WhatsApp auto reply message: how to send automated messages
TL;DR: Quick Summary
Customer impatience: 53% of visitors leave if a webpage doesn’t load in 3 seconds, highlighting the need for fast responses in customer service.
WhatsApp auto-reply benefits: Provides immediate responses to customer queries, improving satisfaction and freeing up time for businesses.
WhatsApp versions: The Business app offers basic automated messages (away, greeting, quick replies), while the API allows advanced automation like chatbots, autoresponders, and custom triggers.
Best practices: Keep messages short, friendly, specific with timelines, and personalized with customer details to enhance engagement.
Advanced use: WhatsApp Business API supports AI-driven automation, lead qualification, and integrating with CRMs to scale customer support and sales.
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. When it comes to customer service, customers are particularly eager for your reply. 61% of customers would not come back if they had a terrible experience.
Having a WhatsApp auto reply bot can greatly benefit businesses by providing immediate responses to customers' questions and concerns. This not only improves overall customer satisfaction but also frees up time for businesses to focus on other tasks.
What is WhatsApp auto reply?
WhatsApp auto reply allows you to set up auto-triggered messages to lessen the workload and save costs. For example, creating away messages to inform your customers instantly that you're OOO and let them know when you can get back to them.
There are 2 versions of WhatsApp for you to send WhatsApp automated messages: WhatsApp Business free app and WhatsApp Business API.
WhatsApp Business free app - allows small businesses to send 3 different automated responses to customers: away messages, greeting messages and quick replies (predefined messages that you can quickly send in response to frequently asked questions).
WhatsApp Business API - On top of creating WhatsApp chatbots, you can also define the scenarios or keywords according to the situation. You can have pre-set template messages, also called autoresponders, automatically triggered. These relevant automated messages on WhatsApp can create value for your customers beyond office hours or before your agents step in.
WhatsApp Business automated messages can be a great additional tool for your marketing, sales, or support team. No matter if it's for chat routing or lead qualification, you can guide customers through the automated flows.
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How to set up an auto reply on WhatsApp Business app?
You can set automated away messages when you are busy, out of the office, or away from your phone. This feature lets you:
Automatically send a default message to all or some of your contacts.
Schedule away messages for specific times, like outside of your business hours.
1. To set away message:
Go to More options > Business tools > Away Message.
Turn on Send Away Message.
Under Away message, select the message to edit it, then tap OK.
Options for scheduling message:
Tap Schedule to set a time for your away message. Choose from the following options:
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:
Tap Recipients to filter contacts who should receive your away message. Choose from the following options:
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.
Not sure what how WhatsApp Business can help? Here's everything you need to know about WhatsApp Business.
2. How to set up WhatsApp Business greeting messages?
You can set up an automated greeting message on WhatsApp for your first-time customers to engage with them in a friendly and professional way. Here’s how you can use WhatsApp Business greeting messages:
Send instant replies when a customer reaches out to you, ensuring quick engagement without awkward delays.
Reconnect with customers who haven’t interacted with you in over 14 days to revive leads and maintain relationships.
These automated messages on WhatsApp can have a better opening rate compared to email marketing campaigns.
To set greeting messages:
Go to More options > Business tools > Away message.
Turn on Greeting message.
Stat editing by tapping the 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 settings page of the greeting message.
94.5% of internet users aged 16 or older use messaging apps each month. – HubSpot marketing statistic
3. How to set up quick replies in WhatsApp Business
WhatsApp quick replies are the pre-saved message in the WhatsApp Business app. It allows you to quickly answer frequently asked questions by typing a short keyword or shortcut rather than retyping the same text 100 times a day.
Setting up these shortcuts is a massive time-saver for human agent to ensures a consistent brand voice and lightning-fast response times.
Open the WhatsApp Business app and go to Settings > Business Tools > Quick Replies.
Tap Add (+).
Input your full message and assign a Shortcut (e.g., /thanks).
Click Save. In any chat, type / followed by your shortcut to instantly populate the message.
*The standard WhatsApp Business app allows for a maximum of 50 quick replies.
WhatsApp auto reply messages best practices
No matter which version of WhatsApp you’re using, 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:
Be specific with timelines: Avoid vague phrases like “as soon as possible.” Instead, give a concrete window (e.g., “we’ll get back to you within 12 hours”) to manage expectations and reduce customer anxiety.
