Absence note in WhatsApp: 4 templates for automatic WhatsApp replies during holidays & Co. [August 2024]

What are absence notes?

Absence notes are Reply messages, the automatically for a customer always then sent When he contacts you via WhatsApp. I'm sure you've already received such messages from a company yourself. Absence notes are freely defined by the company. They should be used to inform the customer when they will receive an answer to their request. So he doesn't have to puzzle over whether his message has arrived and is being processed or not. You may already know absence notes from emails — the principle is the same. For more basic information, read our article “WhatsApp automatic response: What is it?”.

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4 absence notes that you can use right away

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1. Absence notice when transaction is closed

Suggested name: autoresponder_closed

Text example:

Hello! Unfortunately, you can reach us outside our opening hours. Our opening hours are Monday to 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 notice during vacation

Suggested name: autoresponder_urlaub

Text example:

Hi, thanks for your message! Unfortunately, we are currently on our company vacation. From {{holiday end date}}, we will be back at your disposal, fully recovered.

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3. Absence notice in case of vacation with substitute

Suggested name: autoresponder_urlaub_vertretung

Text example:

Hi, thanks for your message. Unfortunately we are on our company vacation. From {{holiday end date}}, we will be back at your disposal, fully recovered. In urgent cases, please contact {{company representative}} at {{company representative}}. They will provide you with temporary assistance.

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4. Absence notice in case of longer waiting times

Suggested name: autoresponder_wartezeit

Text example:

Hi, thanks for your message! Since we are currently receiving a lot of inquiries, there may be slightly longer waiting times. 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:

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

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• Open the WhatsApp business app.
• Click on the “Three Dots” to open the takes.
• Go to “Business Tools” —”Absence messages”.
• Activate the absence message and enter the Message content one. The templates from this article can be inserted here.
• Swap the {{wildcard}} against your information.
• About”timetable” you can specify when your absence note should be sent. Here you can choose between “Always”, “Custom Schedule” and “Outside Business Hours.”
• Finally, you can decide whether all or only specific contacts The absence note should be sent. It makes sense to select “all” here, as the message is also aimed at new contact requests.

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How to store automatic response messages in the hellomateo software:

Just like in the WhatsApp Business app, automatic reply messages can also be configured in hellomateo. In addition, the solution offers many other benefits that are essential for companies. Find out more here.

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• Open the hellomateo web app.
• Click on the cogwheel at the top right to enter the takes to get there.
• Under”news channels” - “WhatsApp” click on the “Three Dots” and then on”Edit”.
• Activate the option”autoresponder”.
• Now they can each have an automatic Leave a message, which is sent to its customers during or outside their opening hours. To do so, you can choose from the templates above.
• By clicking on”confirming” save your entries.

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These other message types can be standardized with message templates

Absence notes aren't the only messages that can be standardized — and automated — 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 hand, ensures a consistent, uniform quality of your customer communication. Across employees and departments. In our post “15 message templates that you can use right away” Let's explain more about message templates in WhatsApp Business.

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Here's how it works even better: Revolutionize your customer communication with the WhatsApp Business API

We at hellomateo are your messaging experts when it comes to customer communication. Hundreds of companies are already using hellomateo and are impressed. Our customers particularly appreciate the following benefits:

• ‍Central user interface: hellomateo combines WhatsApp Business Platform, email, Instagram, SMS and Facebook Messenger in one central inbox. The intuitive user interface includes various tools for efficient customer communication and saves you valuable working time.
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• integrations: With hellomateo, you can use WhatsApp in integrate over 6,000 software programs and fully automated Customer trips create with invitations, order confirmations, shipping information, invoices, and reminders.
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• Newsletter marketing: Send GDPR-compliant Newsletter via WhatsApp or SMS and benefit from opening rates of over 90%.‍
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• Assessment management: hellomateo can Automatically request online reviews from your customers, which boosts your Google ranking and trust in your company.
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• ‍Data protection: hellomateo meets all German and European Data protection requirements and offers end-to-end encryption for secure customer communication.
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• scalability: Our software is suitable for Businesses of all sizes and can be extended indefinitely depending on the package.‍
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• ‍Diverse AI features: Our AI agent can automatically answer customer inquiries in chat, answer calls, help with the formulation of messages and much more.
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Arrange a non-binding and free consultation and we'll show you how hellomateo covers your communication needs! Simply book an appointment here or write to us via our web widget.