WhatsApp, a global messaging platform with billions of users, has transformed how we communicate with friends, family, and businesses. More and more businesses have started using applications to establish closer customer connections.
WhatsApp auto reply is one of the popular features when it comes to business communication. It improves customer or prospect’s experience while interacting with your business. It doesn’t leave them hanging with their queries and responds promptly to update them.
Auto replies improve business communication, customer support, and even personal messaging experience by automatically sending predetermined responses to incoming messages. In this article, we will delve into the significance of Auto Replies, its benefits, how to set them up, best practices, and many examples.
What is WhatsApp auto reply?
WhatsApp auto reply allows users to create and send automatic responses to incoming messages. Businesses and professionals use it to manage their communications more efficiently, especially when dealing with high volumes of messages or during non-working hours.
It’s also helpful for personal use in certain situations, such as when you cannot respond to messages immediately.
A business could set up an auto reply to respond with "Thank you for your message. We will get back to you within 24 hours" whenever a customer sends a message. Similarly, an individual could set up an auto-reply to respond with "I am currently driving and will respond when I am able to do so safely" when they receive a message while they’re on the road.
Benefits of Using WhatsApp auto reply
Although commonly overlooked, WhatsApp auto replies have multiple benefits for Whatsapp Business users.
- Enhances customer service. Auto replies provide instant responses, acknowledging customer queries and setting expectations about when they can expect a response.
- Saves time. Automating replies to frequently asked questions or standard inquiries helps you save time that would otherwise be spent manually addressing each message.
- Keeps communication consistent. Auto replies ensure your messaging remains consistent, clear, and professional, regardless of the volume of incoming messages.
- Manages expectations. Informing customers about your availability, working hours, or estimated response time can help manage their expectations and prevent disappointment or frustration.
Tip: If you frequently get overwhelmed by several messages you receive daily, try using Cooby for better focus and productivity while using WhatsApp for Business.
How to set up WhatsApp Auto Replies in WhatsApp Business application
In an era where customers anticipate instant response, an automated reply can be a game-changer. You need to create a WhatsApp Business account if you’re not already on WhatsApp Business. Then, you can configure automatic responses that can be timed at your convenience.
Below are four steps to set up WhatsApp Auto Replies or away messages.
1. Enable away messages
Launch the WhatsApp Business application and hit the three dots on the top-right corner of the Chat window. Then, follow this path Settings -> Business Settings -> Away message. Activate the feature by switching the toggle button next to “Send away message”.
2. Personalize away message
Tap on the message to input the custom away message you want to send to your present or potential clients. You can type your own message or choose from the examples shared in the next few sections of the article.
3. Time your away message
Time your away message per your needs. You choose what’s best for you from the options below.
- Always send. If you’re unavailable for a long time.
- Custom schedule. If you want to send auto replies at a particular time of the day.
- Outside of business hours. If you’re off-duty. Remember to set working hours in your Whatsapp Business profile.
4. Choose recipients
Decide who you want to receive your away messages. Look at the options below to make the right choice.
- Everyone. Send automated replies to anyone who contacts you after working hours.
- Everyone not in the address book. Send auto replies to those who are not in your address book.
- Everyone except. Avoid sending auto-replies to particular contacts.
- Only send to. Send automated messages to selected recipients.
Best practices for crafting effective WhatsApp Business auto-reply messages
Below are some popular practices you can follow to create effective automated messages.
- Keep it concise. Auto replies should be short and to the point. Provide the necessary information, but avoid overwhelming users with too much text.
- Use personalization. Address the recipient by name or include a friendly greeting to make your auto-reply messages more personal.
- Focus on clarity: Ensure your messages are concise and easy to understand.
- Use a professional tone. Maintain a professional tone and avoid using slang or abbreviations that may confuse or alienate users.
- Be transparent about response times. Let users know if they can expect a reply during working hours or if they should anticipate a delay.
WhatsApp auto reply examples
Here are a few examples of WhatsApp auto reply messages suitable for particular scenarios and situations.
- Business hours: "Hi! Thank you for contacting us. We're happy to help you during our business hours from Monday to Friday, 9 am to 5 pm. Expect a prompt reply!"
- Vacation: "Hey there! Thanks for messaging. I'm soaking up the sun on a tropical island, but I'll get back to you soon after I recharge my batteries. Thanks for your patience!"
- Event details: "Hello! Thanks for reaching out. Our upcoming event is going to be a blast! Get all the juicy details here [insert a link to the event page]. Can't wait to see you there!"
- Personal task: "Hey! Thanks for your message. I'm in the middle of a task right now but I will reply to you as soon as I can. In the meantime, here's a funny cat video [insert a link to video] to brighten your day!"
- Out of office: "Hi! Thank you for messaging. I'm currently out of the office on a top-secret mission. For any urgent matters, please contact [insert emergency contact details]."
- Product promotion: "Hey there! Thanks for contacting us. Check out our hot new product [insert product name and link]. Order now and receive 10% off your first purchase!"
- Appointment confirmation: "Hello! Thanks for scheduling an appointment with us. We're excited to see you on [insert appointment date and time]! We'll send you a reminder a few hours before your appointment."
