WhatsApp Business has become an essential tool for companies to connect with customers. With over 2 billion users worldwide, WhatsApp is the most popular messaging app today.
One of the handiest features of WhatsApp Business is auto replies, also known as away messages. These automatic responses can enhance your customer service and make communication more efficient.
In this comprehensive guide, we’ll cover everything you need to know about setting up and using auto replies for WhatsApp Business.
Why Use Auto Replies for WhatsApp Business?
There are several key benefits of using auto responses:
- Improves customer service – Auto replies allow you to promptly acknowledge customer queries and set expectations when they can expect a response. This improves overall customer satisfaction.
- Saves time – You can automate responses to frequently asked questions, freeing up your time to focus on other priorities. This is especially useful when handling high volumes of messages.
- Keeps communication consistent – Auto replies ensure your messaging remains consistent in tone and quality, regardless of message volume.
- Manages expectations – Informing customers about your availability and when you’ll respond prevents disappointment and builds trust.
In summary, auto replies help you deliver more responsive, streamlined customer service at scale. Let’s look at how to set them up.
Step-by-Step Guide to Setting Up Auto Replies
The process of enabling and configuring auto replies on WhatsApp Business is quick and straightforward:
1. Enable Away Messages
First, open your WhatsApp Business app and tap the three dots menu in the top right. Go to Business Settings > Away Messages.
Toggle the switch next to Send Away Messages to activate the feature.
2. Personalize Your Away Message
Tap on the default message to compose your custom auto reply.
Some examples:
- Thank you for your message. Our team will respond within 24 hours.
- We are currently away. Please leave a message and we’ll get back to you soon!
Keep it concise and informative.
3. Set Your Away Message Schedule
Under Auto Reply Setting, choose when you want to send auto replies:
- Always – For long-term unavailability
- Custom Schedule – Set specific hours and days
- Outside Business Hours – Requires set business hours in your profile
4. Select Recipients
Finally, specify who will receive your auto replies under Recipients:
- Everyone – All incoming messages get auto reply
- My Contacts – Only send to your contacts
- My Contacts Except – Exclude specific contacts
- Only Send To – Limit auto replies to certain contacts
That covers the basics of setting up WhatsApp Business auto responses! Let’s move on to some best practices.
Best Practices for Auto Reply Messages
When writing your auto reply messages, follow these guidelines:
- Keep it concise – Get straight to the point. Too much text can overwhelm or confuse.
- Use personalization – Add first names or friendly greetings to make it more personal.
- Focus on clarity – Use simple language that is easy to understand.
- Maintain a professional tone – Avoid slang, emojis, or over-casual language.
- Be transparent about response times – Let customers know when they can expect a reply.
Auto Reply Examples for Different Situations
The most effective auto replies are tailored to specific situations.
Here are some examples you can use as templates:
Business Hours Away Message
Hi [name]! Thank you for contacting us. Our support team is available from Monday to Friday, 9am – 5pm. We will get back to you as soon as possible during working hours. Have a great day!
This sets clear expectations about your availability.
Vacation Auto Reply
Hey there! I’m currently out of the office and will be back on [date]. I’ll respond to your message as soon as I return. In the meantime, please contact [alternative contact] for any urgent inquiries. Enjoy your week!
Let customers know when you’ll return and who they can contact for urgent matters.
Event Details Auto Reply
Hello! Thanks for your interest in our event. Get all the details at [link to event page]. Looking forward to seeing you there! Let me know if you have any other questions.
Share your event page and encourage signups.
Personal Task Auto Reply
Hi [name]! Thanks for your message. I’m tied up with a task right now but will get back to you as soon as I’m free later today. Talk soon!
Be upfront about your availability while reassuring you’ll respond later.
Out of Office Auto Reply
Hey there! I’m currently out of office and will have limited access to email. For anything urgent, please contact [alternative contact details]. I’ll respond to any non-urgent messages when I’m back on [date]. Thanks for your patience!
Inform customers of your unavailability and provide an alternative contact.
Product Promotion Auto Reply
Hi [name]! Thanks for messaging us. We’re excited to tell you about our new [product]! Check it out here: [link] and get 10% off your first order with code NEW10. Let me know if you have any other questions!
