WhatsApp Out of Office Note: 4 Reply Templates

Often, everyday business is stressful and takes up a lot of time - you can't always respond immediately to new customer inquiries. Or it's just company vacations when the customer tries to contact you. There are a variety of reasons why companies do not respond immediately to customer inquiries. All a company should do is ensure that the customer is made aware at the earliest possible moment when a response can be expected. This is exactly what automatic replies and out-of-office notifications are for. In this article, we will explain what out of office notes are and how they can be used in WhatsApp Business. We've also put together 4 pre-made out of office notes that you can use right away.

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What are absence notes?

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Out of office notes are messages that are automatically sent to a customer whenever they contact you via WhatsApp. Surely you have already received such messages from a company yourself. Out of office notes are free to be set by the company. Their purpose is to inform the customer when he will receive a response to his request. This way, he does not have to puzzle over whether his message has arrived and is being processed or not. You may already be familiar with out-of-office notifications from emails - the principle is the same. You can get more basic information in our article "WhatsApp auto-reply: what is it?".

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4 Out of office notes that you can use directly

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1. absence note for closed store

Proposed name: autoresponder_closed

Text example:

Hello! Unfortunately, you can reach us outside our opening hours. Our opening hours are Monday through Friday from {{time 1}} to {{time 2}} and Saturday from {{time 3}} to {{time 4}}. As soon as we are open again, we will get back to you immediately.

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2. absence note in case of vacation

Suggested name: autoresponder_holiday

Text example:

Hello, thank you for your message! Unfortunately, we are currently on our company vacation. From {{date vacation end}} we are available again well recovered.

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3. absence note in case of vacation with substitution

Proposed name: autoresponder_holiday_replacement

Text example:

Hello, thank you very much for your message. Unfortunately, we are on our company vacation. From {{date of end of vacation}} we will be at your disposal again well recovered. In urgent cases, please contact {{phone representation}} at {{company representation}}. There you will be helped temporarily.

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4. absence note in case of longer waiting times

Suggested name: autoresponder_waiting_period

Text example:

Hello, thank you for your message! Since we currently receive a lot of requests, there may be a slightly longer waiting time. Please be patient for a moment. We will get back to you as soon as possible.

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How to set up automatic reply messages in the WhatsApp Business app:

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Of course, automatic reply messages can be set up in the WhatsApp Business app. Nevertheless, we always recommend that companies use WhatsApp Business via the WhatsApp Business API. You can find out why in this blog post.

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Open the WhatsApp Business app.
Open the settings via the "Three dots".
Navigate to "Company tools" - "Out of office messages".
Activate the out of office message and enter the content of the message. Here you can insert the templates from this article.
Replace the {{placeholder}} with your information.
Via "Schedule" you can define when your out-of-office note should be sent. Here you can choose between "Always", "Own schedule" and "Outside business hours".
Finally, you can decide whether all or only certain contacts should receive the out-of-office message. It makes sense to select "all" here, since the message is also addressed to new contact requests.

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How to deposit automatic reply messages in Mateo software:

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Just like in the WhatsApp business app, automatic reply messages can be configured in Mateo. In addition, the solution offers many other advantages that are essential for companies. Learn more here.

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Open the Mateo webapp.
Click on the gear in the upper right corner to enter the settings.
Under "Message Channels" - "WhatsApp" click on the "Three Dots" and then on "Edit".
Activate the "Autoresponder" option.
Now they can each store an automatic message that will be sent to their customers during and outside their opening hours. For this you can choose from the templates above.
Click on "Confirm" to save your entries.

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How to add individual absence notes in Mateo.

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These additional message types can be standardized with message templates

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Out of office notes are not the only messages that can be standardized - and automated - by using the WhatsApp Business API or WhatsApp Business App. For example, you can use message templates to store individual, pre-filled messages and thus standardize a large part of customer communication. On the one hand, this saves time and, on the other, ensures a consistent, uniform quality of your customer communication. Across employees and departments. In our article "15 message templates you can use directly" we explain more about message templates in WhatsApp Business.