- Customer support: "Hi! Thank you for contacting us. We're here to help with any questions you may have. Our support team will get back to you as soon as possible. In the meantime, check out our blog [insert blog link] for helpful tips and advice."
- Emergency contact: "Hello! Thanks for messaging. If this is an emergency, please call [insert emergency contact details]. Stay safe!"
- Special offer: "Hey! Thanks for messaging. We've got a special deal just for you! Use code SAVE10 at checkout [insert website link] to receive 10% off your order. Hurry, this offer won't last long!"
- Feedback: "Hi! Thanks for reaching out. We're always looking for ways to improve our service. Please take a moment to complete this short survey [insert survey link] and let us know how we're doing!"
- Charity donation: "Hey there! Thanks for contacting us. Your donation can make a big difference! Check out our cause and donate now [insert donation link]. Every little bit helps!"
- Travel details: "Hello! Thanks for your message. Your travel details are confirmed! Here's your itinerary [insert itinerary link]. Bon voyage!"
- Lead generation: "Hi! Thanks for contacting us. Want to learn more about our services and how we can help you? Book a free consultation [insert consultation link] today and discover what we can do for you!"
- Invitation: "Hey! Thanks for messaging. We're having a party, and you're invited! Details here [insert event link]. Hope to see you there!"
- Recruitment: "Hello! Thanks for reaching out. We're always on the lookout for talented individuals to join our team. Check out our open positions [insert career link] and apply today!"
- News update: "Hey there! Thanks for messaging. Stay up to date with the latest news and happenings. Follow us on Twitter [insert Twitter handle] and join the conversation!"
- Subscription confirmation: "Hi! Thanks for subscribing to our newsletter. Get ready for exclusive content, deals, and more! In the meantime, check out our blog [insert blog link] for even more great content."
- Delayed response: "Hey! Thanks for messaging. I'm sorry for the delay in response. We've been experiencing high volumes of messages, but rest assured, we'll get back to you as soon as possible."
- Technical support: "Hello! Thanks for reaching out. If you're experiencing technical difficulties, please check out our FAQ page [insert FAQ link] for common solutions. If you still need help, our support team is here to assist you."
- Order confirmation: "Hi! Thanks for placing an order with us. We've received your order and will send you a confirmation email shortly. In the meantime, check out our other products [insert website link]!"
- Referral bonus: "Hey there! Thanks for messaging. Want to earn some extra cash? Refer a friend to our service [insert referral link] and receive a bonus for every successful referral!"
- Account setup: "Hello! Thanks for signing up for our service. To complete your account setup, please follow these simple steps [insert setup instructions]. If you have any questions, our support team is here to assist you."
- Birthday promotion: "Hi! Thanks for messaging. We heard it's your birthday! Celebrate with us and receive a special birthday discount [insert promo code and link]. Happy birthday!"
- Follow-up message: "Hi! Thanks for reaching out. We appreciate your interest in our service. Our team is currently reviewing your message, and we'll get back to you soon with a personalized response. In the meantime, check out our FAQs [insert FAQ link] for answers to common questions."
- Return policy: "Hello! Thanks for your message. If you're unhappy with your purchase, please review our return policy [insert policy link] and contact our support team to initiate a return. We want you to be completely satisfied with your purchase!"
- Holiday greeting: "Hey there! Thanks for messaging. Wishing you a happy holiday season filled with joy and good cheer! Our team will take some time off to celebrate with our families, but we'll be back soon to assist you with your needs."
- Product update: "Hi! Thanks for contacting us. We're excited to announce that we've just released an update to our product [insert product name]. Check out the new features and improvements here [insert product update link]."
- Pricing information: "Hello! Thanks for your message. We understand pricing is an important consideration. Our pricing information is available on our website [insert pricing link]. If you have any questions, our support team is here to assist you."
- Survey invitation: "Hey there! Thanks for messaging. We value your feedback and would love for you to take our quick survey [insert survey link]. Your input helps us improve our service and better meet your needs."
- Customer referral: "Hi! Thanks for reaching out. We appreciate your business and would be grateful if you could refer us to your friends and family. Share your experience with us on social media [insert social media handles] and help us grow!"
- Testimonial request: "Hello! Thanks for messaging. We're thrilled to hear that you're happy with our service. Please provide us with a testimonial [insert testimonial request link] that we can share on our website. Your feedback helps others know what to expect when working with us."
Deliver remarkable client experience
WhatsApp auto reply is an invaluable tool to improve your communication and customer service strategy by automatically responding to incoming messages. It helps you align with customers’ expectations of prompt responses from a business.
Cooby helps you take your client’s experience to the next level with its productivity-packed features, helping you be more efficient. Here’s how Cooby helps to provide the best in-class WhatsApp experience.
- Inbox Zero allows you to be super productive amid the consistent WhatsApp chats hovering over your inbox.
- CRM integration helps you track WhatsApp activity, chats, notes, and tasks automatically, saving valuable time spent performing administrative tasks.
- Reminders to ensure you don’t miss important tasks or follow-ups.
- Broadcasts to send WhatsApp messages to several people simultaneously.
- Sort chats into a tab helps you organize messages into different tabs, empowering you to concentrate on tabs that matter the most for your business.
Cooby offers various other features to help WhatsApp users amp up their productivity while using the messaging application.
Start your Cooby’s 7-day free trial today!