Three auto-replies that keep an inquiry alive while you work: on the job, out of hours, and on vacation.
An auto-reply is not a courtesy, it is a safety net. It turns silence, which a client reads as disinterest, into a stated delay, which they almost always accept.
Three rules make it useful rather than annoying: it says WHEN you will reply, it gives a door for emergencies, and it does not apologize. You are working, that is not a fault.
State a delay you will keep
"I reply within two hours" that turns into three days does more damage than no reply at all: this time you promised. Promise wide and keep it.
"By the end of the day" is a good compromise: precise, achievable, and enough to stop someone calling the next name on their list within the hour.
Ask for the three things that save a round trip
The town, what they need in one line, the timing they want. With those three, your evening reply can already contain a proposal, instead of asking for details and losing another day.
When to use it : The most useful of the three: it runs every business day and covers most of the inquiries you lose.
Subject : Received
Hello,
Your message arrived. I am out on jobs today and I answer everything late afternoon.
If it is an emergency [leak, heating failure, jammed door], call me directly on [phone], I pick up between jobs.
So I can answer usefully first time, please add if you can:
- your town
- what it is about, in one line
- the timing that would suit you
Talk soon,
[your first name]
Template 2 of 3
Out of hours
When to use it : Evenings and weekends. It protects your hours while keeping the inquiry alive until Monday.
Subject : Received, reply [next business day]
Hello,
Thanks for your message, it is logged.
I work [day] to [day], [time] to [time]. I will reply [next business day] in the morning.
For emergencies outside those hours, [on-call number, or: I suggest contacting an emergency service, your home insurance often provides one].
Have a good evening,
[your first name]
Template 3 of 3
On vacation
When to use it : Give a precise return date. "Back soon" sends the client elsewhere; "back on the 24th" makes them wait.
Subject : Away until [date]
Hello,
I am away until [date] and I answer every message on my return, in the order they arrived.
Your inquiry is logged, there is no need to send it again.
If your project cannot wait, [name of a colleague] is covering during this period: [phone].
See you soon,
[your first name]
With Standin
Or you could stop writing them
Standin reads your clients' messages while you work, fills in their record and drafts the reply in your words. You read it over and send. Free to start, no card needed.