You are on a honeymoon vacation, and suddenly, an office call pops up on your smartphone! What will you do? The obvious thing - you pick up the call and respond, spoiling the party. But what if we were to tell you that there are few innovative ways allowed by the latest in global telecom technology that can let you respond without any manual intervention?
Yes, welcome to the 21st century. It’s as simple as a smart idea and a few lines of code. Wondering what kind of miracle this technology is? It's the good old auto-reply-to-text messaging feature. In this article, we’ll go through everything you need to know about auto-replies and answer all of your frequently asked questions.
In this article, you’ll learn about:
- What is the auto-replies for text messages feature?
- Why are they important for businesses?
- The right time to use the 'auto-reply to text messages' feature
- How to use this feature on iOS & Android
- 10 auto-reply message samples for business
- Ethical practice to create auto-reply messages
- About LimePhone
What Are Auto-replies For Text Messages?
Text messaging auto-reply is a feature that allows a mobile phone to automatically send a pre-written message in response to an incoming text message. This can be useful when you are unable to immediately respond to a text message or when you are driving, in a meeting, or otherwise occupied.
Auto-reply messages can be customized to fit different situations and can range from a simple message letting the sender know that you are currently unavailable, to more detailed messages that provide additional information or alternative ways to contact you.
Some mobile devices also offer the option to set up a schedule for auto-replies, allowing you to automatically reply to messages during specific times of the day or week.
Overall, text messaging auto-reply can be a helpful tool for managing your communications and ensuring that important messages are acknowledged, even when you are unable to respond in real time.
Why are they important for your business?
The auto-reply text messaging feature is a great way to build your customer's trust. As they ensure you are timely responding to their query despite not being available for the business (like vacations or after duty).
Some of the other benefits are listed below:
- Improved customer experience: By setting up an auto-reply message, businesses can acknowledge receipt of a customer's message and let them know when they can expect a response. This can help to reduce customer frustration and improve their overall experience with the business.
- Increased efficiency: Auto-reply messages can help to reduce the time and effort required to manage customer communications, especially for businesses that receive a high volume of text messages. With an auto-reply message in place, customers can receive an immediate response and businesses can prioritize which messages require a more immediate response.
- Better communication during non-business hours: With an auto-reply message in place, businesses can ensure that customers receive a response even during non-business hours. This can help to maintain a positive relationship with customers and avoid the risk of losing potential business.
- Customization: Auto-reply messages can be customized to fit different situations, providing businesses with the flexibility to adapt their messaging to their specific needs. For example, businesses can create different auto-reply messages for different departments or types of inquiries.
When to Send Auto-Reply to Text Messages
Auto-reply messages can be useful in a variety of situations, but it's important to use them appropriately to ensure that they enhance, rather than detract from, the customer experience. Here are some common scenarios when it can be appropriate to send an auto-reply message to text messages:
- When you are unable to respond immediately: If you are in a meeting, driving, or otherwise unavailable to respond to a text message in real-time, an auto-reply message can let the sender know that you have received their message and will respond as soon as possible.
- When you are out of the office: If you are going to be out of the office for an extended period, setting up an auto-reply message can help to manage customer expectations and ensure that they are aware of your availability.
- When you receive a high volume of messages: If your business receives a high volume of text messages, an auto-reply message can help to manage the workload and ensure that customers receive a timely response.
- When you need to direct customers to additional resources: Auto-reply messages can also be useful for directing customers to additional resources or providing them with more information about your business. For example, you can include links to your website or social media profiles, or provide instructions for accessing customer support.
Overall, the key to sending an effective auto-reply message is to use it appropriately and ensure that it provides value to the customer.
By setting up targeted auto-reply messages, businesses can help to manage their communications and provide a more efficient and effective customer experience.
How To Capitalize On This Feature:
The 'driving focus' mode is an alternative way for iPhone users to send automated text messages, although iOS does not yet offer this feature. This mode is primarily intended for driving, but it can be used in other situations where the user is unable to respond to customers.
To activate the driving focus mode, access the focus tab in the Settings menu and look for the driving button. If you don't see it, tap the plus sign in the top-right corner. If you're using the feature for the first time, the turn-on option will appear, which uses motion detection to enable the mode automatically. However, it's recommended to switch to manual mode to avoid inaccuracies that could cause problems.
You can also manually set up an auto-reply message by going to Settings > General > Keyboard > Text Replacement and entering the desired message.
There aren't many automated text messaging options available for android. If available, they are either too difficult to access or are paid. But don't worry! Certain apps let you use this feature for free.
The best apps to use auto-reply are listed below:
Auto Message Send & Reply SMS
This app offers calling, mailing, and WhatsApp support besides SMS.
One of the widely used automated text messaging apps. It is great for missed calls as well as text messaging, thus, offering a lot more customization options.
It is one of the premium apps in the android market and is very user-friendly, allowing you to set up automated replies easily.
AutoResponder For WhatsApp
WhatsApp is one of the most popular messaging apps in the world. Autoresponder for WhatsApp is an excellent app that allows you to set automatic replies to anyone that texts you via WhatsApp.
Do It Later
Another useful Android app to send messages automatically is Do It Later. All that is required is typing the message you need to send. Then schedule it accordingly. Other than this, you can also set voice reminders to help your customers remember that you haven't missed their text.
