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.
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
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: benita@lenithltd.com for current client requests and needs andrew@lenithltd.com for press related matters norapearl@lenithltd.com for sales related matters 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: For clients requests and needs, please contact Charles at charles@blistersmacreti.com For sales related matters, please contact Helen at helen@blistersmacreti.com 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
Automate Email Responses Sample
Dear [Sender's Name], Thank you for your email. I want to inform you that I am currently out of the office on vacation and will not be able to respond to emails until [Return Date]. During this time, I'll have limited access to my email. If your matter is urgent or requires immediate attention, please contact [Alternative Contact Person] at [Alternative Contact Email] who will be able to assist you. For any non-urgent matters, I will respond to your email upon my return. Thank you for your understanding, and I look forward to addressing your email when I'm back. Best regards, [Your Name] [Your Title]
Auto Reply Email Template
Subject: Out of Office Auto-Reply Thank you for your email. I am currently out of the office and will not be available to respond until [Your Return Date]. During this period, my email access will be limited. If your matter is urgent and requires immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email]. They will be able to provide the help you need. For non-urgent matters, I will respond to your email as soon as possible upon my return. I appreciate your understanding and patience. Thank you for reaching out, and I look forward to connecting with you when I'm back. Best regards, [Your Name]
Autoresponder Email Template
Subject: Autoresponder - Out of Office Thank you for your email. I'm currently out of the office and will not be available until [Your Return Date]. During this time, my email access is limited. For urgent matters, please reach out to [Alternative Contact Person] at [Alternative Contact Email]. They will provide the assistance you need. Non-urgent emails will be addressed upon my return. I appreciate your understanding and patience. Best regards, [Your Name]
Short Automatic Reply Email Examples for Business
1. Subject: Out of Office Thank you for your email. I am currently out of the office and will return on [Your Return Date]. For immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email]. 2. Subject: Away from the Desk I'm currently unavailable but will respond to your email as soon as possible. For urgent matters, please reach out to [Alternative Contact Person] at [Alternative Contact Email]. 3. Subject: Autoresponder Your email has been received. I'm currently out of the office and will respond upon my return. Thank you for your patience. 4. Subject: Temporary Absence I'm away until [Your Return Date]. Urgent issues can be directed to [Alternative Contact Person] at [Alternative Contact Email]. 5. Subject: On Vacation I'm enjoying some time off until [Your Return Date]. Your email is important to me, and I'll get back to you soon.
Automatic Reply Email Examples for Business Sample
General:
Thank you for contacting [Business Name]! We have received your message and will respond as soon as possible. In the meantime, you can check out our FAQ page for answers to common questions: [link]. We appreciate you reaching out to [Business Name]. We are currently experiencing a high volume of emails, but we will get back to you within 24 hours. If you have an urgent matter, please call us at [phone number]. Hello! We're glad you reached out. We're currently out of the office, but we'll be back on [date]. We'll respond to your email as soon as we can. In the meantime, you can check out our website for more information: [link].
Out of office:
I am currently out of the office and will not have access to email until [date]. If you have an urgent matter, please contact [colleague's name] at [colleague's email address]. I am out of the office and will not be able to respond to your email until [date]. Thank you for your understanding. I am currently on vacation and will not have access to email until [date]. I will respond to your email as soon as I return.
Welcome:
Welcome to [Business Name]! We're excited to have you on board. We're here to help you with any questions or concerns you may have. Thank you for joining [Business Name]! We're excited to start working with you. Our team is here to help you succeed. Welcome to the family! We appreciate your recent purchase and welcome you to our family of satisfied customers.
Thank You for Your Email Auto Response Example
Subject: Thank you for your email Body: Dear [sender name], Thank you for contacting [business name]. We appreciate your interest in our products/services. We have received your email and will respond as soon as possible. In the meantime, you can check out our website for more information: [link] If you have any urgent questions, please do not hesitate to call us at [phone number]. Thank you for your patience and understanding. Sincerely, The [business name] team
Simple Out Of Office Message
Subject: Out of office Hello! Thank you for your email. I am currently out of the office and will not be able to respond to emails until [date]. If you have an urgent matter, please contact [colleague's name] at [colleague's email address]. Otherwise, I will respond to your email as soon as I return. Thank you for your understanding. Sincerely, [Your name]
Sample Auto-Reply Message for Customer Service
Subject: Thank you for contacting [Company Name]! Dear [Customer Name], Thank you for contacting [Company Name]. We appreciate your business and are here to help you with any questions or concerns you may have. We have received your email and will respond to you as soon as possible. Our customer service team is available during our business hours, which are [business hours]. If you have an urgent matter, please call us at [phone number]. In the meantime, you can check out our FAQ page for answers to common questions: [link] Thank you for your patience and understanding. Sincerely, The [Company Name] Customer Service 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.