Want to set up WhatsApp auto reply for your business? You’ve come to the right place. In this article, we’ll explain what auto reply WhatsApp is, how to set up auto replies on WhatsApp Business App and WhatsApp Business API and provide you auto reply message sample.

{{blog-cta-2="/blog-post-test"}}

What are Auto Replies on WhatsApp

Auto reply in WhatsApp is a feature that enables businesses to send automated messages when they are not available to respond to incoming WhatsApp messages.

There are two common types of auto reply messages for WhatsApp:

• Greeting messages: Welcome messages that businesses send when customers start a conversation for the first time or after 14 days
• Away messages: Messages that respond to customers outside of business hours

As a business owner, auto-reply messages are a handy feature. In the next section, we’ll explain how it helps your business.

Why Use Auto Reply WhatsApp?

People expect communication via instant messaging to be immediate, no matter the time of day. However, this is not always possible due to limited operating hours, shortage of manpower, long waiting queues and more.

WhatsApp has rolled out a solution in the form of auto-replies. Businesses can enhance customer service by informing customers of their availability and also improve response times to increase customer satisfaction.

There are many upsides to using auto-replies for WhatsApp, including:

• Set response time expectations by informing customers about your availability
• Make a strong first impression on new customers with a quick and warm welcome message
• Collect customer information with a pre-chat survey for agents to follow up on the conversation

Even though WhatsApp auto replies have much to offer businesses, they should be aware of their shortcomings as well. Let’s check that out next.

Limitations of WhatsApp Automated Replies

Firstly, WhatsApp automated replies work best for simple, one-off messages. For complex messages or inquiries, you’ll need a human or an AI Agent to reply to customer messages.

Furthermore, auto replies only work as an initial response. They can’t follow up on customer inquiries. Ensure your customers know an agent will follow up with them in the auto reply message.

Lastly, customization options are limited. While you can personalize messages, they can only go so far. Personalization options are limited to items like the customer name.

Now that you know the benefits and limitations of auto replies in WhatsApp, let’s look at how to set it up.

How to Set Up Auto Reply in WhatsApp Business Solutions

Businesses create auto replies to assure customers that they’re not neglected to manage response time expectations and to improve the customer experience. However, it is only available for WhatsApp Business solutions.

Businesses can set up auto replies for inbound messages on WhatsApp via:

• WhatsApp Business App
• WhatsApp Business API

Next, we will walk you through the steps required to set up auto reply in WhatsApp. Let’s start with WhatsApp Business App.

How to Set Up Auto Reply in WhatsApp Business App

In this section, let’s go through the process of how to set up auto replies on WhatsApp Business App.

To set a greeting message, go to Business Tools, select Greeting Message, craft your message and save the changes. You can also choose who receives your greeting messages by including or excluding certain contacts.

Then, to set and enable an away message, go to Business Tools, select Away Message, personalize your message and save the changes.

Next, you need to select one of three ways to time your away messages:

• Always send: Use this if you’re available for an extended period.
• On a custom schedule: This is for auto replies that should be sent at a particular time of day.
• Outside your business hours: Set this when your business isn’t in operation.

However, auto reply for WhatsApp Business App comes with a few drawbacks, including:

• The inability to customize auto replies for different groups of recipients
• Away message only works during predefined outside-of-business hours
• The inability to support third-party software integration to provide further automation

At the end of the day, there’s only so much WhatsApp Business App can do. Its auto reply feature can only welcome a new customer and announce that your business is closed and when to expect a reply.

This is sufficient if you’re running a small business. But as your business grows, you’ll need to use WhatsApp Business API instead. In the next section, we’ll discuss how to use it with respond.io.

How to Create Automated Replies in WhatsApp Business API on respond.io

For larger businesses, you need a platform that offers advanced features to help with message automation – this is where WhatsApp Business API comes in.

With WhatsApp Business API, businesses can automate responses based on customers’ inquiries, capture customers’ information and automate sales and customer support, which in turn increases customer engagement and satisfaction.

Before you set up auto reply in WhatsApp Business API with respond.io’s Workflows Module, you’ll need to connect a WhatsApp API Account to respond.io.

Now, follow the step-by-step on how to set up auto reply in WhatsApp Business API.

1. Search for Workflows on the side navigation menu and click on Add Workflow.

2. Set the Workflow Trigger to Conversation Opened.

3. Add the Date & Time Step to set your business hours.

Messages that are sent during business hours will fall into the Success Branch, while messages that are sent after business hours will go into the Failure Branch.

4. Click on the + button under the Success and Failure Branches to add Send a Message.

Make sure you select WhatsApp as your channel. Finally, draft your greeting and away messages under Text.

5. Add the Ask a Question step to get hold of customers’ information so you can contact them at a later time.

The responses can be saved as Variables, Contact Fields or Tags to be used in other parts of the Workflow. Once you’ve set up your Workflow, save and publish it.

