WhatsApp Chatbot Automated Reply - The Quickest Reply You Can Get

53% of mobile website visitors will leave if a webpage doesn’t load within three seconds. - Google 

The above research well illustrates that people nowadays are too spoiled to wait. In other words, replying to your clients in just a second is not a saying but rather a reality. Remember when you got your message from your credit card company once you signed your dinner bill or the notification you received the second after you checked out your online shopping cart? Seriously, everyone, every sector has utilized this auto reply function through different media and autoresponders are always more popular. 

When it comes to customer service, no matter if it’s for some urgent product issues or the first-ever product inquiry, customers are particularly eager for your reply. Busy clients would not cater to your working hours. They might assume the inquiry is overlooked as long as it is not yet acknowledged. 61% of customers would not come back if they had a terrible experience. 

That’s why auto reply or automated messages are helpful. Immediate acknowledgment does not just ensure clients, and its automatic nature can lessen the workload and hence save cost. have you ever thought to have WhatsApp Business automated messages and how that can support your clients relationships?

What is WhatsApp auto-reply?

One of the perks of using WhatsApp Business is this mighty tool called auto reply. Whether you're using the WhatsApp Business web, mobile app or WhatsApp API, you are able to set up WhatsApp auto reply bot or automated messages to help you stay connected to your customers 24/7.

If you're using the free WhatsApp Business app, you can create away messages that inform your customers instantly that you're OOO and let them know when you can get back to them.

With WhatsApp Business API (the paid version), you can do much more with auto reply. On top of creating template messages, you can also define the scenarios or keywords in which certain pre-set template messages are automatically triggered, also called autoresponders. This allows you to send relevant automated messages on WhatsApp and create value for your customers beyond office hours. WhatsApp Business automated messages can be a great additional tool for your Marketing, Sale or Support team - you can use the service for whatever you need it for.

Not sure what how WhatsApp Business can help? Here's everything you need to know about WhatsApp Business-need-to-know.

There is an auto reply built-in function you should leverage for your WhatsApp Business account. It is free of charge, so no harm to try anyway! 

How to set up away message on WhatsApp for business?

You can set automated away messages when you are busy, out of the office, or away from your phone. A default message will be generated and delivered automatically to all or some of your contacts. You can also set schedule away notifications at a particular time, such as during non-business hours.

To set away message:

1. Go to Settings > Business Tools > Away Message

2. Turn on Send Away Message

3. Start editing by tapping message under MESSAGE!

Options for scheduling message:

• Always send: send an automated message any time.

• Custom schedule: send an automated message only at a specific time.

• Outside of business hours: send an automated message only during non-business hours. You have to set up in business profile first. 

Options for target recipients:

• Everyone

• Exclude my contact: send away messages to contacts outside the address book.

• Everyone except not to send away messages to some selected contacts.

• Only send to: Only send away messages to selected contacts.

Do be aware that away messages can only be sent when there is an internet connection.

How to set up WhatsApp Business greeting messages?

You can set up an automated greeting message on WhatsApp for your first-time customers so that you can engage with them without being awkward. Apart from sending automated replies when your customer approaches you, you can also utilize this function to contact customers that have not been in touch with you over the past 14 days to reheat the leads. These automated messages on WhatsApp can have a better opening rate, comparing to email marketing campaigns.

To set greeting messages:

1. Go to Settings > Business Tools > Away Message

2. Turn on Greeting Message

3. Stat editing by tapping message under MESSAGE!

Options for target recipients:

• Everyone

• Exclude my contact: send away messages to contacts outside the address book.

• Everyone except not to send away messages to some selected contacts.

• Only send to: Only send away messages to selected contacts.

Remember to save all options you selected before leaving the setting page of the greeting message.

WhatsApp auto reply & messages best practices

Setting up an automated reply function on WhatsApp is not rocket science but what takes you great strength is crafting the content as the message itself is a brand touchpoint.  While a lengthy statement is not a common practice in social messaging, you have to precisely convey your ideas and information using a short number of lines for WhatsApp auto reply messages.

Let’s dive right into some practical tricks:

The first rule:

Don’t say, “We will reply to you as soon as possible.”
Say, “We will be replying within 12 hours.”

Second, set your messaging style guide.

Unifying the language tone and message structure will strengthen your brand image and allow your customers to relate the content to your business immediately.

• Use appropriate wordings.

• Avoid using industry jargon.

• Apply a friendly tone throughout the whole message.

• Use straightforward and understandable language.

Third, tell customers your next step.

Telling your customers the “what's next” option will enhance customer’s confidence in your business and hence, a higher retention rate. For instance, you can send a report to your customers within three days after the complaint is lodged. This can convince your consumers your company is well-prepared. Their opinions are heard and actions will be taken.  

Fourth, personalize your automated message on WhatsApp.

Maintaining a friendly relationship with your customer is vital for your company’s success. Creating an excellent client experience can encourage word-of-mouth promotion and expand your customer base through your customers! You can personalize your automated message with no sweat by simply adding your customer’s name to it, while this can already wield a massive impact on making your customer feel good.

Fifth, provide an alternative contact method.

Instances are store locations and phone numbers. 

Sixth, integrate visual elements. 

55% of B2C (Business to Customer) content creators indicated that visual elements should be prioritized. Indeed, most people prefer looking at photos more than an enormous paragraph of wording.

Bonus template: 

Hey{Name}! I am your dedicated helper! Please enter the number to select your language. 

