30 Auto Reply Message Samples For Business [Contractor Guide]

What is An Auto-Reply Message?

An auto-reply message is a pre-set email or text that promptly arrives in your customers' inboxes the moment they contact your company.

Businesses use auto-replies to maintain a sense of immediate and constant communication. It respects customers’ valuable time by promptly acknowledging incoming messages when a human isn’t available to respond during business hours or when a team member is unavailable.

Contractors generally use automated messages as a part of a software package or field application system. The messages respond to customers and inform them when they can expect a more detailed follow-up.

When Should Contractors Use Auto-Reply Messages?

Contractors should use auto-reply messages to ensure that communication with their clients remains prompt and professional, even when response times are severely limited.

Here are a few common situations where automatic replies are warranted:

Case 1: Out-of-office messages

When contractors are at the job site, they may not always be able to respond to emails or answer phone calls immediately. 

An out-of-office reply is an important way to let clients know you are unavailable, provide alternative contact information, or provide details about when they can expect a reply. It's also a great method for managing client expectations and maintaining professionalism in communication.

Case 2: During and outside business hours

Contractors can also use auto-reply messages during the business day. These responses serve as immediate acknowledgments for incoming inquiries, ensuring clients know their communication is successful and will garner attention promptly. 

When it's outside of standard business hours, an automated response can signal to clients about limited access while guiding them toward alternative points of contact should they require immediate assistance.

This strategy keeps communication clear even when out-of-office emails become necessary.

Case 3: For urgent matters and customer inquiries

Some situations demand an immediate response, and auto-reply messages can direct customers to support teams, emergency repair contacts, and reporting platforms.

Setting up these automated responses goes a long way toward ensuring customers understand that even though business contacts aren’t available, they can still be reached through alternative contact information.

Case 4: Appointment confirmations and reminders

Automated responses can also be used for simple reminders such as confirmation of appointments, scheduled work dates, introducing new products, and safety messaging.

These help reduce no-shows or customers who haven’t adequately prepared work sites.

What Are The Pros and Cons of Auto-Reply Messages?

Automated responses are ideal when used in the correct situations, but in some cases, they have the potential to cause annoyance, frustration, and sometimes reputational damage. Here, we’ll take a look at the advantages and disadvantages of using automation in business communication:

Pros of auto-reply messages

• Immediate customer engagement – Automatic replies are much faster than manually replying to customer inquiries. This immediate engagement enhances the customer experience by showing the business is attentive and responsive, which often improves its reputation.

• Efficient business communication – Streamlined business communication through automated responses means that customer support teams are less burdened and response times are faster, contributing to increased business efficiency.

• Improved customer satisfaction – Having automated messages means customers experience timely responses, updates, and a clear communication channel. This perceived attention to detail, especially when personalized, enhances the overall experience with the business product/service.

Cons of auto-reply messages

• Lack of Personal Touch – As automated replies can feel almost impersonal, using them too much or creating overly generic responses may not always meet customer expectations. Even polite language or personalized welcome messages can be taken as a ‘cookie-cutter’ approach by existing and new customers.

• Potential for Miscommunication – If auto responses and messages do not contain enough specific information related to a customer inquiry, customers may feel frustrated, confused, or like they’re ‘just another number’ in your system.

• Doesn’t Suit Every Situation – Not all customer interactions are suitable for an autoresponder. Many situations require a more personalized and human approach, and using auto-replies can be inappropriate, ineffective, or even offensive.

Now that you understand how and when to use automated replies, let’s look at some real-life examples you can use in your business today.

30 Auto-Reply Message Examples

Here, we have created a list of 30 commonly used auto-reply text messages that can be adapted and used as templates to suit your business.

Out-of-office messages

• Thank you for contacting [Business Name]. I'm out of the office on a job site and will return on [Return Date]. For urgent matters, please call [Phone Number].

• Hi, I'm currently unavailable until [Return Date]. If you need immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email] or call [Phone Number].

• Hello, I'm out of the office but will be back on [Return Date]. For urgent inquiries, please contact [Alternative Contact Name] at [Phone Number].

• Thank you for your message. I'm on leave until [Return Date]. For immediate help, contact [Alternative Contact Name] at [Alternative Contact Email].

• I'm out of the office and will return on [Return Date]. For urgent issues, please call [Phone Number]. Thank you for your patience.