Now that you know how to set auto reply in WhatsApp, you’re ready to go right? Not until you look at the best practices when creating one.

WhatsApp Auto Reply: Best Practices

It’s crucial to get every message right, even for auto replies. Avoid impersonal or generic messages, as customers will expect a human-sounding interaction. Here are five practices you can follow to craft a simple yet effective auto reply message:

• Acknowledge Receipt: Use auto reply messages to acknowledge the receipt of a customer's message, assuring them it's been received and will be addressed.
• Give a Clear Timeframe: Let users know if they can expect a reply during working hours or if there is a delay. Specify this delay and avoid phrases like “We’ll get to you as soon as possible.”
• Clear and Concise: Keep auto-replies brief and to the point. Only include essential information that is presented in a clear, easy-to-understand manner.
• Personalize Every Message: Make each message feel personal. Use your customer's name and other relevant details to send personalized messages. On respond.io, you can use placeholders called dynamic variables to include customer names, dates, order numbers and more.
• Communicate with Your Brand Voice: Ensure your WhatsApp auto-reply messages reflect your brand's unique voice. Tailor the tone, language and content to align with your brand's personality and values, enhancing customer recognition.

With these best practices in mind, we’ve provided message samples that you can use for various situations.

WhatsApp Auto Reply Message Sample: 15 Examples You Can Use

There are many ways to craft an auto reply for customers on WhatsApp Business. It can be tailored to different situations or desired outcomes.

So, we have categorized five types of situations - greeting messages, away messages, lead capture, business updates and seasonal messages. Here are 15 WhatsApp auto-reply message samples that you should use.

Greeting Messages WhatsApp Auto Reply Sample

Greeting messages are your first chance to make a great first impression. They should be welcoming and informative, setting the tone for the conversation.

1. "Hello 👋! Thank you for reaching out to [business name]. How can we assist you today?"
2. "Hi there! Welcome to [business name]. We have all your IT needs under one roof. Let’s get started. 😃"
3. "Greetings from [business name]! We're here to help. Tell us more about what you're looking for."

Away Message WhatsApp Auto Reply Sample

Away messages are crucial for managing customer expectations when you or your agents are unavailable. They should inform customers of your absence and when they can expect a response.

1. "Hello! We're currently offline. Our business hours are [insert hours]. We'll get back to you in 24 hours!"
2. "Thanks for messaging us. We're out of the office right now but will respond first thing in the morning. If you need something quicker, please visit our FAQ page linked here."
3. "Hi! You've caught us after-hours. Leave your message and we'll reply promptly during our working hours [insert hours]."

Lead Capture WhatsApp Auto Reply Sample

Effective lead capture messages can help you gather essential information and show potential customers you value their interest.

1. "Thanks for your interest in our services! Could you please provide your name and email so we can send more information?"
2. "We're excited to connect with you! To get started, could you share a few details about what you're looking for?"
3. "Hello! Let's get you the information you need. Please leave your contact details and we'll be in touch soon."

Business Updates WhatsApp Auto Reply Sample

Use these messages to inform customers about important business updates like an emergency or a delay in response times. Be proactive to manage customer expectations and to ensure a smoother customer experience.

1. "We're updating our system to serve you better. Our services will be temporarily unavailable until [date and time]. Thank you for your patience"
2. “We’re currently experiencing a high volume of messages. We’ll get back to your message as soon as we can.”
3. "Hello! We apologize for the interruption you're experiencing with our [service]. Our team is actively working to resolve the issue as quickly as possible. We anticipate a resolution within the next hour and appreciate your patience. Thank you for your understanding."

Seasonal Messages WhatsApp Auto Reply Sample

Seasonal messages are a great way to connect with customers on a more personal level during holidays or special events. It is also a time when businesses

1. "Season's Greetings! 🎄 The team at [business name] is here to help you with your festive shopping. Let us know how we can make your experience merrier."
2. "Happy New Year from [business name]! 🎉 As a thanks to all our customers, here's a 30% voucher when you shop on our app!"
3. “Happy holidays from us at [business name] family. We’re currently on leave and will be back on [date].

To get started, all you need to do is create a WhatsApp auto reply message with a sample. From an away message to a lead capture message WhatsApp sample, responding to customer inquiries just got a lot easier.

As you can see, setting up auto-replies on WhatsApp is more than just a convenience. It's a strategic move to enhance customer interaction. With our samples and guidelines, you’re well-equipped to create auto replies that resonate with your customers and reflect your brand’s unique voice.

So, what are you waiting for? Start sending WhatsApp auto reply messages on a Conversational AI Platform and badged Meta Business Partner. Sign up for a free respond.io account and connect your WhatsApp API account to get started today.

{{blog-cta-2="/blog-post-test"}}

Further Reading

Do you want to find out more about how WhatsApp can benefit your business? Check out these articles below:

• How to Use WhatsApp Interactive Message
• A Guide to Setting Up WhatsApp QR Code for Your Business
• How to Close Sales on WhatsApp