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23 Auto Reply Text Message Templates for Business (2024)

23 Auto Reply Text Message Templates for Business (2024)

Automated text messages are a necessity in the business world today, but not just any auto reply message sample for business will lead you in the right direction. The most effective automated text messages are personalized and show your business’s personality.

Here, we present one or more auto reply message sample for business in each of several areas of communication: welcome messages, thank-you messages, out of office or busy notifications, reminders for benefits or sales, and other inquiries.

What Do You Write in an Auto-Reply Message?

When composing an auto-reply text message, it’s important to include certain key elements to effectively communicate with the recipient. Here are five things that should be included in an auto-reply text message:

Acknowledgment of Message Receipt

Start by confirming that the customer’s message has been received. This reassurance is crucial for the customer to know their inquiry is in the process of being addressed. Example: “Thank you for your message! We have received your inquiry and…”

Expected Time Frame for Response 

Provide a clear indication of when the customer can expect a response. This helps manage expectations and reduces uncertainty. Example: “Our team is currently reviewing your request and will get back to you within 24 hours.”

Alternative Resources or Assistance 

Offer immediate assistance by directing customers to FAQs, online resources, or customer self-service options, where they might find answers to common questions. Example: “For immediate answers to frequently asked questions, please visit our FAQ page at [website link].”

Contact Information for Urgent Matters 

If there is an alternative method for more urgent queries, such as a phone number or a different email address, include this information. Example: “If your matter is urgent, please contact our customer support team directly at [phone number].”

Appreciation and Closing Remarks

Conclude with a note of thanks, acknowledging the customer’s effort in reaching out. Example: “We appreciate your patience and look forward to assisting you. Thank you for choosing [Company Name].”

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Best Auto Reply Text Message Samples for Business

Templates 1-4: Automated Text Messages to Welcome New Customers or Partners

auto reply message sample for business; automated text message

First impressions are important, which makes welcome messages vital in showing off your business’ personality to engage customers, partners, and others as soon as they make contact.

It isn’t always possible for an employee to field each of these welcome messages individually, so that’s where automated text messages come in. Our first three auto reply text message samples for business are welcome messages:

Auto Reply Text Message Template #1

We see you’ve been browsing our website. Like what you saw? See it all in person at one of our boutiques. Find your closest store here: [link]

Auto Reply Text Message Template #2

Welcome to the [company] fam! As an official team member, you get hot benefits like those at [this link]. Check them out and share your experience with others using #ourhashtag on social media!

Auto Reply Text Message Template #3

Thanks for your interest in collaborating with [business]. Our Head of Partnership, Maya, is excited to see what we can do together! We’ll be in touch soon to schedule a time to hear your great ideas.

Auto Reply Text Message Template #4

Hello and welcome to [Company Name]! We're thrilled to have you join our community. As a token of our appreciation, we've included a special 10% welcome discount on your next purchase - just use the code WELCOME10 at checkout. If you have any questions or need assistance, our support team is always here to help. Stay tuned for exclusive updates and offers. Thank you for choosing us, and happy shopping!

Welcome messages are a great opportunity to make sure that new customers or partners are aware of the benefits of being involved with your company. Using names, locations, or terms specific to your work are all ways to reassure new partners that they’re doing the right thing by coming to you.

Templates 5-7: Automated Text Messages as Thank-Yous

Thanking customers

for choosing your business is important. However, thanking customers constantly could be a full-time job. Once again, automated text messages could make this process a breeze.

When you thank someone, though, you want them to know that you mean it. Showing your personality can be a good way to show that you keep a consistent voice across communication methods. Try an auto reply message sample for business, like the ones below, to thank those that make your business possible:

Auto Reply Text Message Template #5

THANKS for shopping at [business]! The good we do overseas is made possible by your purchases here at home. God bless!

Auto Reply Text Message Template #6

Thanks for signing up for our October Partners event! We’re shaking in our sandals to meet you and can’t wait to hear your brilliant ideas as we dance all night (fueled by an all-you-can-eat buffet by [local restaurant]).

Auto Reply Text Message Template #7

Hi [Customer Name], we just wanted to take a moment to say a big thank you for your recent purchase with us at [Company Name]! We're delighted to have you as a customer. If you have any questions or need assistance with your new product, our team is here to help. Don't forget to check out our website for more exciting products and updates. Thank you for your trust and support!

Thank you messages are also a good opportunity to remind your customers of the meaning behind their involvement. If you give to charity, volunteer, or otherwise contribute towards a cause, a thank-you message is the time to say so.

Templates 8-11: Automated Text Messages as out of Office Notifications

It’s also important to show your business’ personality in mass text messages that are automated by nature, such as notifications that someone is out of office or busy. It’s especially vital to convey that you do care about what someone has to say and that you’ll get back to them as soon as possible.

