reply texts well, keep the following tips in mind.
- Be concise. Texting is built for exchanging 160-character messages. Make sure your auto-reply texts are within that limit and to the point.
- Give an estimated response time. Share when your lead, customer, or colleague can expect to hear from you. This keeps them informed.
- Proofread. Don’t let grammatical errors slip through. Ensure your auto-reply texts are accurate, on-brand, and free from mistakes.
- Provide an alternative contact method. Give customers another way to reach your business or another team member while unavailable. This could include providing a different phone number, a teammate's email, or a link to a help center article for further reading.
- Ensure relevant responses. Make sure auto-replies apply to customers’ needs. Don’t reply with irrelevant information.
Set up auto-reply messages with Textline
Don’t keep customers in the dark. Use auto-reply messages to stay in touch with your contacts and improve their experience even when your business is closed or team members are unavailable.
Ready to give auto-replies a try? Textline’s SMS platform makes it easy to set up auto-replies for customer support, SMS marketing, sales needs, and more. Try it today for free.
