How to Craft a Professional Quick Reply SMS – Auto Reply Text Message!
Quick Response Text Messages can be useful in several situations – see below.
How to Craft A Professional Auto Reply Text Message?
For any business (individual), effective communication with leads and clients is the foundation of a strong relationship. With the increasing focus on automation, businesses look for tools and features that take care of the smallest tasks for improved efficiency.
People want more convenience today, so businesses must leverage digital communication channels to provide value to their potential and existing customers.
Quick Response Text Messages Samples – UPDATED 2023
Startups and small businesses might not feel comfortable creating their auto response messages, though they may have their after-hour email replies. Texts are shorter than emails and can be made attractive with GIFs and emojis. Here are some of the samples for quick responses for common business scenarios.
Generic Quick Response Text Messages Samples
This type of auto reply is sent out to assure the customer that you will get in touch with them shortly. When you are busy, unavailable, out of office or stuck somewhere and unable to answer somebody, these auto responses are a way to tell the contact that you will get back as soon as you can. Also when you reply to MISSED CALLS and INCOMING SMS you could place at the end of your standard “not available” message, a list of keywords users can send you and get auto reply with requested info, like
Thank you for contacting us! We will try to get in touch with you in some time. You can, meanwhile, find answers to your concerns on our FAQ page (link).
Thank you for reaching out to (business). We will try to get back to you at (time).
Meanwhile you can send
#list – to get a list of our services
#map – to get our location
#product – to get a list of products
#video – to get a video of….
Hi, we look forward to serving you! Our business hours are (hours) and we will get back to you at the earliest.
Busy Auto Response
A professional Quick Response Text Messages when you are busy can help answer your customer queries and set the right tone for the communication. For example, Real Estate Agents, Real Estate Broker, Property Manager know that customers request info just when they see the property. Most of the common questions for the property are set to keywords that will send auto replies to answer their concerns.
It saves time in manually sending info about a service repeatedly (or answer phone calls).
Hey (name), good morning! I am sorry that you will need to wait for (time) as our team is busy. Your patience is appreciated! Thank you! Meanwhile snd
#1 for Property Details
#2 for Link for an In-Depth Tour of the Property
#3 for Scheduled Showing,
#4 for Property Listings
#5 for Property Profile
Etc
Best Quick Response Text Messages
The best Quick Response Text Messages are those that include elements that allow them to communicate professionally and clearly. Make sure you create your messages ahead of time and not when you want to send them out. Also, ensure that the auto response is free of any grammar and spelling errors, has a friendly yet professional tone and is easy to understand.
Here are some examples of quick response messages you can use in specific scenarios, either as they are, customize them to your business or take inspiration to craft your own messages.
Out of Office Quick Response Text Messages
A quick auto response is a great way to tell your contacts that you are not in the office at the moment. These messages can save the frustration of your customers by giving them the option to reach other people.
Basic Out of Office Message:
Thank you for your message. I am currently out of the office and will not be available until [Date of Return]. During this time, I may have limited access to my phone. If your matter is urgent, please contact [Alternative Contact] at [Alternative Contact Information]. I will respond to your message as soon as possible upon my return. Thank you for your understanding.
Extended Vacation Out of Office Message:
Hello! I hope this message finds you well. I’m currently on an extended vacation and will be away until [Date of Return]. I won’t be checking next messages during this time. If you require immediate assistance, please contact [Alternative Contact] at [Alternative Contact Information]. Otherwise, I will respond to you when I’m back. Thank you for your patience and understanding.
Conference or Business Trip Out of Office Message:
Greetings! I’m currently attending a conference/business trip and will be away from my phone until [Date of Return]. If you have urgent matters that require immediate attention, please reach out to [Alternative Contact] at [Alternative Contact Information]. I’ll make sure to respond to you as soon as I’m back in the office. Thanks for your cooperation.
Remote Work with Delayed Responses:
Thank you for getting in touch. I’m working remotely, which means my response time may be slightly delayed. I’ll do my best to get back to you within 24-48 hours. If your matter is urgent, please contact [Alternative Contact] at [Alternative Contact Information]. Your patience is greatly appreciated!
Out of Office for Health Reasons:
Hello, I hope you’re doing well. I wanted to inform you that I’m currently out of the office due to health reasons and will not be available until [Date of Return]. During this time, I won’t be checking text messages. For any urgent matters, please reach out to [Alternative Contact] at [Alternative Contact Information]. Your understanding and support mean a lot to me.
