Are you losing business opportunities from missed calls? Or spending too much time responding to repetitive inquiries? Here’s an easy solve: set up an automated text response with customized SMS messages.
What is an automated text response?
An automated text response or automatic text reply is a pre-written message automatically sent to individuals who call or text a specific phone number. Depending on the tool, you can send different types of auto responses based on specific conditions.
What are the benefits of automated text responses?
Every call and text matters when you’re a growing business. But as an entrepreneur or small business owner, you have to prioritize where to spend your valuable time and resources. This means using the right tools to offload simple manual tasks and boost operational efficiency.
By setting up an automated text message response, you’ll be able to:
- Respond immediately even when you’re busy.
- Create a memorable first impression on first-time callers with a professional yet personal text response.
- Reduce the risk of losing prospects to competitors.
- Provide callers with important information about the business, such as operating hours, alternative support channels, etc. (for after-hours calls).
- Save time and resources from manually responding to repetitive inquiries.
- Promote brand visibility by including images, custom text, and hyperlinks.
What are some examples of auto-reply texts for businesses?
Depending on the conditions of the missed call or text you’re responding to, your automatic text reply should be customized accordingly. Here are two common use cases with examples of customized auto-reply texts for each.
Acknowledgement
- Hi! Thank you for contacting us. Our team will be in touch within 24 hours, but for immediate assistance, you can reach us through the live chat on our website [link]. Warm regards, the [your business] team.
- Hello! Thank you for reaching out. We’re currently a bit busier than usual, so we may need a little more time to respond. In the meantime, please browse our FAQs [link] — you might find the answer you're looking for there. We’ll get back to you as soon as we can!
After-hours
- Hey there! We’re currently closed, but we’ll get back to you during our office hours: [days & times]. Meanwhile, please visit our website [link] for more information about our products and services. You might also find the answer you need in our FAQs [link]. Speak soon!
- Hello! Thank you for calling. Unfortunately, you've reached us outside of business hours and our support agents are currently away. Our team will respond to you during business hours from [day] to [day], between [time] to [time]. For urgent assistance, please contact us via the live chat on our website [link].
How to set up automated text responses with Grasshopper
With Grasshopper, you get all the communication tools you need to sound big and grow bigger, including our super helpful instant response feature. Being able to automatically respond to new callers means you can win more business — not less — when you’re busy.
And it’s so easy to set up!
- First, sign up for a Grasshopper plan.
- Enable SMS texting to use instant response.
- From the mobile app, select Settings from the bottom right.
a. Select Instant Response.
b. Choose the phone number you want to set up and then select Edit.
c. Enter your new instant response message and then select Save.
d. Optional: Select Apply to all to use the new message for all phone numbers.
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Try it out! Do a test call or send a test message to see how it works.
What are some best practices for auto text responses?
Remember that this is your first interaction as a brand with the prospect. First impressions tend to stay with us, so getting it right is essential. Here are a few best practice tips to bear in mind when crafting auto text responses.
- Keep it concise and clear
a. Use simple language and avoid jargon.
b. Make it short and sweet.
c. Use bullets or numbered lists to break up text.
- Personalize your responses
a. Write in your brand voice for authenticity.
b. Tailor your message to suit the time of the year (e.g. festive greetings during the holidays).
c. Reference specific details relevant to the inquiry if possible (e.g. sales vs. support inquiries).
- Be helpful
a. Direct customers to relevant resources or pages on your website.
b. Offer useful information or solutions to the customer's query.
- Set clear expectations
a. Let the prospect know when they can expect your response.
b. Direct prospects to take further action if necessary, such as replying to a specific prompt.
- Offer a human option
a. Make it easy for customers to speak with a human agent if they wish.
b. This shows customers that you care about solving their problems and builds trust.
- Test and refine
a. Regularly review and update your auto text responses.
b. Monitor customer feedback and make necessary adjustments.
c. Test your responses to ensure they work as intended.
Who says you can’t win new business when you’re unavailable?
With Grasshopper, you can.
Instant response is just one of Grasshopper’s many useful features to help you run your business from anywhere. When you enable instant response, you’ll get:
- A feature-packed, pocket-sized virtual phone system with call forwarding, VoIP, voicemail transcription, and much more.
- SMS texts that you can send and receive on your business number.
- Mobile and desktop apps to ensure you never miss a call, even when you’re not in the office.
Put your best voice forward, always.