Updated: Jul 16, 2020
When you need to step away from the office and won’t be in touch with your email correspondents, or if you are going on vacation and don’t plan on checking your email messages very often, you’ll probably want to create an out-of-office/email autoresponser email message to let your colleagues, friends, clients, and family know that you are currently unavailable but will be back soon.
Having an out of office message is especially important if you have put a lot of effort into building an email list and possibly a drip campaign. Such users would expect you to be prompt with communications, so whenever you’re not in the office, make sure you keep your subscribers in the loop.
This is the polite and the professional thing to do. Not only that, but having an out of office message becomes essential if you are engaged in an email marketing campaign where the personal touch and ready response are paramount, along with vpn protection according to VPNFinder.
An auto-response is so commonplace nowadays that most people take them for granted, and expect them. This auto responder feature is also available in G Suite where most of the individuals can make use of it. Now-a-days, G Suite is ruling the business sector with its wonderful features and also budget friendly methods with various offers on G Suite.
Before going to set the responder mails, check for the below templates for professional emails.
How an email autoresponder will improve your customer experience
A great customer experience is one that is useful, seamless, and exceeds expectations. It makes the customer feel valued and understood.
An email autoresponder (also known as marketing automation software) automatically sends an email (that you’ve already written) to contacts on your mailing list that have fulfilled specific conditions. These conditions can be either characteristic (e.g. date of birth, location) or behavioural (e.g. a new contact subscribes to your site).
There are several ways in which an email autoresponder improves customer experience.
Personalization: It’s a great way to send tailored messages that correspond with a contact’s preferences. According to the Smarterhq Privacy report, 72% of consumers claim that they will ONLY engage with marketing messages that are tailored to their interests. Hence the importance of personalizing your emails.
Relevancy: It helps you send emails that correspond to existing customer data. For instance, you’re not going to want to send dog food promotions to someone who doesn’t own a dog. This would go some way towards explaining why 66% of consumers unsubscribe from emails because they aren’t relevant.
Timeliness: You can ensure that a message reaches a contact within a specific timeframe, without you being there to hit send.
Builds trust: When your emails are personalized, relevant, and timely, this represents quality for the contact. This quality translates into trust in the brand and strengthens your customer relationships.
Here are 9 types of autoresponder emails that are highly effective at driving engagement and improving customer experience.
The birthday email
Who doesn’t like being made feel special on their birthday? The birthday email greeting does exactly that. But not only does it show a customer that you’re thinking of them, it’s also a great way to drive sales.
As people are generally more in the mood to treat themselves on their birthday, it’s much more likely they will splash out on your product/service with that birthday discount code you just sent them. You customers are definitely going to appreciate this simple gesture.
The welcome email
The welcome email is essential when it comes to laying the foundations of your relationship with a new subscriber. This is an opportunity to introduce a new subscriber to your brand and let them know what to expect from your emails.
This is also the ideal moment to capture your new subscriber’s email preferences (as in the example below). This will allow you to segment subscribers accordingly and ensure future emails are tailored to their needs and interests, paving the way for a more engaging customer experience.
The onboarding email
It’s important to help your customer get started when using your product or service for the first time. Providing a set of instructions like in this onboarding example from Tinder encourages engagement. This engagement is crucial, especially in the early days when you’re trying to get a new customer hooked on your product.
Set up autoresponder onboarding emails so new customers learn to use the product and you avoid the risk of abandonment.
The reactivation email
This autoresponder email is sent with the purpose of re-engaging a contact who hasn’t made a purchase in a long time. You don’t want your contacts to forget about you so let this email serve as a reminder of your existance.
You could even go a step further and lure them back in with an exclusive offer or discount code.
Tip: If your reactivation email gets no interaction then follow up with an re-opt-in email. If again, you get no response, then remove the contact from your list. To maintain high levels of deliverability, you need a clean email list.
The feedback request email
If you’re looking for ways to improve your customer experience, a good place to start is to gage the satisfaction level of your current customers.
Use an autoresponder email to periodically reach out for feedback which you can then analyze to highlight any areas for improvement.
The abandoned cart email
Abandoned cart emails are reminders that are sent to customers who filled their shopping cart with items on your site but failed to check out.
Abandoned cart emails are not only highly effective at catching the ones who got away, they’re also great from a customer experience perspective.
If the customer had no choice but to leave your site at that moment to go do something else, this lets them pick up exactly where they left off. No time is spent time searching for the products again.
You can make the abandoned cart even more inviting by including a coupon or discount code in your email.
The customer appreciation email
Did you know that it costs up to five times more to attract new customers?
All the more reason to look after your existing ones and show them how much you appreciate their custom. This is one autoresponder email example worth incorporating into your email marketing strategy.
Recognizing and rewarding your most loyal customers is going to make your customer experience more enjoyable and further cement customer loyalty.
The ‘Follow me on social media’ email
You probably already include your social links in your emails but are your subscribers clicking enough on those tiny icons down at the bottom of the page?
To drive traffic towards and encourage engagement with your social channels, why not send a dedicated ‘follow us on social media’ email?
This email is ideal for new subscribers as part of their onboarding process.
The ‘Best of’ email
Add your best performing and most popular content to an email and send it to your subscribers at recurring intervals.
This is useful for busy subscribers who only have the time to skim your highlights. It’s also an effective means of reviving the interest of an inactive subscriber, enticing them back with your most interesting content.
Email auto-reply sample: A template you can start using immediately
The following example is adapted from the actual autoresponder. I’ve simplified it and included the full text so you can copy it even if you’re running support through Gmail, Outlook, or a different email service provider.
(After the sample, I’ll show you how to set up your auto-reply as an out of office email or “Template” in Gmail.)
We got it — RE: [subject_line]
Auto-reply email sample:
Thanks so much for reaching out! This auto-reply is just to let you know…
We received your email and will get back to you with a (human) response as soon as possible. During [business_hours] that’s usually within a couple of hours. Evenings and weekends may take us a little bit longer.
If you have general questions about [product], check out our [knowledge_base] for walkthroughs and answers to FAQs.
If you have any additional information that you think will help us to assist you, please feel free to reply to this email.
We look forward to chatting soon!