Automatic Reply Emails

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Auto-reply emails are very helpful in improving customer support. Their primary purpose is to inform the customer that their inquiry was received, but it can also be helpful in providing additional information, such as working hours, how long it will take to receive a response, or links to additional information.

Auto-Reply Email Samples for Business

Below are some templates for writing automatic replies that are warm, personal, and effective for customer service:

Sample 1: During Service Upgrade

SUGGESTED SUBJECT: Network Services undergoing Upgrade.


Thank you for your email. Please note that we currently have some slowdowns in our service due to the ongoing upgrade of our network, which started at 9:00 a.m. on the 22nd of July, 2016, and will last until noon on the 25th of July, 2016.

Despite the upgrade, you can still visit our website and check out the previously asked questions about our products. This will give you some clues about the inquiries you want to make.

We promise to get back to you as soon as our network services are upgraded.

Best regards,

Donnie Smith
Communications Director
Pears and Cares Limited

Sample 2 – When you have too many messages

SUGGESTED SUBJECT: We have received your email and we’ll get back to you soon.

Dear esteemed customer,

Thank you for choosing to do business with us. We have received your email but we have loads of inquiries to attend to. It will take us about three days to get across to you regarding inquiries concerning our sales promotions.

However, if your inquiry needs urgent attention, you can contact our 24-hour customer care at 444-560-622 or 081-Hilton-Bolton.


Ann Warren
Promotions Director
Hilton Bolton Limited

Sample 3 – When you check your emails once every week

SUGGESTED SUBJECT: Unavailable until Monday. Here’s what you can do…


Thanks for your email. Due to my tight schedule and so many engagements, I currently check my email on Monday mornings. If your inquiry can wait, I will surely respond as soon as I check my email on Monday.

If you require immediate attention, please contact any of our customer support executives below:
[email protected] for  current client requests and needs
[email protected] for press-related matters
[email protected] for sales-related matters

Thank you for understanding. I wish you all the best.

Warm regards,

Dennis Harold
Marketing Director
Lenith Limited

Sample 4 – Short Response for Vacation

SUGGESTED SUBJECT: Currently Out-of-office on Vacation.

Dear Esteemed Customer,

Thanks for your email. I won’t be in the office from 15th April to 20th April. Please expect a reply on Monday, 21st April, which is my return date.

If your inquiry is urgent, you may contact Mrs. Walters at [email protected].
However, I will respond to your email as soon as I can, when I return.

Thank you for your patience.

Tom Woods
Managing Director
Earl Princes Limited

Sample 5 – Long Response for Vacation

SUGGESTED SUBJECT: On Vacation until October 10th. Forward urgent requests…

Dear Esteemed Customer,

I appreciate your email at this moment. Right now I am on vacation with my family and will be out of the office for two weeks. I am in an environment that denies me access to the use of online services. The hard truth is that I haven’t seen this email right now and probably won’t see it until I’m back.

I’m sure this is not the reply you were expecting. In order not to cause you any form of disappointment, I have made some alternative arrangements:

– For clients’ requests and needs, please contact Charles at [email protected]
– For sales-related matters, please contact Helen at [email protected]

To reach me, the text is probably more certain: +2348157479837

I will be back on Monday 10th October and will surely catch up with all emails then. Thank you for your patience and understanding.

Rita Wright
Marketing Director
Blisters Macreti Limited

Auto-replies from the Support Team

Sample 6

SUGGESTED SUBJECT: We got your email! Here’s what to expect next…

Dear Customer,

Thank you for reaching out to Grindek support desk. We have received your email, and our support team will be in touch with you soon.

You may refer to our FAQs at for more information.
Please note that our working hours are 0730 to 1900 (GMT +100) from Monday to Saturday. We regret the delay in replying over the non-working hours.

Thank you for your understanding.
Best regards,

Support Team

Tel: +614-697-42408

Sample 7

SUGGESTED SUBJECT: Ticket Received. We are working on it.

Thanks for contacting Afrimash!

This is just a quick note to let you know we have received your message and will respond as soon as we can.

Afrimash Team

Sample 8

SUGGESTED SUBJECT: Thanks for getting in touch. We’re on it.


Thank you for your email. Resolving your issues and answering questions is a top priority for us. A member of our support team will follow up with you today to resolve your inquiry.

BOA Consult Support Team

Updated on December 23, 2023

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