 [1] 中文
 [2] English

WhatsApp auto reply & messages limitations

While the WhatsApp Business App is free, there are limitations to the features provided. Comprehensive automation, message templates, integration of CRM, and other third-party applications are not available as WhatsApp Business is designed to cater to local small businesses.

For example, business owners can only set the away message for predefined off-work hours, unlike WhatsApp Business API which offers a 24-hour working chatbot.

Other than that, only WhatsApp Business API supports verified business profiles, making it more reliable and trustable for your customers. 

For a more detailed explanation, you can check out the differences between WhatsApp Business and WhatsApp Business API.

Solution: WhatsApp Business chatbot

What are the upsides of WhatsApp chatbot combo?

However, don’t be over-excited about what a chatbot can do.  It has also got its downsides. As mentioned, there are only two types of built-in auto reply templates, and it is not always easy to access WhatsApp customer support directly in case anything goes wrong. 

That’s why you need a third-party expert platform like SleekFlow. When you integrate WhatsApp Business API with an all-in-one omnichannel messaging solution powered by SleekFlow, the official WhatsApp Business Solution Provider (BSP), you can access these powerful WhatsApp marketing tools:

• Interactive messages: list messages, reply buttons

• WhatsApp Broadcast

• Multiple logins

• Chatbots

• Automated messaging rules

• Whatsapp autoresponder

• Lead generation tools

• Product catalog

• Payment links

• Integrations

How to set up the WhatsApp chatbot via SleekFlow

Other than setting “leaving message” and “greeting message,” you can explore more. On the SleekFlow platform, you could set up a template message to greet first-time customers.You can also have your own automation tab in WhatsApp via SleekFlow and plan all the automated messages you want.

You can refer to the template below: 

Hi, I am your dedicated assistant. 🤖💪 It’s so lovely to meet you here!

⚡️ We would like to handle your inquiry as soon as possible. Please select the services below by entering the number. You can come back to the main page by typing [0] anytime. 

1. General inquiry

2. Address of stores 

3. Product information and pricing

4. 24-hour aftersale support

5. Other suggestions 

• Instagram 

http://www.Instagram.com/abccompany

• Official Website 

http://www.abccompany.com

Using the above example, when the customer enters [3], your auto reply message could be a photo of your product catalog or a YouTube link to a product introduction video. When entering [5] the autoreply message could be directing your clients to file suggestions to a particular channel: 

Hi, please send the information below to customer.relations@abccompany.com. We will process your email in 3-5 working days. We are so excited to hear from you! 

Name: 
Contact Number: 
Related issue: Customer service/ Products/ Others 

With auto replies, you could streamline the process and reply to your customers timely and effectively! 

9 WhatsApp Business auto reply messages examples

Are you scratching your heads thinking about what to write for the away and greeting messages? If you’re using WhatsApp business, these are probably some best WhatsApp automated messages samples for you!

After-hour message examples

Sample 1

Hi there! Thank you for reaching out to [your business name].

Our office hours are from [your operating hours], but we will get back to you as soon as possible!

Sample 2

Thank you for getting in touch with [your business name]!

However, we are currently closed from [your operating hours]. Please leave us a message, and we will get back to you as soon as we can.

Thank you for your understanding, and have a nice week ahead!

Holiday out-of-office message examples

Sample 3 

Happy [holiday name]! [Your business name] is currently on a break till [resume date].

You may browse through our online catalog for now, and we’ll get back to you soon!

Sample 4

Wishing you a happy [holiday name]. Your inquiry has been received, and someone will reach out to you soon. For urgent assistance, please call [your business contact number].

Thank you, and enjoy your holiday!

Service outage notification examples

Sample 5 

Thank you for your message.

For your information, [your business name]’s website is currently under construction until [end date]. Please drop us a message or contact us through [your business contact number] for this period of time.

Your patience and support are very much appreciated. Have a great day!

Sample 6

Hi, thank you for reaching out.

We would like to inform you that there might be some delay in our product delivery as [your business name] is having logistic upgrades to better serve our customers.

We apologize for any inconvenience caused, and thank you so much for your understanding.

Greetings message examples

Sample 7

Hello! Thank you for your message.

We are currently having a high volume of inquiries, but we will try to get back to you as soon as possible. Meanwhile, you can visit our website for related information: [your company website]

Thank you for your kind patience!

Sample 8

Hi! Thank you for contacting [your business name].

May I know how we can assist you?

Sample 9

Good day!

Thank you for your interest in [your business name]. Our customer service assistants will reach out to you within the next 24 hours.

To find out more about our products and services, check out our website at [your company website].

Talk to you soon!

Why use WhatsApp auto reply?

The essence of WhatsApp auto reply is acknowledgment. The beginner version is to show the status. For instance, if your customer service officers are offline or the line is busy, and they expect response time. After all, you just need to ensure the customer that he or she is talking to someone.

WhatsApp auto reply can also be used for the aftersale follow-up. After the inquiry is processed, the chatbot can continue the conversation with customers to show that your company values them. 

What are the purposes of WhatsApp auto reply?

To summarize, the virtue of WhatsApp auto reply is to be “fast.” It enables enterprises to support consumers’ requests or inquiries quickly. It also forms a part of the customer service escalation process. When some queries require elaboration and discussion, the conversation can be route to a live agent.

Consumers will be notified if their ticket is in progress or finished. The process will hence be more transparent. Enterprises can continue to communicate with customers to boost their satisfaction and convert more sales opportunities.

Curious to see how the official WhatsApp Business API can interact between merchants and customers? Scan this QR code for an interactive user experience with SleekFlow’s automation functions.