Is your inbox filled with unread messages, and you don't have time to open them, let alone send an email reply? Let's accept it; we all believe that we have ample time to personally respond to every email we receive; however, the reality is different. The fast-paced world that we live in hardly spares us a few minutes to relax and during that time, replying to emails is our least priority.
But what is the point of replying manually to every email that demands a repetitive response anyways?
A well-curated automated response for certain emails makes sense if you want to achieve better accuracy and efficiency at work. And for that, you should know to write an auto email reply that doesn't let you lose your clients and, at the same time, saves you all the hassle.
In this article, let's explore different kinds of auto-reply email templates that can get the job done for you. So dig in to find your options.
What Is Email Automation?
Have you ever thought of putting your email marketing strategy on auto-pilot? If you are a new startup, we understand that you might like replying to every email personally in pursuit of achieving excellent customer service. However, think of all the things and other objectives you can achieve during this time?
Email automation is curating an email that meets the defined trigger. So whenever you get an email that falls under specific criteria, you don't have to respond to it every time. Instead, your system can send the reply on its own so that you can be spared from this repetitive hassle.
Here's an example. You can simply create a well-written response and set it on auto-pilot for all the emails that inquire about your business.
This way, you don't have to waste hours defining your startup to clients who may or may not be eager to know the details. After all, not all business inquiries are serious; some are just for the sake of time passing.
Moreover, email automation is an excellent way to stay engaged with all your leads and keep them in the loop, resulting in sales.
Imagine a client wants to know about a particular product, and their email shows their intention of buying it from you, but you forget to reply to them because of the thousands of other tasks that you might be responsible for. As a result, the email that had the potential of earning you revenue sank into the pool of emails in your inbox.
But with an email automation system, every email that you may have forgotten to reply to gets a response so that you can stay connected with your customers despite your busy schedule. In fact, according to stats, 81% of small and medium enterprises use emails to acquire and retain new and old customers.
To summarize, there are many advantages to setting an auto-email reply, especially when it comes to providing excellent customer service and enjoying increased revenue. That said, not every response works, and there is a specific procedure to set up one.
In the next part of this guide, we will look at various auto-reply email templates that might work for you in achieving your objectives. Besides, we have also shared the procedures to set an auto email reply pretty quickly.
Tips to Create a Strong Auto Email Response
If you are among 64% of small businesses that use email marketing to attain new customers, you must curate a strong auto email response to achieve your objectives. Global email users are predicted to reach a whopping 4.3 billion by the end of 2022, and we are sure you don't want to disappoint them with your lame or weak replies.
Here are a few tips to help you curate a perfect auto email response.
Always write a convincing subject line: Whether your email covers an order confirmation or is a reminder, make sure you have a clear subject line that should compel the customers to open it. While your subject line should be short, it shouldn't be vague.
Write a personal response: Thanks to email technology; you can now make your auto-email responses quite personal by mentioning the name of your customer within the content. This strategy helps to make your email response worthy of reading and increases the reader's interest.
Mention ways to get in touch: Your customers shouldn't reply to an auto-response. Instead, you should offer them other contact details to contact you.
Set expectations: Finally, sentences such as, "We promise you will hear from us in the next three hours," help build expectations, and that works perfectly in creating a solid connection with your clients.
So, now you know what things to include in an auto email response, let's find specific templates that might inspire you to curate and set your first auto email reply.
Top 8 Auto Reply Email Template of 2022
You don't have to follow these templates line-by-line. Instead, simply mold them according to your needs if they don't seem suitable for your startup.
1. Response to a Service Request
Thank you for reaching out to us for a request on our service. We promise to get in touch with you within the next 24 hours and update you on the process.
Meanwhile, please don’t hesitate to contact other customers on this platform. Or, if you demand a response urgently, email us at firstname.lastname@example.org or call us on 6767XXXX.
We look forward to communicating with you.
Regards, Team XYZ
2. Encourage Customers to Join Your Social Media Page
Thank you for buying our products. While we get your order ready, join our social media page (XYZ on Instagram) and explore our other offerings. Connect with our platform and receive updates on our upcoming services and products.
3. Confirm Customer Details
Good morning Anna!
We are delighted to receive your request to purchase our products. However, just for the sake of security, can you please confirm your email address below? This will help us proceed with your order and serve you well.
4. Build Expectations
Thank you for reaching out to us. We understand you are facing specific technical issues, and we promise to resolve the problem within the next day. However, if you don’t hear from our team, contact us directly on 4548990XXXX, and stay updated.
We strive to provide excellent customer service, but there is a shortage of staff due to holidays because everyone deserves a break. I hope you understand.
Regards, Team ABC
5. Confirm an Action
We welcome you as our 45th subscriber, Mike.
Congratulations on landing on the right page to get all the updates on the latest celebrity gossip and fashion trends. Since you have pledged to join our community, we offer you a 10% discount on your first purchase. Please find the voucher in the attachment above.
Thank you from everyone here at ABC company
6. Feedback Request
Thank you for being our regular customer. To serve you well, it is our duty to improve our services with time, and for that, we require your feedback. Please can you spare a few minutes and share your feedback in the box below.
We strive to perform well, and your response will mean the world to us. Thanks again for encouraging us to build and expand.
Regards, Team UXZ
7. Discount Offer
Do you want to celebrate Christmas with our trendy line of dresses? We heard you!
Use your exclusive code, MINA 5555, and earn a 10% discount on our entire festive collection. We can’t wait to see you flaunt our dresses.
Thanks, Team CC
8. Out of Office Response
Thank you for your query. I am currently out of the office for a week and won’t be able to reply soon. However, if you need to contact me urgently, reach me on my Twitter account, @twittercgs, or message me on my Instagram.
How to Set Your Automated Email Reply
Once you have selected the template you want to use, follow the steps below to set the response in Gmail.
Choose the Setting cog on your Gmail account.
Then select "Advanced," followed by enabling the option of "Canned Responses."
Compose your response.
Give your response a title by clicking on the three dots in the right-hand corner.
Write your response in the box given, and click "Save."
Finally, select the option of "Create a new filter."
Select the criteria of the auto-response, its title, and a proper subject line before you are done.
You can also set an auto email response on Outlook.
Go to "File" and select "New Message."
Choose "Options" and select "Plain Text" to curate your response.
Once you have typed your message, save the response as a template and choose the criteria for sending it out.
Choose the "Rules and Alerts" option from the Tools menu to select the people to whom the message will be sent.
Are you tired of sending a repetitive response to your customers every time you receive a similar query? If yes, you may want to be productive and opt for an auto email response.
Email automation is an excellent relief for small and big businesses and offers a perfect opportunity for ventures to acquire new customers without sacrificing more essential tasks. Besides, it helps expand businesses and increase sales accurately and efficiently.
Luckily, in the guide above, we have shared eight auto-reply email templates and the different ways to set them. Simply customize them according to your needs, and keep in touch with your customers without hassle.