• Hello, I'm attending OH & S training and will be unavailable until [Return Date]. For urgent assistance, please contact [Alternative Contact Name] at [Phone Number]

Business hours messages

• Thank you for trusting [Business Name] with your [Service Name] needs. We're currently on-site and unavailable, but we'll get back to you as soon as possible. For immediate assistance, please call [Phone Number].

• We're currently closed for the day, but we will contact you as soon as possible to address your concerns. Thank you for your patience.

• We're on a job site right now, but we'll be back soon to help you with your questions or concerns. Our operating hours are Monday to Friday, 8 AM to 6 PM.

• Thank you for getting in touch with [Business Name]. Our support team is currently unavailable, but we'll get back to you as soon as possible. For urgent matters, call [Phone Number].

• Thank you for contacting [Business Name]. We'll do our best to get back to you within 24 hours. If it’s urgent, please call us at [Phone Number].

• This is an automated reply. Thanks for getting in touch, but we're away right now and unable to respond to your request. We'll be back on [Return Time], so please try again at that time.

Outside business hours messages

• Thank you for reaching out to [Business Name]. We're currently on-site and unavailable, but we'll get back to you as soon as possible. For immediate assistance, please call [Phone Number].

• We're currently closed for the day, but we will get back to you ASAP to address your concerns. Thank you for your patience.

• We're on a job site right now, but we'll be back soon to help you with your questions or concerns. Our operating hours are Monday to Friday, 8 AM to 6 PM.

• We appreciate the inquiry to [Business Name]. Our support team is currently unavailable, but we'll get back to you as soon as possible. For urgent matters, call [Phone Number] and leave a voicemail with the relevant information.

• Thank you for contacting [Business Name]! We'll do our best to get back to you within 24 hours. If it’s urgent, please call us at [Phone Number].

• This is an automated reply. You've reached out to us outside of our operating hours. Our team is available Monday to Friday, 8 AM to 6 PM. We'll get back to you then.

Pricing and recent purchase inquiries

• Thank you for your interest in [Business Name]. We have received your request for pricing information and will respond within [Time Frame]. For immediate assistance, please call [Phone Number].

• Hello [Customer Name], thank you for your recent purchase from [Company Name]. We are processing your order and will notify you once it has been shipped. For questions, contact us at [Phone Number].

• Hi [Customer Name], we have received your request for a quote. Our team will provide the pricing details within [Time Frame]. For urgent queries, please call [Phone Number].

• Thank you for choosing [Business Name] for your [Name of Service] needs. We have received your request and will begin processing it shortly. You will receive an update once your service is scheduled. If you have any questions, please call [Phone Number].

• Hi [Customer Name], we hope you are satisfied with your recent purchase from [Company Name]. If you have any questions or need further assistance, please contact us at [Phone Number].

• Hello [Customer Name], we wanted to inform you about a recent price adjustment for your order. Please contact us at [Phone Number] to discuss the details. We apologize for any inconvenience.

Thanks for contacting us messages

• Thank you for contacting [Business Name]. We have received your message and will get back to you shortly. If you need immediate assistance, please call [Phone Number].

• Hi [Customer Name], thanks for contacting [Company Name]. Your inquiry has been registered, and you should expect a reply within two business days. If you’d like to opt in for updates, please click [here]. For urgent issues, call [Phone Number].

• Thank you for contacting us at [Business Name]. Your inquiry will be addressed within [Time Frame]. If you wish to unsubscribe from future updates, reply ‘no’ to this message.

• Hello [Customer Name], thanks for your message. We will get back to you as soon as possible. To opt in for our latest news, click [here]. For immediate help, call [Phone Number].

• Hi [Customer Name], thank you for reaching out to [Company Name]. regarding [x service]. You should typically receive a response within one business day. If you are inquiring about [z service], please expect a reply within three business days. If you prefer to unsubscribe from updates, please click [here].

• Thanks for contacting [Business Name]. We endeavor to respond to all inquiries as soon as possible. To opt in for exclusive offers, click [here]. For urgent assistance, call [Phone Number].

Now that you have seen some common auto-reply messages for contractors, read on to find out how to write effective business responses.

How Can You Write an Auto-Reply Message for Your Business?

Customers love personalization, and when it comes to auto-reply messages, it’s best to let the unique elements of your business shine through. 