Establish a style guide: Keep your brand voice consistent.
Use a friendly, approachable tone.
Avoid “corporate-speak” or industry jargon.Keep sentences short and easy to read.
Define the “next step”: Tell the customer exactly what to do while they wait. Whether it’s browsing a catalog or knowing a report is being generated, giving them a “What’s Next” increases confidence and retention.
Personalize with variables: Use dynamic tags to include the customer’s name (e.g., “Hi [name]!”). Even in an automated message, a personalized touch makes the customer feel seen rather than just another ticket number.
Offer alternative contact methods: if the matter is urgent, don’t leave them hanging. Provide links to your store locations, a direct phone number, or other social channels like Instagram or Facebook Messenger.
Leverage visual elements: Don’t just send a wall of text. Attach images, posters, or helpful infographics to your auto-replies. Visuals boost engagement rates and help convey information faster than a paragraph.
9 WhatsApp Business auto reply bot 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!
Welcome Message (lead qualification)
Sample 1
Hi [customer name] ! Welcome to [Brand Name] ✨. We’re so happy you’re here!
What can we help you find today? Tap a button below and we’ll get a specialist on it right away!
[Button: 🛍️ Shop New Arrivals] [Button: 📦 Track My Order] [Button: 💬 Speak to Support]
Sample 2
Hey [customer name] ! Ready to find your perfect match? 😍 Tell us what you’re looking for so we can send over some personalized recommendations!
[Button: 👗 Women's Fashion] [Button: 👕 Men's Fashion] [Button: 🎁 Gift Ideas]
Holiday out-of-office message examples
Sample 3
Happy [Holiday Name]! 🎄 Our team is taking a little cocoa break until [Date].
Want to keep shopping? You can browse our latest collection at our website! Our AI Shopping Assistant is online 24/7 to help you find the perfect fit. 👇
[CTA button: your website link]
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!
Sample 5
Happy Holidays from [Brand Name]! 🎁 We are OOO until [Date], but we didn't want to leave you empty-handed.
Use code JOY20 at checkout for a little treat on us while we're away! 🍬
Appointment Booking/Rescheduling
Sample 6
Ready for your glow-up? ✨ Book your consultation session for FREE with us now.
Click 'Book Now' below and fill in the form to secure your slot.
[Button: Book Now] (WhatsApp Flow)
Sample 7
Need to move your appointment? 🔄
Just tap the button below to choose a new time that works for you. We’ll update your booking on the spot!
[Button: Reschedule] (WhatsApp Flow)
Read the WhatsApp Flows article to see how you can elevate customer experience with the native forms.
Support Inquiries
Sample 8
Hey there! 👋 Our Support Squad is currently helping other shoppers, but we want to get you sorted ASAP!
Is your inquiry about one of these common topics? Tap a button below for an instant solution. If not, just hang tight—we’re on our way!"
[Button: Where is my order?] [Button: Start a Return] [Button: Size Guide]
Sample 9
Oh no! We’re sorry to hear you’re having trouble. 🛠️ We want to fix this for you right now.
To help our experts jump straight to the solution, could you please provide a quick photo or video of the issue?
We’ll be reviewing it and jumping into the chat in just a few minutes!
Limitations of WhatsApp Business app auto replies
While the WhatsApp Business App is free, there are limitations to the features provided. Some features are not included, such as:
Comprehensive automation
Message templates
Integration with CRM
Support for third-party applications
This is because 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, or an AI agent to help reply and qualify customers.
Other than that, only WhatsApp Business API supports blue tick verified business profiles for free, making it more reliable and trustworthy for your customers.
Solution: Go beyond basic automated messages with WhatsApp Business API chatbot
Understanding the types of chatbots for WhatsApp
While simple auto-replies are great for greeting customers, choosing the right chatbot architecture determines how much of the "heavy lifting" your business can actually automate.
Rule-based chatbots: these are the most common. They follow a strict "if-this-then-that" logic. They work best when you provide customers with clear options (like buttons) to click. They only provide canned response and can’t handle unexpected questions.
AI chatbots: These use Natural Language Processing (NLP) to "read between the lines." They don't need buttons because they understand human intent, slang, and context. They learn from every conversation to become more helpful over time.
