WhatsApp automatic replies: examples and best practices
Ready-to-copy WhatsApp auto-reply examples: greeting, after hours, orders, appointments and handoff. Plus how they differ from quick replies.
In a nutshell
An effective automatic reply recognizes the intent, provides information and suggests a next step. It doesn't need to pretend to be human or trap the customer in options that don't describe their question.
Greeting
The greeting should identify the business and explain what the channel can help with. If an AI is replying, stay clear about it and offer access to the team.
Example: “Hi, I'm Acme's assistant. I can help with products, deliveries or the status of a request. Tell me what you need in your own words.”
- Clear identity.
- Concrete capability.
- Open question.
- No exaggerated promises.
After hours
Saying you're closed isn't enough. Share when the team is back and what can move forward in the meantime.
Example: “Our team is available Monday to Friday, 9 to 6. I can log your question now so they can pick it up tomorrow.”
- Hours and time zone.
- Action available now.
- Realistic timeframe.
- Urgent channel only if one exists.
Missing information and handoff
When a source is missing, say so. Example: “I can't confirm that stock with the information I have. Would you like someone from the team to check?”
To hand off: “I'm passing you to the team. I've noted that you're looking for X for date Y, so you won't have to repeat it.”
- Acknowledge the limit.
- Offer a way forward.
- Summarize the facts.
- Don't invent timeframes.
Ready-to-copy examples
These messages cover the most common situations. Change the business name, hours and the details in brackets.
Greeting: “Hi, thanks for writing to [Business]. Tell us what you need and we'll reply right away. If it's about an order, send us the number so we can look it up.”
After hours: “Hi, we're currently closed. We're available [days] from [time] to [time]. Leave us your question and we'll reply as soon as we're back.”
Price inquiry: “Thanks for your interest! To give you the exact price, tell us which product or service you're looking for and for what date.”
Appointments or bookings: “To book, we need your name and the day and time you prefer. With that, we'll confirm availability.”
Order received: “We received your order. We'll let you know here when it's ready for pickup or on its way.”
Handoff: “I'm passing you to someone on the team. I'll share your question so you don't have to repeat it.”
- Change the details in brackets.
- One goal per message.
- Always a way to reach a person.
Automatic replies and quick replies aren't the same
Automatic replies are sent on their own when a message arrives: the greeting or the after-hours notice. Quick replies are saved texts that a team member inserts by hand so they don't have to type the same thing every time; in the WhatsApp Business app you call them up with a slash (/) and a shortcut.
Both are useful, for different things: automatic replies cover times when nobody is there; quick replies save time for whoever is answering.
- Automatic: goes out on its own, no intervention.
- Quick: a person chooses it.
- Quick reply examples: payment methods, address, pickup hours.
Adapting to your brand
Use these examples as a structure, not as universal text. Adjust formality, length and your business's terms.
Volga lets you combine knowledge-based replies with tone and handoff rules. Review real conversations regularly to keep them natural.
- Test different phrasings.
- Avoid repeated greetings.
- One action per message.
- Review sensitive cases.
Frequently asked questions
Questions about this guide
Should you use a numbered menu?
It can help for very defined processes, but it shouldn't stop the person from explaining their need in natural language.
Do you have to say it's an automatic reply?
The interaction should be transparent and not misleading. It's also worth offering a clear way to talk to the team.
How do you set up automatic replies in WhatsApp Business?
In the WhatsApp Business app, under Business tools, you set up the greeting message and the away message. With the API, automatic replies are handled by your own development or the platform you connect, which can also reply using your business information.