Offer an exclusive promo code to incentivize signups.
Appointment Confirmation Auto Reply
Hello [name]! Your appointment is confirmed for [date] at [time]. Please reply to this message if you need to reschedule or have any other questions before our meeting! Looking forward to seeing you.
Confirm appointment details and invite rescheduling if needed.
Customer Support Auto Reply
Hi there! Thank you for contacting our support team. We will get back to you with a personalized response as soon as possible. In the meantime, please check our FAQ page [link] for answers to common questions. Have a great day!
Acknowledge their request and share FAQ page for quick help.
Emergency Contact Auto Reply
Thank you for your message. If this is an urgent matter, please call us directly at [phone number] or dial emergency services at [local emergency number]. We will respond to non-urgent inquiries during business hours. Stay safe!
Provide alternative contact options for emergency situations.
Special Offer Auto Reply
Hey [name]! We’ve got an exclusive offer just for you. Get 25% off your next order with promo code VIP25. But hurry – this code expires on [date]! Let me know if you have any other questions. Happy shopping!
Share limited-time promo code to incentivize immediate purchases.
Feedback Request Auto Reply
Hi there! We’re always looking to improve our products and service. Could you please take 2 minutes to fill out our feedback survey here: [link]? Your responses will help us better understand our customers’ needs. Thank you!
Politely ask for feedback via a survey link.
Charity Donation Auto Reply
Hello [name]! Thank you for your interest in supporting our cause. Your donation can make a big impact! Contribute here: [link] and help us change lives. We appreciate you!
Share your donation page link and convey gratitude.
Travel Details Auto Reply
Hi [name]! Your upcoming trip is confirmed. Please see your itinerary here: [link] for full details. Let me know if you need to make any changes or have any other questions before your travels!
Confirm trip details and provide itinerary. Offer to make changes if needed.
Lead Generation Auto Reply
Hello! Thanks for your interest in [company]. We’d love to learn more about your needs and show how we can help. Please book a free consultation here: [link] at your convenience and we’ll be in touch!
Offer free consultation to nurture lead.
Invitation Auto Reply
Hey [name]! You’re invited to our [event] on [date]. Get more details and RSVP here: [link]. We hope you can make it! Let us know if you have any other questions.
Share event invitation and encourage RSVP.
Recruitment Auto Reply
Hi [name]! We’re excited you’re interested in joining our team. See our current openings here: [link] and apply for any roles you’re interested in. We look forward to receiving your application! Please let me know if you have any other questions.
Share job link and invite them to apply.
News Update Auto Reply
Hello! Get our latest updates and announcements here: [link to blog/news page]. Subscribe to our newsletter [link] to stay in the loop. Let me know if you have any other questions!
Share your news page and invite newsletter signups.
Subscription Confirmation Auto Reply
Hi [name]! Thank you for subscribing to our [newsletter/service/app]. Keep an eye out for great content headed your way soon! In the meantime, check out our latest article: [link]. Feel free to reach out if you have any other questions!
Confirm their subscription and share a related link.
Delayed Response Auto Reply
Hello [name]! Thank you for messaging us. Our response time is longer than expected right now. I apologize for the delay, but I will get back to you as soon as I can. Please let me know if you need anything urgently. Talk soon!
Take ownership, apologize for the delay and offer to prioritize urgent needs.
Technical Support Auto Reply
Hi there! Thanks for contacting our support team. Please check our help center here: [link] for troubleshooting tips and frequently asked questions. If you still can’t find a solution, simply reply to this message and we will follow up with personalized assistance as soon as we can.
Provide self-help resources and offer personalized support.
Order Confirmation Auto Reply
Hey [name]! We’ve received your order #[order ID] and are getting it ready for shipment. Expect an email with tracking information as soon as it ships. Let us know if you need to make any changes to your order in the meantime. Thanks for your purchase!
Confirm the order and share expected next steps. Offer to modify the order if needed.
Referral Bonus Auto Reply
Hello [name]! Thanks for referring your friend to us. We’re glad you’re enjoying our [product/service]. As a token of appreciation, we’ve added a [$] credit to your account. Share with more friends and earn more! Let me know if you have any other questions.
