WhatsApp Auto-Reply Message Examples: Pre-written Messages
Whether an automated response works well depends more on the text you write than on the setup. There’s a big difference between a cold “Your message has been received” and “Please provide your order number, and we’ll get back to you today.” In this article, you’ll find pre-written messages for welcome messages, after-hours responses, pricing, shipping, complaints, and transferring to a representative. Customize the messages to fit your business; the business names in the examples are fictional. Setup steps are explained in the article on creating an auto-reply bot.
Rules for a Good Auto-Response
- Keep it short. Don’t exceed three or four lines on a phone screen.
- Set expectations. Specify when a response will be provided.
- Indicate the next step. What should the customer type?
- Leave room for human interaction. Indicate how to reach a representative.
- Don’t hide the fact that it’s a bot. If necessary, state that it’s an automated response.
Welcome Messages
In WapFlow, if you select the “First-time senders” audience and apply the match to every message, the rule will only work for new contacts.
General
Hello, welcome to Lale Florist. How can we help you? You can type “price” for pricing or “address” for the address. Type “representative” to speak with a representative.
Service Business
Hello, welcome to Kuzey Car Wash. To schedule an appointment, please specify your vehicle type and preferred date, and our team will get back to you.
Previous Customer
Hello again. We’ve received your message and will get back to you as soon as possible.
Messages Outside Business Hours
Hello, we are currently outside of business hours. We are open Monday through Friday from 9:00 AM to 6:00 PM. We’ve received your message and will get back to you first thing tomorrow.
We’re closed today. We’ll get back to you starting at 9:00 AM on Monday. If it’s an emergency, you can call 0212 000 00 00.
If you select the “Out of Business Hours” message in the WapFlow Business Hours settings, this text will be sent to each person once per out-of-business period. The example phone number is for illustrative purposes only; please enter your own number.
Frequently Asked Questions
| Keywords | Sample Response |
|---|---|
| price, fee, how much | We’re sending you our price list. You can describe your needs for a custom quote. |
| address, location, where | Our address: Cumhuriyet Avenue No. 12. We’re open weekdays from 9:00 AM to 6:00 PM. |
| hours, are you open | We’re open weekdays from 9:00 AM to 6:00 PM and Saturdays from 10:00 AM to 3:00 PM. |
| Shipping, delivery | Orders are typically shipped within two business days. Please provide your order number so we can check the status. |
| Returns, Exchanges | To request a return, please provide your order number and the reason for the return; our team will assist you. |
| Payment, Bank Transfer | Our team will share payment options with you. Please do not enter your card information here. |
The times and addresses in the table are examples. Keep the information up to date; incorrect prices or timeframes are the most common issues with automated responses. In WapFlow, you can send images and videos in addition to text in your responses. It’s convenient to include a price list as an image.
Post-Sale and Campaign Responses
The person who said “Yes”
Thank you. I’m sharing the details below. If you have any questions, feel free to message us—a member of our team will get back to you.
Someone requesting a catalog
We’re sending our catalog as an attachment. If you let us know the name of the product you like, we’ll check its availability.
Customer Expressing Thanks
You’re welcome—thank you for choosing us.
Be careful with short words like “yes.” Using an exact match prevents words in a sentence from accidentally triggering the rule. Use “Test the Bot” to see if the rule conflicts with real questions.
Complaints and Support Requests
Automatic responses to complaints should not promise a solution but should redirect the customer to a human representative.
We’re sorry for the issue you’re experiencing. We’ve forwarded your message to our representative. They’ll get back to you as soon as possible.
We are directing you to a representative. You will no longer receive automated responses in this chat.
Add phrases such as “representative,” “customer service representative,” “I want to speak with a human,” or “complaint” to the “I want to speak with a human” request setting in WapFlow. Write the text above as the response that will be sent to the customer. The bot will pause in that chat, and you’ll receive a notification.
Unsubscribe Responses
Your request has been received; you will no longer receive messages.
This sentence is the default confirmation text for the STOP/DUR block and can be changed in Settings. If this setting is not enabled, the user will not be automatically blocked even if they type “STOP,” so we recommend enabling it. Do not add any new promotional content to the confirmation text.
Example of an AI Instruction
If you’re using an AI response, a clear instruction reduces the risk of incorrect answers, but does not eliminate it.
You are a customer service representative at Lale Florist. Provide short and polite responses in Turkish. Base your responses solely on the information below. If information is unavailable, do not make anything up; instead, say, “Our team will get back to you regarding this matter.” Do not ask for payment information. Business hours: Weekdays 9:00 AM–6:00 PM. Delivery: Same-day delivery within the city for orders placed by 3:00 PM.
If you add more information, keep it up to date. Your business is responsible for the responses given to customers.
Common Mistakes
- Sending the same automated response to every message. It’s annoying for someone to receive a “welcome” message three times.
- Using overly broad keywords. Words like “available” trigger messages constantly.
- Setting rules in the wrong order. The response for the first rule to trigger is sent; move special rules to the top.
- Flooding the response with links.
- Saying “We’ll get back to you right away” and then not responding for hours.
You can refer to our customer support guide to plan the entire support process. We have a template ready for campaign messages.
Brief Examples by Industry
The texts below show how the basic rules can be adapted to different industries. Replace the business names and information to suit your own situation.
Hair and Beauty
Hello, please specify the service type, preferred day, and time for your appointment. Our team will check availability and confirm your appointment.
Clinic
Hello, thank you for your message. Our team will review your appointment request. In case of an emergency, please contact a healthcare facility or call 112.
Education and Courses
Hello, please specify the field you’re interested in and your age group to receive information about our courses. We’ll send you the program details.
Auto Service
Hello, please provide your vehicle’s make, model, and the issue you’re experiencing. One of our mechanics will contact you to schedule an appointment.
Insurance and Consulting
Hello, your request has been received. One of our experts will contact you during business hours to provide a personalized assessment. Please do not send sensitive documents through this channel.
In fields such as healthcare, law, and finance, automated responses should not provide advice. Their sole purpose should be to gather information and direct you to the appropriate person.
Before Publishing the Text
Test every rule using “Test the Bot.” Enter different sentences a customer might type, and correct any words that trigger an incorrect rule. Check how the message appears on the phone and review the responses received during the first week. The rule simulation on the bot test screen does not send messages, so you can test as much as you like.
Frequently Asked Questions
How do I set up an automatic reply on WhatsApp?
You can set up a welcome message and an “away” message in the WhatsApp Business app. For keyword-based replies, you’ll need a tool like WapFlow or an official API-based solution.
How long should an automated reply be?
Three or four lines are sufficient. Send longer information as an image or attachment.
How do I figure out which words the bot should respond to?
Review past chats. Add customers’ own words and spelling mistakes to the list.
Should I use emojis?
Use them sparingly if they fit your brand’s tone. Don’t use them in responses to complaints.
