WhatsApp Auto reply Message: A Simple Guide
Published: March 28, 2024
Picture this: your customer comes to your e-commerce store to purchase a product, but some issues might be preventing them from doing so. They send a message on WhatsApp for a solution, but you’re out of business or too busy to reply to them. Replying late causes a loss of sales and potential customers.
I bet no business owner wants to let their customer go without purchasing or drop off the buying journey because they take too long to reply.
WhatsApp is an instant messaging app, and when you choose it as a communication channel, no one wants to wait more than 2 minutes for a response.
This guide covers everything about WhatsApp auto-reply messages, including what they are, examples of different use cases, and how to set them up using the WhatsApp Business App and API.
So let’s get started with the basics.
What is WhatsApp auto reply?
Simply put, WhatsApp auto-reply refers to automated responses to incoming messages, which are pre-written and automatically sent to your customers when they message you. Autoresponder is the most incredible feature of WhatsApp Business that makes communication efficient and leads customers through automated flows.
It’s like having your virtual assistant work all the time, even outside your business hours. Auto-reply simply works to answer most repetitive questions and keep customers notified about your availability.
Responding quickly when a customer sends a message can reduce frustration and increase customer satisfaction.
It becomes helpful when you can only respond to customer messages after some time, and support agents often get tired of answering the same question.
For instance, when a customer sends a message on WhatsApp asking about your store's opening hours or office location, these pre-defined automated responses come into play and let them know when they can knock on the door.
Benefits of WhatsApp auto reply for businesses
WhatsApp is known as an instant messaging app, and in this fast-paced world, customers want to know your availability quickly. Auto replies on WhatsApp play the role of a virtual assistant for you.
It seems small, but it has a huge impact. Let’s discover the top reasons why you should use auto-reply on WhatsApp:
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Streamline customer support: Never let your business communication sleep at night. Whether it’s late at night or early in the morning, customers want immediate solutions to queries. Quick auto replies instantly respond to customers’ queries related to business hours, contact information, and product or service offerings. This can help customers when they are more likely to expect a response and improve the overall experience.
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Lower support costs and save time: Sending messages through automation is more efficient than manually, requiring fewer customer service representatives, resulting in lower costs and higher response rates. It also saves time answering repetitive questions or FAQs.
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Consistent branding through prompt replies: You can personalize automated replies by including the customer’s name or number, which improves the communication experience, and businesses can ensure a consistent brand experience for customers.
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Reduce your workload and free your support team from repetitive work. Humans need breaks, but machines don’t, so set up a WhatsApp business auto-reply message and keep your support services always on. These quick replies can answer all repetitive questions, so your support team can focus on more important tasks.
Drive more engagement: Automating replies to most-asked questions or inquiries can make customers interact with your message, which drives more engagement and builds strong relationships.
How to set up quick auto-replies in the WhatsApp business app
To successfully set up auto-replies, you need to have access to the WhatsApp Business app and WhatsApp Business API.
One method is perfect for small businesses, and the second is for enterprises. Both have different features and customization options. navigate through the process described below.
If you are using the WhatsApp Business App, the process of setting up auto-replies is straightforward and easier.
Just follow the steps below:
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Open the WhatsApp Business app and tap on the three dots located at the top right corner of the chat window.
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In the next slide, you have to follow the path Settings -> Business Settings -> Away message.
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There you’ll see the toggle; switch it next to “Send away message” by tapping on it.
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In the “business tools” section, click “Away message” and type the message you want to send to recipients when they send a message for the first time.
1. Schedule Your Away Message
After crafting the message, select a time slot when it will be sent automatically and click on the “OK” button.
Bedside, you can set a time for your away message per your needs.
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Always send: Choose this option. If you will not get back to your business for a long time
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Custom schedule: Set a custom schedule to set auto-replies to be sent at a particular time of the day.
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Outside of business hours: Selecting this option is preferable only when you’re off-duty or outside of business hours.
2. Select the number of recipients
This section helps you decide who you want to receive your away messages. Look at the options below to make the right choice.
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Everyone: Send automated replies to those who contact you after working hours.
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Everyone needs to be added to the address book. . Send auto-replies to those who are outside your address book.
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Everyone except: Exclude selected contacts not to receive an auto-reply.
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Only send to opt: Send messages to only selected recipients.
Limitations of using auto reply in WhatsApp Business
There are certain limitations that you may face while using the autoresponder feature in the WhatsApp Business application.
WhatsApp Business is the first choice for small and local businesses.
You can not verify your business and get a green tick on WhatsApp through the business app.
The message template library is limited, or you’ve only got a few templates to use.
WhatsApp Business can’t be integrated with CRM software or other third-party platforms.
How to set up quick auto-replies using WhatsApp Business API
The WhatsApp Business app is good, but the WhatsApp Business API can take your customer support services to the next level. How? Here is the reason:
Though WhatsApp auto-reply is sufficient for sending “Away or greeting message messages” to keep customers engaged, what would happen if they needed a product recommendation or asked for special offers and you were unavailable then? No doubt, your customers go away and buy from your competitors.
To address this issue, you will need to build a custom chatbot that chats with customers like a personal assistant and leads them throughout the purchasing journey.
From building custom chatbots to automating messaging workflows and WhatsApp green tick verification to customer support, companies can turn it into reality with the Official Business API, and for that, you need a third-party solution provider like Chatix.app.
Walk through the steps described here.
Install the Chatix app in your Shopify store.
You’ll get access to an API automatically.
Now you are good to go! Start building the workflow that will enable you to create an auto-reply system for your business.
You can add the message you want to send to users or take any pre-made templates and customize them per your needs.