Confirm account credit and encourage additional referrals.
Account Setup Auto Reply
Hi [name]! Thanks for creating your account with us. Please follow these steps to finish setting it up: [list steps]. Once done, you’re all set to start using our platform! Let me know if you get stuck or have any other questions during setup.
Share steps to complete signup and offer assistance.
Birthday Promotion Auto Reply
Happy birthday [name]! Since it’s your special day, here’s a little treat – get [discount]% off your next order with us. Just use code BDAY[year] at checkout. Have an amazing day and year ahead! Let me know if you need anything.
Wish them and share a personalized birthday promo code.
Follow-Up Auto Reply
Hello [name]! Just following up on our last conversation about [topic]. Please let me know if you need any clarification or have additional questions. I’m here to provide any assistance! In the meantime, feel free to check out [relevant link]. Looking forward to hearing from you!
Recap your last interaction and offer your availability for followup.
Return Policy Auto Reply
Hi [name]! If you’re unsatisfied with your purchase, please get in touch within 30 days for a refund. See our return policy here for more details: [link]. Let me know if you have any other questions! We’re committed to your satisfaction.
Summarize your returns policy and show commitment to customer satisfaction.
Holiday Greeting Auto Reply
Hey [name]! Wishing you and your family a joyful holiday season and wonderful new year. We’ll be closed from [date] to [date] to spend time with our loved ones. We look forward to serving you again when we return on [date]. Please reach out if you need anything urgently during our time off!
Share holiday well-wishes, closure details and emergency contact.
Product Update Auto Reply
Hello [name]! We’ve released a new update to our [app/platform] with awesome features including [key features]. Get the update here: [link]. Let us know what you think after trying the new version! As always, we value your feedback.
Inform them of the new update, highlight key features and seek feedback.
Pricing Information Auto Reply
Hi [name]! Our pricing options are as follows: [breakdown of pricing tiers]. See more details here: [link to pricing page]. Please let me know if you have any other questions! We’re happy to break down the costs and help you with billing.
Provide concise pricing information and link to details. Offer billing assistance.
Survey Invitation Auto Reply
Hello [name]! Would you be able to spare a few minutes to provide feedback through this quick survey? [link] Your input as a valued customer helps us improve. Thanks in advance! Please feel free to follow up with me directly after the survey if you have any other comments.
Politely request participation in survey and share appreciation.
Customer Referral Request Auto Reply
Hi [name]! I’m so glad to hear you’ve been happy with our [product/service]. If you know anyone else who could benefit from it, we would greatly appreciate if you could refer us. Please let me know and I can provide additional details! Thanks again for being a great customer.
Express gratitude and tactfully ask for referrals. Offer to provide referral information.
Testimonial Request Auto Reply
Hey [name]! Your opinion means a lot to us as a loyal customer. Would you mind taking a few minutes to leave us a review or testimonial here: [link]? Hearing how our [product/service] has helped you will help others make an informed decision. Let me know if you have any other questions! Thank you.
Ask them to share their positive experience to influence prospective customers.
Content Download Follow Up
Hi [name]! Thanks for downloading our [content name] guide. I hope you found it useful. Feel free to reach out if you have any other questions or need help applying the tips. I’m also happy to provide other relevant content recommendations based on your needs. Looking forward to assisting you!
Follow up on content downloads and offer personalized recommendations.
Webinar Reminder
Hello [name]! Just a quick reminder about the [webinar topic] webinar tomorrow at [time]. Find the registration link here [link] to join live. See you there! Let me know if you have any questions in the meantime.
Send webinar reminders and share registration link.
Quote Follow Up
Hey [name]! Checking in regarding the quote I sent over for [services]. Let me know if you have any other questions or would like me to modify the quote at all based on your needs. I’m happy to help ensure you get the perfect solution! Looking forward to your response.
Follow up on pending quotes and offer customization.
Content Contribution
Hi [name]! I came across your expertise on [relevant topic] and thought it would make a great fit for our blog. Would you be interested in contributing a post? Let me know if you’re open to collaborating! I can provide more details.
Invite them to contribute content based on their expertise.
