Writing Automatic Reply Emails in Business

You might be one of those wondering how automatic reply emails work without getting your customers feeling bad. I’ve been in your shoes but I sailed through by setting out on a tour of the best ways to write mind-blowing professional auto-response emails.

To be candid, there are times you’ve got so much to do and there are loads of inquiries flowing into your emails. Customers are important and must be treated fair in order to make your business fare well. Giving them the usual one-sentence auto-response will surely blow them off and result in a loss of customers.


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Five Automatic Reply Emails Examples for Business

In order not to offend your customers when they need inquiries, I have five samples of professional automatic reply emails that will give your customers a good impression.

Automatic Reply Emails Example 1: During Service Upgrade

A professional automatic reply email is good when it is written with clarity. However, it is not necessary to start with ‘Dear esteemed customer’, you can start with “Hello” in order to create a good atmosphere of relationship with your customers. Alternatively, you can simply jump in with your appreciation e.g. “Thank you for getting in touch”

The following example is an email that is clearly written.

Hello,

Thank you for your email. Please note that we currently have some slow-downs on our service due to the ongoing upgrade of our network which started 9:00 am on the 22nd of July, 2016 and will last until 12 noon on the 25th of July, 2016.

In spite of the upgrade, you can still visit our website and check out the previously asked questions about our products. This will give you some clues about the inquiries you want to make.

We promise to get back to you as soon as our network services are upgraded.

Best regards,

Donnie Smith

Communications Director

Pears and Cares Limited


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Automatic Reply Emails Example 2: When You Have Too Many Messages

Sometimes, you would need to create professional automatic reply email because you have received loads of emails and need time to attend to them.

Dear esteemed customer,

Thank you for choosing to do business with us. We have received your email but we have loads of inquiries to attend to. It will take us about three days to get across to you on inquiries concerning our sales promotions.

However, if your inquiry needs urgent attention, you can contact our 24-hour customer care on 444-560-622 or 081-Hilton-Bolton.

Sincerely,

Ann Warren

Promotions Director

Hilton Bolton Limited

Automatic Reply Emails Example 3: When You Check Your Emails Once Every Week

It is possible that, due to your schedule, you check your email once in a week. This is a good automatic reply email example for such a case.

Hello,

Thanks for your email. Due to my tight schedule and so many engagements, I currently check my email on Monday mornings. If your inquiry can wait, I will surely respond as soon as I check my email on Monday.

If you require immediate attention, please contact any of our customer support executives below:

Thank you for understanding. I wish you all the best.

Warm regards,

Dennis Harold

Marketing Director

Lenith Limited

Automatic Reply Emails Example 4: Short Response for Vacation

When you are on vacation, you definitely need to turn on email auto-response to ensure your customers are not left hanging. Here’s an example of automatic email reply for vacations.

Dear Esteemed Customer,

Thanks for your email. I won’t be in the office from 15th April to 20th April. Please expect a reply latest on Monday, 21st April, which is my return date.

If your inquiry is urgent, you may contact Mrs. Walters at Mary.walters@gmail.com.

However, I will respond to your email as soon as I can, when I return.

Thank you for your patience.

Sincerely,

Tom Woods

Managing Director

Earl Princes Limited

Automatic Reply Emails Example 5: Long Response for Vacation

This is another professional automatic reply email. It is more comprehensive and provides many alternatives for customers to make their inquiries.

Dear Esteemed Customer,

I appreciate your email at this moment. Right now I am on a vacation with my family and will be out of office for two weeks. I am in an environment that denies me access to the use of online services. The hard truth is that I haven’t seen this email right now and probably won’t see it until I’m back.

I’m sure this is not the reply you were expecting. In order not to cause you any form of disappointment, I have made some alternative arrangements:

To reach me, text is probably more certain: +2348157479837

I will be back on Monday 10th October and will surely catch up with all emails then.

Thank you for your patience and understanding.

Sincerely,

Rita Wright

Marketing Director

Blisters Macreti Limited

Bonus Email Samples

#1: Automatic Reply Emails Example

Dear Customer,

Thank you for reaching out to Grindek support desk. We have received your email, and our support team will be in touch with you soon.

You may refer to our FAQs at www.grindek.com/faqs for more information.

Please note that our working hours is 0730 to 1900 (GMT +100) from Monday to Saturday. We regret the delay in reply over the non-working hours.

Thank you for your understanding.

Best regards,
Support Team
Grindek
Tel: +614-697-42408

#2: Automatic Reply Emails Example

Thanks for contacting Afrimash!

This is just a quick note to let you know we have received your message and will respond as soon as we can.

Best,

Afrimash Team

#3: Automatic Reply Emails Example

Hello,

Thank you for your email. Resolving your issues and answering questions are a top priority for us. A member of our support team will follow up with you today to resolve your inquiry.

Regards,

BOA Consult Support Team

Conclusion

One important thing you would have seen in all these examples of automatic reply emails is the provision of alternatives for the email sender. So, always ensure you provide at least one alternative way to solve the customer’s problem whenever you are writing an auto-response email.

3 COMMENTS

  1. Hi! I would like to thank you for sharing this article with everyone else. This is/would be very helpful for entrepreneurs. I am wondering if by any chance, do you know any program/app that lets me send automatic thank you emails to my customers in Walmart.com?

    Your response will very much be appreciated. Thanks!!!

  2. Its all amazing, but i found one automatic mail subject missing, i.e., mailing to customers for payment, as “system generated” mail for the payment

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