Whenever users send a message to you, based on the messaging workflow, an auto-reply will be triggered and sent automatically.
What are the types of WhatsApp auto-replies?
There are many types of auto-replies you can create in WhatsApp Business to engage with customers and make communication efficient
Types of auto-replies include:
Away Message
Away messages let you inform users that you are currently not available to respond to their messages, and you’ll reply to them when you are online.
We’ve already described the process for away message setups.
Greeting Message
When someone sends you a message for the first time on your WhatsApp Business account, you can automatically send them a greeting message that welcomes users into the chat and sets the tone for a successful conversation.
Recommend reading - Greeting message examples for WhatsApp Business
Quick Replies
Setting up quick replies for responding to frequently asked questions can save you lots of time and speed up communication.
You can easily set up various quick replies in your WhatsApp business.
15 WhatsApp auto reply message sample
Congrats! you learned about how to set up an auto-reply, but now thinking about how to craft away and greeting messages that inspire users to interact with your business.
These are the best WhatsApp automated message samples that you can take as inspiration.
Auto-reply messages for general queries
“Thanks for your message! We'll get back to you within 24 hours. Kind regards, [your business] Team.“
“Thanks [name] for reaching out to us! We’ll be with you shortly.”
“Hello! I’m currently unavailable, but I’ll respond to your message shortly. Thanks for your patience!”
Sorry to say [name], currently we’re unavailable to respond to your message but we got your message and will be in touch before we close at [time]."
“Hello [name]! Good to see you. We'll get back to you shortly. In the meantime, you can explore our latest products and offers.
Holiday out-of-office message
Ho ho ho! Merry Christmas [name]! Due to the holiday, we’re on a break till [resume date]. Please browse our online catalog for now, and we’ll get back to you soon!
“Hello [Customer Name]! Happy Valentine’s Day.💘 To celebrate this special day of love, we’re offering a 30% discount on any item you buy within this week. Got any questions? Never hesitate to ask us and we’ll get back to you within 24 hours.”
Thanks for reaching out to us. During this Diwali festival, we’ve got a lot of messages so the response may take some time. In the meantime, please explore our latest collections and get in touch with us.
Auto-reply for greeting messages
Welcome to the [Business Name] [Customere Name]! Please wait for a few minutes, our team will reply to you.
"Dear [Customer Name], Thanks for sending a message! Our support agent will quickly join you to resolve the issue in the best way. It might take up to 1 hour, but we'll do our best to get back to you as quickly as we can. Thank you for your patience.”
"Glade to see you here! Our team will assist you within 2 hours, In the meantime, you can check out our help center here: [link]."
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"Greetings, please be aware that we may answer a little less fast than usual in these festival times."
Technical issues and problems
“Thanks for contacting us! We’re having technical issues with our website right now. Our team is doing their best to resolve it, and we will let you know once it's fixed. Thank you for bearing with us.🙏🏻”
“Hello! We’re working on fixing some technical errors, so my responses might be delayed. Please wait for a few hours”
Thank you for your message! We are facing technical issues with [product name]. We are doing everything to make it run smoothly as quickly as possible.
Whether you want to let your customers know about your availability, send reminders or greetings, or wish them on festivals, automated replies can help you complete it in seconds.
Set up auto-reply messages and boost Shopify sales with Chatix
If you are the owner of a Shopify store and want to boost your sales with powerful WhatsApp marketing strategies, then installing the Chatix app in your store can put you in a safe zone.
It helps you get the most out of messaging campaigns. From recovering abandoned carts to automating communication and sharing a team inbox where the support team can handle all customer inquiries effectively. Moreover, WhatsApp integration with website can also be done easily and faster through Chatix.
✨ Recommend reading: Abandoned cart vs abandoned checkout.
Conclusion
When companies get a high volume of customer inquiries or they’re unable to reply immediately, WhatsApp auto-reply comes in handy.
Additionally, whether you’re out of business hours, enjoying personal time, driving, or enjoying vacation with family, an autoresponder is like a new revolution in communication channels. Sending a message automatically and driving more engagement without human interaction is a boon for enterprises and large-sized businesses.
The autoresponder feature has its advantages, and by using a third-party solution provider, you could make it more convenient.
Remember, automation isn’t the end solution; you need the human touch to craft beautiful messages and stay aligned with customers’ expectations.
FAQs
1. What should you write in an auto-reply message?
Keep in mind that the text in the auto-reply message must specifically describe what you want to tell users. It should be mentioned how long you will be unavailable and when they will get a response from you.
Maintain professionalism and focus on including essential details shortly so prospects can understand the intent properly.
2. Best practices to craft WhatsApp auto reply
The tone while crafting a perfect WhatsApp auto-reply should be straight to the point and concise so that customers can understand the context clearly.
Below are some popular practices to follow.
Keep it short and interesting: People don’t want to read long paragraphs; try to include the necessary information within a few lines and make it more interesting to read.
Use personalization: Make the WhatsApp auto-reply message personal and friendly by including the name of the recipient.
Be transparent: Being honest and transparent while writing auto-replies is essential to building trust.
Make it natural: Don’t make it a promotion. Remember, you are informing users about important events, not selling products.
3. How can I set up WhatsApp Business auto reply?
As we described above, there are many types of auto-replies you can set up in WhatsApp Business. Open your app, go to the Business Settings section, and select ‘Away message’. Craft your message following best practices and decide when you want it to be sent.
4. Can WhatsApp auto reply work for both individual and group chats?
Absolutely, yes! When you enable the WhatsApp auto-reply feature, it works for both individual and group chats to maintain responsiveness across all communication channels.