Free Trial Signup
Hello [name]! Thanks for signing up for a [duration] free trial of [software/service]. Here’s everything you need to get started: [guidelines, account details, links]. Feel free to reach out during your trial if you need any assistance getting set up. Enjoy!
Share information to help new users get started with a free trial.
Meeting Follow Up
Hey [name]! It was great meeting you today to discuss [topic]. Here is the [document/link/info] I promised to send over. Please feel free to reach out if you have any other questions! I’m looking forward to working together.
Follow up after an initial meeting and share relevant information as discussed.
Content Idea Pitch
Hi [name]! I have a content idea I thought would be perfect for your publication – a piece exploring [topic]. Let me know if you would be interested in me putting together a draft to pitch. I can also share some other proposed topics. Looking forward to your thoughts!
Pitch a content idea tailored to their publication.
Video View Follow Up
Hello [name]! I noticed you watched our recent video on [topic]. Let me know if you have any other questions related to the topic or if you need any help applying the tips! I’m also happy to share other relevant videos we’ve created. Looking forward to assisting you.
Follow up with those who viewed a specific video and offer help.
Meeting Scheduling
Hi [name]! It was great connecting with you recently. Are you available to meet up sometime in the next week to discuss [topic]? Please let me know what dates and times work well so we can finalize scheduling. Looking forward to chatting further!
Follow up an initial connection by proposing meeting dates.
Content Request
Hey [name]! Following up on your request for content related to [topic]. Please find a few [articles/videos/etc] attached that cover the basics. Let me know if these help provide the information you need or if you need me to share additional resources. Happy to help!
Send requested content and ask for feedback.
Reinforcement Email
Hello [name]! It was so nice speaking with you today about [topic]. I just wanted to reinforce my recommendation for [solution/product] to help address your needs. Feel free to reach out with any other questions! Talk soon.
Reiterate your previous recommendation as a follow up.
Introduction Request
Hi [name]! It was great connecting recently. I know [mutual connection] and was wondering if you could introduce me to [person]? An intro from you would mean a lot. Let me know if you’re comfortable facilitating an introduction! Thanks.
Ask for an introduction to someone through a mutual connection.
Recommendation Request
Hey [name]! I really enjoyed [working with/getting to know] you recently. Would you feel comfortable providing a recommendation for me on LinkedIn emphasizing my skills with [relevant skills]? Your endorsement would mean a lot and help me continue growing my professional network. Please let me know!
Request they write a recommendation highlighting certain skills.
Website Feedback
Hello [name]! I know you recently visited our new website. Could you please provide any feedback on the design, content, or user experience? Your input as a [customer/prospect] will be invaluable as we continue improving the site. Thank you! Let me know.
Seek feedback from recent website visitors to improve it.
Case Study/Success Story
Hey [name]! I’m reaching out because we’re looking to create a case study on your success/experience using [product/service]. Would you be open to providing a testimonial? We’d love to showcase your great results. Let me know if you’re interested!
Request a testimonial for a customer case study.
Upcoming Plans
Hi [name]! We’re starting to plan out content/initiatives for next quarter. We would love to learn more about your upcoming priorities and goals so we can identify opportunities to collaborate. Are you open to a quick call to discuss? Please let me know, thanks!
Reach out to discuss future initiatives and goals for possible collaboration.
That covers 50 examples you can use or adapt when setting up your WhatsApp Business auto replies! The key is choosing messages that fit your specific needs and use cases.
Now let’s wrap up with some key takeaways.
Conclusion and Next Steps
- Auto replies can greatly improve customer service for your WhatsApp Business account.
- The setup only takes a few minutes – simply enable, customize, schedule and target your away messages.
- Write clear, concise responses and be transparent about your availability.
- Tailor messages to specific situations like promotions, confirmations, apologies, lead generation and more.
To recap, here are some recommended next steps:
- Review the examples and choose suitable messages for your business.
- Set up auto replies in your WhatsApp Business app now.
- Monitor performance and optimize your messages over time.
- Supplement with additional FAQs and conversational flows.
Implementing auto replies takes your WhatsApp customer service to the next level. Get started today and your customers will thank you for the quick, efficient and personalized responses!
Let me know if you have any other questions on setting up effective auto responses for your business on WhatsApp. I’m happy to help!
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