An auto-reply that does not annoy: how to write your after-hours messages

A good auto-reply does not try to be a person; it is honest, fast, and knows when to be quiet. These four texts are set from Numbers → Settings → Auto-reply, with a preview that shows the message exactly as it will arrive.

1 — The welcome (every new number, once)

Say who you are and give them the way in: "Hi {name} 👋 thanks for reaching {company}. Our page: {link}". The name fills in automatically when it is in your directory (because they left it when scanning your code), and the link opens your page. Not a paragraph; two lines are enough.

2 — After hours (the important one)

This is where the system separates "we will reply later" from "we are back Sunday at 9". Your hours and "when you are back" are added automatically after your line, computed in your time zone with your holidays. Write one line in your own voice: "Thanks for writing 🌙 we are currently outside working hours". And do not over-apologise — the customer wants the time, not the apology.

3 — The menu

Clear numbers: hours, location, contact details, our services, our products, I need help. Remove what does not apply (do not offer "our products" if you have none — the system hides it automatically when it is empty). The customer types a number or a word ("location") and the answer comes from your page.

4 — The handoff to an employee

When they press "I need help", tell the truth: "These replies are automatic — a member of our team will answer you personally shortly". Then choose the employees who receive the conversation. From that moment the auto-reply is quiet on that number until a person replies.

When the auto-reply goes quiet on its own

These are the rules that protect your number, and they cannot be switched off: if an employee replied to this customer within the last hour, it is quiet; if the customer wrote STOP, quiet forever; if they asked for help, quiet until a person replies; if messages repeat rapidly, it stops itself. So the robot never speaks over an employee.

One last tip

Start with outside working hours only. During the day your staff are better than any text. Once the results feel familiar, try "every message" and watch the inbox for a week.