Swapnika Nag
|
Feb 23, 2025
Automating WhatsApp responses can improve customer service, save time, and keep communication consistent. In this guide, we’ll walk through how to set up WhatsApp auto-replies and provide 25 practical examples you can use.
What is WhatsApp Automatic Reply?
WhatsApp auto-reply allows users to create automated responses for incoming messages. These replies ensure prompt and efficient communication, even when a business or individual is unavailable. Auto-replies can be used for customer inquiries, sales queries, appointment confirmations, and more.
Advantages of Using WhatsApp Auto-Reply
Enhances customer service – Customers receive immediate responses, improving satisfaction.
Saves time – Automates repetitive queries, reducing manual workload.
Keeps communication consistent – Ensures every customer gets a standardized, professional response.
Manages customer expectations – Informs customers about availability, working hours, or estimated response times.
How to Set Up WhatsApp Auto-Replies
1. Using WhatsApp Business App (Basic Automation)
WhatsApp Business App offers built-in automation features such as:
Away Messages – Automatically inform customers when you’re unavailable.
Greeting Messages – Send a welcome message to new customers.
Quick Replies – Pre-save and reuse responses for common questions.
Limitations:
Only supports basic automation.
Limited to one user per device.
2. Using WhatsApp Business API (Advanced Automation)
For businesses needing more advanced automation, WhatsApp Business API allows:
Automated notifications – Send order updates, reminders, and confirmations.
Chatbots – Handle inquiries, lead qualification, and support requests.
Limitations:
Only supports 1:1 chats (no group messaging).
24-hour response window.
Pay-per-message pricing.
3. Using Periskope (Advanced & Flexible Automation)
Periskope provides a powerful WhatsApp automation solution with:
Keyword-based auto-replies – Custom responses based on trigger words.
Supports groups and chats – Works on normal numbers without per-message costs.
Seamless integrations – Connects with CRM, ticketing, and eCommerce platforms.
Analytics and tracking – Monitor customer interactions and agent performance.
25 WhatsApp Auto-Reply Examples
Sales & Lead Generation
Inquiry Response:
"Hi [Name], thanks for reaching out! Our team will get back to you soon. Check out our catalog here: [link]."Product Details Request:
"Here’s the info on [Product Name]: [brief details]. Let me know if you have questions!"Pricing Request:
"Thanks for your interest! View our pricing guide here: [link]. Need a custom quote? Let us know."Lead Qualification:
"Hi! Can you share more about your needs? Reply with 1 for [Option A], 2 for [Option B], or 3 for a custom inquiry."Follow-up on Unanswered Queries:
"Hey [Name], just checking in! Do you need more details? Let us know how we can help."
Customer Support
Acknowledgment Message:
"We’ve received your query and will get back to you soon. Check our FAQs in the meantime: [link]."Ticket Creation Confirmation:
“Your support request has been logged. Ticket No: [#12345]. We’ll update you shortly!"Resolution Time Estimate:
"Thanks for reaching out! Our team will respond within [X] hours."Common FAQ Response:
"Here’s a quick answer: [FAQ Answer]. Need more help? Reply ‘Agent’ to talk to our team."Escalation Response:
"Your issue has been escalated. Expect a response within [X] hours. Thanks for your patience!"
Order & Delivery Updates
Order Confirmation:
"Hi [Name], your order #[12345] is confirmed! Track your order here: [link]."Shipping Notification:
"Your order #[12345] has been shipped! Expected delivery: [date]. Track it here: [link]."Out-of-Stock Notification:
"Sorry, [Product Name] is currently out of stock. We’ll notify you when it’s available again!"Order Cancellation Confirmation:
"Your order #[12345] has been canceled. Refunds (if applicable) will be processed in [X] days."Return & Refund Update:
"Your return for order #[12345] is received. We’ll process it within [X] days. Track updates here: [link]."
Appointment & Booking Confirmations
Appointment Confirmation:
"Your appointment is confirmed for [Date & Time]. Need to reschedule? Click here: [link]."Reminder Message:
"Reminder: Your appointment is on [Date & Time]. Reply ‘Reschedule’ to make changes."Booking Cancellation:
"Your booking for [Service Name] on [Date] has been canceled. Let us know if you'd like to rebook!"Waiting List Notification:
"You’re on our waiting list for [Service Name]. We’ll notify you if a slot opens up!"Post-Appointment Follow-up:
"Hope you had a great experience! Share your feedback here: [link]."
Event & Webinar Reminders
Registration Confirmation:
"Thanks for registering for [Event Name]! Details: [Date & Time]. Join here: [link]."Event Day Reminder:
"Reminder: [Event Name] is today at [Time]. Join here: [link]."
Feedback & Reviews
Request for Feedback:
"We’d love to hear your thoughts! Share your feedback here: [link]."Follow-up for Reviews:
"Enjoying our service? Leave a review here: [link]. Thank you!"
Promotions & Offers
Discount Announcements:
"Exclusive offer! Get [X]% off on [Product/Service]. Use code [CODE] at checkout!"
Best Practices for Crafting WhatsApp Auto-Replies
Keep messages concise – Short and clear replies work best.
Personalise responses – Address customers by name and tailor messages to their inquiries.
Maintain a professional tone – Be friendly yet professional.
Be transparent – Let customers know expected response times.
Why Choose Periskope?
All-in-One WhatsApp Management – Manage multiple WhatsApp numbers, automate responses, and track conversations from a single dashboard.
No 24-Hour Restriction – Unlike WhatsApp Business API, Periskope allows messaging beyond the 24-hour window.
Supports Groups & Communities – Engage with customers in both 1:1 chats and WhatsApp groups effortlessly.
Advanced Automation – Set up keyword-based auto-replies, schedule messages, and integrate with CRM or ticketing systems.
Cost-Effective – Uses normal WhatsApp numbers, eliminating per-message costs.
Frequently Asked Questions (FAQs)
Can I set auto-replies on my personal WhatsApp account?
Yes you can set auto replies on normal WhatsApp using Periskope.Can I set different auto-replies for different keywords?
Yes, Periskope allows you to configure keyword-based responses for both individual and group chats.Can I send auto-replies in WhatsApp groups?
WhatsApp Business API does not support group messages, but Periskope allows automated replies in both chats and groups.
Automating WhatsApp replies improves response times, enhances customer satisfaction, and streamlines communication. Businesses can choose from the WhatsApp Business App for basic automation, the API for structured messaging, or Periskope for full-featured automation with group support and analytics.