10 Automatic Replies To Text Messages Examples for Business
This is usually the first contact with the customer when he/she sends the message during off-time. It ensures you have received your custom message and will contact you soon. Its sample text reads:
- Thank you for reaching out to [Business Name]. We have received your message and will be in touch within [Time Frame].
- Hi there! We just wanted to let you know we received your message and will be in touch before our offices close at [Closing Time].
Since it's the first time the customer is receiving your message. Make sure to include your business name as well.
New Customer Welcome Text
From the name, you can understand that it is referred to the new customers who got converted from your lead. Pretty useful when the customer purchases something on your eCommerce or offline store. You can send a message thereon offering thanks for your product's purchase. It commonly reads:
- Thank you for your recent purchase from [Business Name]! Please contact us if you have any questions or visit our website: [Website URL].
- Thank you for your interest in [Business Name]! [Team Member] will be in touch by the end of the day to schedule a time to discuss your questions.
After Hours Texts
In this, the time & date is mentioned for the upcoming events or occasions. A pretty useful thing is when the customer sends you a message a long hours after completing your duty time. Its common sample reads:
- Hello there, you’ve reached [Business Name]. Unfortunately, our offices are currently closed, but we will be in touch when we return. Our hours of operation are Monday through Saturday, 8 am to 9 pm PT.
Out-Of-Office Reply Text
This automated text messaging helps to build client loyalty. In case, you are out of the office for lunch or on an office meeting, you can ensure the customer that you will get back to them. Its common sample reads:
- Hello! I am out of the office now but will get back to you ASAP. You can expect a reply by [Date] at the latest. You can contact [Team Member] at [Phone Number] for anything you need.
Appointment Confirmation Auto-Reply
It's a kind of thanking the customer for setting an appointment with their organization without being too invasive. Moreover, you can mention the time slot as well to maximize your office's productivity.
- Hi [Customer Name]! Thanks for making an appointment with [Team Member] on [Date] at [Time]. We’re located at [Address]. We look forward to seeing you then!
- Hi [Customer Name], you have an appointment with [Team Member] tomorrow at [Time]. Reply with YES to confirm your appointment. See you then!
Opt-In Response Texts
This automated text messaging lets customers meet SMS compliance & regulations by offering them an option to opt out of the text message within no time. Here is its sample text:
- Hi [Name], thank you for opting in for [Service Name]. Please reply with Y to confirm your opt-in decision or STOP to unsubscribe.
Thank You Texts
This is particularly for the eCommerce platform when the customer leaves your website without purchasing anything. You can incentivize them by offering them lucrative offers such as a special coupon code. Its common text reads:
- Thank you for visiting [Business Name]! Use the code SALE20 to save 20% on any one item on your next visit.
- Thank you for contacting [Business Name] through our website. We’ll follow up with you soon, but in the meantime, you can learn more about us here: [Website URL]
This messaging type is useful if you are out on a long vacation and suddenly a call comes to your phone. To ensure proper coordination without losing trust, you can send the message in such a way that makes the customers appreciated.
- Hi [Name], thank you for contacting me. I’m on vacation until June 21. Please contact my colleague [Name] at [Phone Number] for immediate assistance.
Holiday Closure Text
In case, your business is closed for the long holidays. You can send messages letting your customer know when your business will resume. It common text reads:
- Season’s greetings! Our offices will be closed on Dec. 24 and 25. However, I will respond to your message when we return on Dec. 26. If you have an urgent matter, you can reach me on my cell at [Phone Number]. Thank you!
Customer Support Texts
This is done if the customer has called on customer care and the CCE cannot respond to the call. Its common text reads:
- Thank you for contacting our 24/7 Customer Support Desk. A member of our team will respond to you within two hours. Thank you for your patience!
Best Practices for Creating Auto-Reply Messages
Auto-reply text messaging forms an important part of your business and probably first-hand contact with the customer. So, it's crucial to follow proper moral ethics and values while writing the sample text for this. As unprofessional text messages can lead to losing customers and damage your brand's reputation. Here are the five practices you must follow to get the best out of your business.
Check for grammatical errors in your text and ensure to use a friendly tone here without being unprofessional and excluding slang (if any). Always make it more readable to make it understand better by the customer.
Put Relevant Links
Always include certain business links linked to your business, like the product information or the landing page. It helps to make it better understandable for your customer to get through to your business.
Provide accurate information on your text, like the specific date, time, or location. Moreover, make it more readable for the customers (as mentioned previously). For example, include Feb 28 instead of 28/2.
Set The Clear Goals & Expectations
Auto-reply to text messages should be sent automatically right away, soon as the customer tries to contact you. It's important to ensure they receive messages soon without having them leave hanging for long.
Always Provide Alternative Contacts In Your Text Message
Offering other forms of communication help customers to be secure and comfortable, especially if they have an urgent request. These alternative options include:
- Email address
- Website link with a support section or live chat
- Contact form
- Hotline number
Automated Text Messaging With LimePhone
In conclusion, while it's crucial to prioritize customer interaction, businesses should not overlook the significance of automated text messages. To ensure the best text messaging services, it's recommended to hire the right provider.
LimePhone is an excellent text messaging platform with a range of useful features, including auto-reply to text messages, call forwarding and virtual phone numbers. With LimePhone, your business can enhance its messaging experience and streamline communication with clients.
To get started, simply visit limephone.io and click on the 'Try For Free' option. For more information, check out their FAQ page at www.limephone.io/faq.