These auto reply message sample for business do just that by addressing why no one is available in the moment and giving a timeframe for a future response.

Auto Reply Text Message Template #8

Hey there! We got your message, but we’re a little busy making sure everyone is taken care of. A representative will reply when they’re free - the estimated wait time is 12 -16 minutes.

Auto Reply Text Message Template #9

Thanks for submitting your application to [organization]. At this time, our primary reader is enjoying time with her new daughter. She’ll be back in the office on 1/8/2020, at which point someone from her team will contact you again.

Auto Reply Text Message Template #10

Hello! Thank you for your message. I'm currently out of the office with limited access to my phone and will return on [Return Date]. I'll make sure to get back to you as soon as I'm back. If your matter is urgent, please contact [Alternative Contact Name] at [Alternative Contact's Phone Number or Email]. Thank you for your understanding.

Auto Reply Text Message Template #11

Greetings! You've reached [Your Name]. I am currently on leave until [Return Date] and won’t be able to respond to messages during this period. For immediate assistance, please reach out to [Colleague's Name] at [Colleague's Contact Information] or email our team at [Team Email Address]. Thank you for your message, and I look forward to connecting with you upon my return.

Templates 12-15: Automated Text Messages for Marketing

auto reply message sample for business; automated text message

Once you’ve got a customer, your primary job is to continue to keep them engaged so they remain customers. Reminding your customers of the benefits of shopping or partnering with you is, once again, the perfect job for automated text messages.

Either auto reply message sample for business listed below could be an example of a reminder that could help retain customers.

Auto Reply Text Message Template #12

Take advantage of this week’s sweet deals on headphones and speakers with the code LISTENUP at all participating locations and online.

Auto Reply Text Message Template #13

By partnering with us, you earn one FREE Twitch Prime subscription each month. Check out the details at [link] and support your favorite streamer!

Auto Reply Text Message Template #14

Exciting News from [Company Name]! Our Annual Summer Sale starts now! Enjoy up to 50% off on select items. Hurry, the offer lasts until [End Date]! Shop now at [Website Link] and use the code SUMMER50 at checkout. Don't miss out on these amazing deals! Text STOP to unsubscribe.

Auto Reply Text Message Template #15

Hey there! We're thrilled to announce the launch of our latest product - the [Product Name]! As a valued customer, we're giving you an exclusive first look. Be the first to experience innovation at its finest. Plus, enjoy a special 20% launch discount just for you. Use code NEW20 at [Website Link]. Offer valid till [End Date]. To opt-out of future messages, reply STOP.

Templates 16-19: Automated Text Messages for General Inquiries

Welcomes, thank-yous, out-of-office notices, and marketing messages aren’t the only uses of automated text messages in business. Either auto reply message sample for business in this grouping is simply a general example of a tool with many specific uses.

Auto Reply Text Message Template #16

Thanks for your interest in 234 Mulberry Ln. We’ll get back to you with a quote within the hour. In the meantime, check out similar locations at the link below! [link]

Auto Reply Text Message Template #17

Looks like you’ve lodged a complaint with our Problem Hotline. We’re sorry you feel that way, but thankful for the feedback! Our team will look over your complaint and see what we can do about it. In the meantime, enjoy this coupon for 10% off your next meal at any [company] location.

Auto Reply Text Message Template #18

Hello! Thank you for reaching out to [Company Name]. We have received your inquiry and are eager to assist you. Our customer service team is currently reviewing your message and will get back to you within 24 hours. For immediate answers, visit our FAQ page at [Website Link]. Your patience is appreciated!

Auto Reply Text Message Template #19

Hi there, thanks for your interest in [Company Name]'s products/services! We're here to provide all the information you need. A member of our team will respond to your specific query shortly, usually within the next business day. In the meantime, you can find lots of useful information and updates on our website [Website Link]. We're excited to assist you!

As you can see, many automated text messages for business are a combination of the areas we’ve outlined here, such as number 11 offering a discount, which would generally fit into the topic of marketing or customer retention.

Templates 20-23: Automated Text Messages for Customer Service

These messages are designed to acknowledge the receipt of the customer’s message, provide an estimated response time, and offer alternative resources or contact methods for immediate concerns.

Auto Reply Text Message Template #20

Hello! Thank you for reaching out to us. We have received your message and appreciate your patience. Our customer service team will review your inquiry and get back to you as soon as possible, usually within 24 hours.

Auto Reply Text Message Template #21

Thank you for contacting our technical support team. We understand how important resolving your issue is. Your ticket has been logged, and one of our technical support specialists will get back to you within 4-6 hours. If your request is urgent, please call our 24/7 helpline at [helpline number].