If you run a contracting business and aim to infuse your auto-reply messages with personality, consider these six key tips:

• Keep it simple: Make sure that your automatic responses are straightforward. Communicate essential details such as why you can't respond immediately and when customers should expect to hear back from you. Sidestep over-elaboration; conciseness is king.

• Offer additional contact options: Always provide another way for clients to reach out—through a coworker's phone or email address—ensuring critical issues receive timely attention during your absence.

• Define response timelines: Being upfront about reply times sets clear expectations. Tell them whether they will hear back within hours, the next working day, or after the holiday break.

• Add human elements: Inject humanity into your message by using the client’s name and signing off with yours. It extends recognition and appreciation towards them.

• Be professional: Keep the language in check. Professional yet approachable tones positively mirror your business ethos while maintaining respectful dialogue.

• Incorporate useful links: Embed links directing to FAQs or support content within your message; this provides immediate substance for clients as they await direct communication from you.

Adhere to these guidelines, and even when not personally available, you will ensure ongoing effective engagement with those reaching out to your business.

Tips for Effectively Implementing Auto-Replies

Auto-reply messaging is a powerful tool for maintaining customer communication, but it’s important to implement it correctly. 

Here are a few tips for finding the right balance when messaging automation for contractors.

1. Integrate automated reply messages in daily operations

Incorporating automated reply messages into your daily routine can significantly uplift your customer communication game. ServiceTitan's comprehensive customer experience software dispatches appointment reminders and details about the technician heading over.

It’s no secret that texting wins hands down when it comes to the modern-day preference for updates and coordination, so leverage this by enabling built-in SMS features for seamless confirmation exchanges or rescheduling arrangements.

There's also an effortless way to boost those gleaming five-star reviews—automatic prompts requesting feedback post-service. 

The ServiceTitan Marketing Pro feature allows you to increase visibility and trust in your business by generating automated review requests.

The feature drives more customer engagement and improves your search rankings by ensuring that reviews and listings always reflect the quality of your service.

Plus, with all your reviews managed from the ServiceTitan consolidated feed, you can quickly respond to positive and negative feedback, showing customers you genuinely care about their experience.

With ServiceTitan Marketing Pro, businesses can match reviews to specific technicians, customers, and jobs. This means you can gain deeper insights into what’s driving customer satisfaction and where there’s room for improvement.

By integrating these elements into the fabric of your operations, you're not just keeping pace with customer expectations but enriching their overall service journey with timely information and interactions.

2. Give users the option to opt out

Including an opt-out or unsubscribe option is important so customers can decide whether to continue receiving emails or texts. 

With a feature like ServiceTitan’s Marketing Pro, customers can easily choose which communications they receive, allowing targeted campaign ideas to be more aligned with their needs and interests.

For example, a customer may opt out of receiving newsletters while remaining open to service reminders and special offers.

ServiceTitan gives you a targeted approach that enhances engagement and ensures customers only receive relevant and welcomed messages.

3. Use automatic messages for customer retention

Maintaining a strong connection with your clients is key to keeping them coming back for more. 

Think of automatic messages as little digital assistants that help you keep the conversation going, even when things are quiet on the business front. 

By setting up regular check-ins and maintenance reminders, your team stays active all year round—it's like having an extra set of hands ensuring customers see continuous value in what you offer.

ServiceTitan offers an automated SMS service tailored for recurring service follow-ups. It's all about convenience: Send out text updates automatically, which means less time on calls or recording voicemails from scratch.

Your customers get those just-in-time nudges they need without fail, which leads to booked calendars and peace of mind because they know you've got their back consistently in looking after their maintenance needs.

How Can I Set Up an Automatic Reply Message?

Even when your business is closed, setting up automatic reply messages means your customers always feel acknowledged.

Setting up an autoresponder in ServiceTitan is a breeze:

1. Enable Chat – Ensure the chat feature is enabled in your ServiceTitan account.

2. Settings Menu – Jump into the settings menu via the navigation bar.

3. Access Chat Settings – On the side panel, click Communication > Chat > Autoresponder.

4. Enable Autoresponder – Toggle to the green position to turn on the Autoresponder

5. Write Your Message – Create your message or use one from this article.

6. Schedule It – Define the hours for the Autoresponder that align with your business’s operating hours. 

That's it! Now, the ServiceTitan autoresponder feature will send one automated message per customer every 24 hours, helping you manage your customer communications easily and efficiently.