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Reading tip: In our article about WhatsApp message templates on New Year's Eve you will find helpful templates for New Year's greetings to your customers.

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Why should you also use Mateo for Messenger communication?

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Mateo offers a professional messaging tool that bundles several communication channels in a central user interface. WhatsApp is integrated via an API interface. The setup is done in close cooperation with Mateo's customer service team. At the beginning, Mateo identifies how the software can best be integrated through an inventory analysis. Mateo's team handles the majority of the technical setup, catering to individual customer requests. Integrating a landline number into Mateo's WhatsApp API interface is of course also possible. Within a very short time, all communication channels are united in the user interface provided by Mateo and the software can be used directly. A permanently assigned contact person is always available for queries and provides further tips for highly efficient customer communication. All details are discussed in a free consultation appointment.

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Why should businesses use WhatsApp via an API provider and not the WhatsApp Business app?

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WhatsApp API offers many advantages over the standard version. Mateo has already published a detailed article about it ("What is WhatsApp Business API?"). The top 5 advantages of the API interface are:

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GDPR compliant use
In-depth statistics
Unlimited number of terminals
Unlimited number of users
WhatsApp newsletter dispatch GDPR compliant

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‍‍Mateo's customers have the opportunity, thanks to the software, to significantly increase the efficiency of their customer communications while at the same time making the relationship with the customer particularly personal. Customers particularly appreciate the following advantages:

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Central user interface

In addition to WhatsApp Business API, Mateo bundles many other communication channels such as email, Instagram, SMS or Facebook Messenger in a central inbox. The intuitive and clear user interface offers various helpful tools for particularly efficient customer communication.

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Custom Message Templates

Thanks to various message templates that can be created individually, the amount of paperwork is minimized and the efficiency of customer communication is increased. This means that personnel resources in the service area can be deployed elsewhere.

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With Mateo's WhatsApp API solution, newsletters can be sent in a GDPR-compliant manner. Due to the first-class open rate of 98% for WhatsApp messages, marketing can thus be carried out significantly better than via email or other channels.

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Privacy

Mateo's messaging tool is compatible with all German and European legally binding data protection requirements. If necessary, the software will be revised accordingly if the law is amended. For absolutely secure customer communication, all WhatsApp messages are encrypted end-to-end. All info on the GDPR when using WhatsApp can be read in this article.

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Scalability for all company sizes

The scalability of the messaging tool has been confirmed by the large number of companies already using Mateo with high satisfaction. Whether customers have just a few employees or many hundreds, the software works smoothly and, depending on the package, with an unlimited number of end devices and users. The fact that Mateo significantly reduces the workload in the customer service area opens up new growth opportunities for many companies.

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Low cost provider for WhatsApp Business API

With an entry-level price of just 79 euros per month, Mateo is a cost-effective provider for WhatsApp Business API solutions on the German market. Combined with the integration of additional communication channels and various helpful tools, Mateo offers excellent value for money. Mateo's personal customer support assists companies with every step of the integration, ensuring very low barriers to entry.

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Out of office note in WhatsApp: 4 templates for automatic WhatsApp replies when on vacation & Co.

What are absence notes?

4 Out of office notes that you can use directly

1. absence note for closed store

2. absence note in case of vacation

3. absence note in case of vacation with substitution

4. absence note in case of longer waiting times

How to set up automatic reply messages in the WhatsApp Business app:

How to deposit automatic reply messages in Mateo software:

These additional message types can be standardized with message templates

Why should you also use Mateo for Messenger communication?

Why should businesses use WhatsApp via an API provider and not the WhatsApp Business app?

Central user interface

Custom Message Templates

Newsletter

Privacy

Scalability for all company sizes

Low cost provider for WhatsApp Business API

Start in just 15 minutes with Mateo

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