A client writes when it's convenient for them, not when you're available. An auto reply doesn't replace you, but it keeps the person engaged: they know their message was received and when to expect a response. The WhatsApp Business app has three tools that can be set up in just a few minutes.
What Auto Replies Are Available in WhatsApp Business?
Tool | When It Triggers | Purpose |
|---|---|---|
Welcome Message | First contact from a new client | Set the tone and ask a key question |
Out of Office Message | Outside of scheduled hours | Provide a response timeframe to keep the person informed |
Quick Replies | Triggered manually by your command | Avoid typing the same thing repeatedly |
The first two work automatically, while the third provides templates for you. Don't confuse them: a quick reply won't keep anyone engaged at night.
What to Write in the Welcome Message?
Avoid saying, "Thank you for reaching out, we will respond soon." This phrase conveys nothing and reads like an auto reply, implying the absence of a person.
A more effective structure is shorter: confirm receipt and immediately ask one question that will expedite the process. For example: "We're here, responding by 8 PM. Please let me know which service you're interested in and for what date, so I can provide a price right away."
The question in the auto reply pays off: by the time you get to the chat, you'll already have the details.
What to Write for Out of Office Messages?
The key here is to provide a specific timeframe. "We will respond shortly" means nothing; "we will respond by 11 AM tomorrow" keeps the person informed. They understand whether to wait or look elsewhere.
If you have online booking or a link to a FAQ, the night is the best time to provide it: the client can leave details themselves, and in the morning you won't be starting from scratch.
What Do Auto Replies Not Solve?
They manage expectations but not content. A person still writes "hello" or "how much does it cost," and in the morning you still start with clarifications.
This part can be fixed earlier, before the chat. A short path of two or three questions between the button and the chat collects the service, timeframe, and details in the first message. Then the auto reply confirms receipt of a complete request, not just a blank greeting. That's how Mate works.
Common Mistakes
Schedule does not match reality. The auto reply promises a response by ten, but you open at twelve.
Promise of a timeframe that is not met. One missed deadline is worse than having no deadline at all.
Long text. Auto replies are read quickly; three lines is the maximum.
Greeting without a question. A missed opportunity to gather details while you're unavailable.
Set it and forget it. Business hours change, but the message remains outdated.
Frequently Asked Questions
Are auto replies available in regular WhatsApp?
No, only in the WhatsApp Business app. It's free, your number remains the same when switching, and your chat history is preserved. In addition to auto replies, you'll get a company profile, business hours, and a QR code.
Do auto replies seem intrusive?
Silence is what feels intrusive. People are fine with auto replies if they are short, specify a timeframe, and don't pretend to be a live person. The opposite is irritating: a cheerful message from a "manager" who only responds in the morning.
Does the welcome message come every time?
It's designed for the first contact and for returning after a long pause, not for every message in the conversation. That's why it should include a question: it won't bother a regular client.
How quickly should I respond in a chat?
The faster, the better the chance of closing a deal, but predictability is more important. A stated and met timeframe works better than random instant replies mixed with days of silence.