Hybrid: The most efficient choice for b2c. Use rules for structured tasks (like booking) but switch to AI chatbots for complex, open-ended inquiries, giving you the perfect balance of speed and intelligence.
Discover the power of WhatsApp with SleekFlow!
Unleash your full potential with WhatsApp Business API. Your customers are waiting!
JomCharge accelerated response times using WhatsApp API
JomCharge, a leader in Malaysia’s EV infrastructure, handles over 1,200 monthly inquiries but struggled with operational inefficiencies. Traditional reliance on voice calls, emails, and a limited WhatsApp Web interface caused delays, capped agent accessibility, and prevented scalable support.
They implemented SleekFlow’s WhatsApp Business API. Key features included unified team access for multiple agents and contextual automation with pre-filled diagnostic data.
Response time improved by 95%.
Issue resolution speed doubled.
Customer satisfaction scores were 2x higher thanks to automated feedback loops.
Over 1,200 monthly enquiries were handled efficiently.
Before SleekFlow, we occasionally found conversations left unattended for hours due to limitation by previous system. Now, our average response time has improved by at least 95%.
Edward Toh
Senior Customer Experience Manager, JomCharge
Benefits of a WhatsApp API chatbot
If you run a medium or large size, and need an efficient solution to deal with all the messages that you receive, That’s why you need am official WhatsApp Business Solution Provider (BSP) to access advanced WhatsApp marketing tools:
Interactive messages: list messages, reply buttons, WhatsApp forms, WhatsApp carousel template, etc
WhatsApp Broadcast: Blast marketing message via WhatsApp beyond 256 recipients
Automated messaging rules and workflows with third-party app integrations and webhook calls
Lead generation tools: AI agents to qualify leads, suggest products, book meetings, or update your CRM
How to set up the WhatsApp auto reply chatbot via WhatsApp Business API
Other than setting “leaving message” and “greeting message,” you can explore more. The setup process varies by solution provider.
With SleekFlow, you could:
Create template messages to greet first-time customers: use pre-approved Meta templates to ensure your first touchpoint is professional and compliant.
Create automated WhatsApp chat flows: design a logic-based journey that guides customers through the shopping process, from product discovery to checkout, without human intervention.
Go beyond canned replies with an agentic AI chatbot: deploy an intelligent bot that doesn't just follow a script but actively solves problems.
These bots can:
Qualify leads: ask the right questions to determine if a customer is ready to buy.
Provide personalized recommendations: suggest products based on a user’s previous chat history or specific needs.
Handle complex FAQ: understand context and nuances to answer questions that a standard bot would miss.
Automate data entry: instantly update your CRM or database with the information gathered during the conversation.
Shopify integration: connect your AI agents directly with Shopify to access product catalog, inventory and other Shopify data
Elétron Seguros streamlines WhatsApp Support with SleekFlow AI
Elétron Seguros, a Brazilian insurtech specializing in insurance for photovoltaic systems, was facing operational challenges while scaling their WhatsApp support channel. With the rapid growth in the solar energy market, the company was handling an increasing volume of customer inquiries but struggled with inefficiencies and lack of visibility.
By implementing SleekFlow’s WhatsApp Business API, Elétron Seguros automated customer interactions through AI agent. This solution ensured that repetitive inquiries were resolved instantly, maintaining consistency and accuracy.
80% of conversations resolved by AI
20% of cases were intelligently handoff to humans with full context preserved
Today, AgentFlow does all of that automatically — the first contact, the qualification, and the demo scheduling…”
Andre Zacarias
Head of Sales at Checkmob
Ready to transform your WhatsApp into a 24/7 sales machine?
Moving to the WhatsApp Business API isn't just about sending more messages—it’s about creating a frictionless experience that turns casual inquiries into loyal customers with Agentic Commerce.
Test-drive our AI agent: Discover how easy can you build an AI agent for WhatsApp understand your customers better than a keyword-based bot ever could.
Consolidate your inbox: Manage WhatsApp, Instagram, Facebook, TikTok messages in one unified place, with AI coaching right alongside your inbox.
Turn conversations into customer intelligence: Use AI-driven Topics Analytics and CSAT tracking to monitor quality, uncover patterns, and continuously improve performance across every interaction.
Want to outcompete your peers with SleekFlow's help?
Book your personalised demo with SleekFlow today and unlock the potential of seamless communication
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