Auto Reply Text Message Template #22

We have successfully received your order! Thank you for shopping with us. A confirmation email with your order details has been sent to your email address. Your order will be processed shortly, and you will receive another notification once it's shipped. For any changes or inquiries regarding your order, please reply to this message or contact our customer service.

Auto Reply Text Message Template #23

Your feedback is invaluable to us. Thank you for taking the time to share your thoughts. We strive to address all feedback and complaints promptly, and a customer service representative will personally respond to your message within 48 hours. Your satisfaction is our top priority, and we're committed to improving your experience.

Auto Reply Pros

Auto reply text messages offer several advantages in a customer service context:

Pro #1: Immediate Acknowledgment 

Auto-replies provide instant confirmation to customers that their message has been received. This immediate acknowledgment is reassuring, especially in situations where customers are seeking urgent assistance or support.

Pro #2: Expectation Management 

By informing customers of the typical response time, auto-replies help set expectations. Customers are less likely to become frustrated if they know how long they might have to wait for a response.

Pro #3: 24/7 Availability 

Auto-replies offer a form of round-the-clock service, ensuring that customers receive a response even outside of business hours. This feature is particularly beneficial for businesses with an international customer base across different time zones.

Pro #4: Resource Direction 

Auto-reply messages can guide customers to self-help resources, such as FAQs, user manuals, or forums. This redirection can empower customers to find solutions independently, potentially reducing the volume of queries needing direct human intervention.

Pro #5: Consistency and Professionalism 

Auto-replies help maintain a consistent and professional communication standard. Each customer receives the same level of courtesy and information, ensuring a uniform quality of service.

Pro #6: Efficiency and Time Management 

By managing initial customer expectations and potentially reducing the volume of follow-up queries, auto-replies allow customer service teams to work more efficiently. They can prioritize and address queries without being overwhelmed by repeated follow-up messages.

Pro #7: Data Collection 

Some auto-reply systems can be designed to collect preliminary information from customers, such as order numbers or specific issues. This information can make the subsequent handling of the query more efficient and targeted.

Pro #8: Brand Engagement 

Even a simple acknowledgment can keep customers engaged with the brand. An auto-reply message can be crafted to reflect the brand’s voice and ethos, contributing to a consistent brand experience.

Pro #9: Reducing Anxiety 

For customers, knowing that their query is in the system and will be addressed can reduce anxiety and improve their overall perception of the service.

Pro #10: Scalability 

Auto-reply systems are easily scalable, handling high volumes of inquiries without additional resource allocation, which is particularly beneficial during peak times or special events.

Auto Reply Cons

While auto-reply text messages are a useful tool in customer service, they also come with certain drawbacks:

Con #1: Impersonal Interaction 

Auto-replies can feel impersonal and generic. Customers seeking a human touch or personalized interaction may find them unsatisfactory, which can negatively impact the customer experience.

Con #2: Limited Information 

Auto-replies typically provide general information and cannot address specific queries or complex issues. This can lead to frustration for customers who need immediate and detailed assistance.

Con #3: Over Reliance on Automation 

Relying too heavily on auto-replies can lead to a decrease in direct customer service interactions. This might result in missing out on important feedback, nuances, or opportunities to deeply engage with customers.

Con #4: Misinterpretation or Irrelevance

If the auto-reply message is not well-crafted, it may not adequately address the customer’s concerns, leading to confusion or the perception that their query has not been properly understood.

Con #5: Potential for Technical Issues 

Like any automated system, auto-replies are prone to technical glitches or failures. These issues can lead to customers not receiving acknowledgments, creating a negative impression.

Con #6: Lack of Immediate Resolution 

Auto-replies can set the expectation that a response or resolution is forthcoming, but they don’t provide immediate solutions. This delay can be a problem for urgent inquiries.

Con #7: Reduced Human Workforce Engagement 

An overdependence on auto-replies might reduce opportunities for customer service agents to engage actively with customers, potentially leading to a decline in agent skills and customer insights.

Con #8: Spam Perception

Some customers may perceive auto-replies as spam, especially if they receive multiple automated messages, leading to potential annoyance or disengagement.

Con #9: No Emotional Intelligence 

Auto-replies lack the emotional intelligence that a human responder possesses. They cannot empathize with customers or alter their tone and content based on the emotional context of the inquiry.

Con #10: Potential for Customer Disengagement 

If customers repeatedly receive only automated responses without timely follow-up, they may feel neglected, leading to disengagement and possibly loss of business.

Choosing an Auto Reply Message Sample for Business

The examples of automated text messages that we’ve included here are only a drop in the bucket for the many uses of mass text messaging in business. What’s more, this tool has even farther reaching effects in areas such as education and nonprofit work.

The trick to this tool is personalization, which allows your customers or partners to know that your business is invested in communication, automated or otherwise. Start using these auto reply text messages for your business – sign up for a free DialMyCalls account today!

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