After Hours Quick Response Text Messages Samples
You can connect with customers who try to reach you after office hours with auto responses. You just need to let them know that you will get in touch with them as soon as the office reopens.
Basic After-Hours Response:
Thank you for reaching out to us! Our business hours are [Your Business Hours]. We are currently closed, but your message is important to us. We will respond promptly when we reopen. Have a great day!
Quick Response for E-commerce:
Hi there! Thanks for getting in touch with [Your E-commerce Store]. We’re currently away, but we’ll be back online during our regular business hours: [Your Business Hours]. In the meantime, feel free to browse our website for fantastic products and deals!
Out-of-Hours for Service Providers:
Good day! Your request is important to us. We’re currently outside our service hours, but we’ll be back to assist you during our normal hours, which are [Your Business Hours]. If you need immediate help, please visit our website or check our FAQs for answers.
Weekend Response:
Hello! Thank you for reaching out to [Your Business] on the weekend. Our team is enjoying some well-deserved rest, but we’ll be back in action on [Day] at [Business Hours]. If it’s urgent, consider checking our website or contacting us via [Alternative Contact Information].
Informative Weekend Auto Reply:
Thank you for contacting [Your Business] on the weekend. Our regular hours are [Your Business Hours], and we’ll be back in the office on [Day]. In the meantime, please visit our website or check our FAQ section for quick answers. We appreciate your patience.
or simple
Hi there! Thank you for your interest in (business name). We operate from (hours of operation). We will get in touch with you as soon as we open again.
Hello, thank you for contacting us. We are out of the office at the time but will be back and available on Monday.
Auto SMS Reply Best Practices
Here are some of the best practices businesses can follow to make sure they deliver proper auto SMS messages that feel the customers valued.
Set clear expectations
A problem with auto response messages is they lack specification about what customers should expect. They often don’t sound assuring. One of the best auto SMS reply practices is to clarify the estimated time for getting a response. Customers are less frustrated when they know the wait duration. Help them by showing your team’s availability and the alternate ways to get assistance.
Make the message appealing
Visuals are known to work most of the time. communication messages that include visuals create up to 600 percent more engagement as compared to text-only messages. Images not only catch the eyes but also give life to your messages, sparking creativity and imagination. When you add images or GIFs to your automated messages, there is a greater chance your customers find them appealing and read them.
Personalize the messages
A part of your marketing tactic should be focusing on the customer experience to make each communication valuable and meaningful. When you personalize the auto reply message, your customers feel good as it delivers something targeted and useful. It is also a great way to keep your clients engaged.
Auto Reply Text Message Template
See 50+ Features of Calls / SMS Auto Reply Android App
You can create customized auto reply text messages with the quick response text messages samples included in the app for a variety of scenarios like busy, in a meeting, driving, on leave, sleeping, out of office, away or watching a movie, to keep up effective communication with your customers. These templates can help you deliver a professional auto response that provides them value and meets their expectations.
Auto reply text message templates are easy to use. They are catered to specific scenarios and businesses and can be easily used by replacing the business name, hours and other details.
How to Craft A Professional Auto Reply Text Message?
Small business owners rely on professional automated reply text messages to meet customer expectations and keep them feeling valued. However, it is important that you follow the right ideas when crafting auto reply messages for instant communication. Here are some guidelines that can help.
The first practice businesses should follow for effective communication is to provide an estimated wait time for response. Setting clear expectations is crucial to deliver a great service. Keep up with their expectations by mentioning the operation hours of your business and the estimated time for responding.
The next thing you can include in the message is the way customers can reach out the business. You can provide alternate contact options like email address, hotline number, contact forms, support section and live chat.
While crafting your auto reply text message, the language and tone of the Quick Response Text Messages should be taken care of. This means you should maintain a friendly tone, avoid any complex phrases that create confusion and avoid technical jargon. Use simple, everyday language to convey the message that aligns with your brand.
Design Quick Response Text Messages with the next step in the process to assure the customers that their concern will be addressed soon. You should also try and include visuals like images and graphics in the response to make them appealing and interesting.
Quick Response Text Messages Samples available within Call / Text Auto Reply App
