WhatsApp Auto Reply Message Samples: 30+ for Every Type of Business

Copy. Paste. Customise. Done.

The difference between a WhatsApp auto reply that converts and one that annoys comes down to specificity. "We'll get back to you soon" tells the customer nothing. "Thanks for reaching out! We're currently with clients but will reply by 5 PM. In the meantime, browse our services here: [link]" tells them everything they need.

This guide gives you 30+ auto reply templates organised two ways: by business type (so you find your industry fast) and by scenario (so you find the right message for each situation). Every template includes an explanation of why it works and tips for customising it.

Bookmark this page. You will come back to it.

What Makes a Great WhatsApp Auto Reply?

The best auto replies follow a three-part formula: acknowledge the message, provide useful information, and offer a clear next step. Research from Intercom shows that auto replies containing all three elements achieve 3.2x higher customer satisfaction scores than those containing only an acknowledgement.

Here is the formula:

1. Acknowledge — Thank them and confirm their message was received.
2. Inform — Give them useful information (hours, estimated response time, FAQ link).
3. Direct — Tell them what to do next (browse catalogue, book online, call for urgent).

Bad example:

Thank you for your message. We will get back to you soon.

Good example:

Hi! Thanks for messaging [Business Name] 👋

We typically reply within 30 minutes during business
hours (9 AM – 7 PM).

In the meantime:
📋 Browse our services: [link]
📅 Book an appointment: [link]

For urgent matters, call us at [number].

The good example gives the customer three things to do while waiting. They might book on their own — meaning you earn revenue without even replying.

Greeting Message Templates (First Contact)

Greeting messages trigger when a customer contacts your business for the first time or after 14 days of inactivity. They set the tone for the entire relationship. Businesses with customised greeting messages see 28% higher conversion rates from first contact to purchase compared to businesses with no greeting.

Template 1: Service Business (Salon, Spa, Clinic)

Welcome to [Business Name]! 💆‍♀️

We're glad you reached out. Here's how we can help:

💇 View our services & prices: [link]
📅 Book an appointment: [link]
📍 Find us: [Google Maps link]

Or just tell us what you need and we'll sort it out!

Why it works: Gives the customer three immediate actions instead of making them wait. Most first-time customers want to see prices and book — this lets them do both instantly.

Template 2: F&B Business (Restaurant, Cafe, Bakery)

Hi there! Welcome to [Business Name] 🍽️

Here's what you might be looking for:

📋 Our menu: [link]
🛵 Order for delivery: [link]
⏰ We're open: [hours]
📍 Location: [address/link]

Want to make a reservation or have a question?
Just type and we'll get right back to you!

Why it works: F&B customers typically want one of four things — menu, ordering, hours, or location. This template answers all four before the customer even asks.

Template 3: Tuition Centre

Assalamualaikum / Hello! Welcome to [Centre Name] 📚

Thank you for your interest in our classes.

📋 View our programmes: [link]
🆓 Book a FREE trial class: [link]
💰 Check our fees: [link]

Or tell us your child's year/form and the subject
you're interested in, and we'll recommend the best
class!

Why it works: Parents contacting a tuition centre want information about programmes, pricing, and availability. The free trial offer gives them a low-risk next step. For more on reducing no-shows once they enrol, see our guide on reducing tuition centre no-shows.

Template 4: Sports Court / Recreation

Hey! Welcome to [Facility Name] 🏸

Want to play? Here's how:

🕐 Check court availability: [link]
📅 Book a court: [link]
💰 Rates: [price info]
📍 Location: [address]

For group bookings or events, just message us
the date and number of people!

Why it works: Court bookings are urgent — people want to play soon. Directing them straight to availability and booking eliminates back-and-forth.

Template 5: Retail / Online Shop

Hi! Thanks for messaging [Shop Name] 🛍️

Looking for something? Here's a quick start:

🆕 New arrivals: [link]
🔥 Best sellers: [link]
🏷️ Current promotions: [link]
📦 Track your order: [link]

Need help choosing? Tell us what you're looking
for and we'll recommend the best options!

Template 6: Freelancer / Consultant

Hello! Thanks for reaching out to [Name] 👋

I'm a [profession] specialising in [specialisation].

📋 My services: [link]
📄 Portfolio / past work: [link]
📅 Book a free consultation: [link]

I'll respond personally within [timeframe].
Looking forward to connecting!

Away Message Templates (Outside Business Hours)

Away messages trigger when customers message outside your set business hours. They prevent the "black hole" effect where messages sit unanswered for hours. Businesses with away messages retain 40% more leads that arrive outside business hours compared to businesses without any response.

Template 7: Standard Away Message

Thanks for your message! 🌙

We're currently closed but will reply first thing
when we open at [time] tomorrow.

In the meantime:
📋 Browse our services: [link]
📅 Book online (24/7): [link]

Your message is important to us — we'll respond
in order received!

Template 8: Weekend Away Message

Hi! We're enjoying the weekend and will be back
on Monday at [time] ☀️

Need something before then?
📅 Book online anytime: [link]
❓ Check our FAQ: [link]

We'll reply to your message first thing Monday!

Template 9: Late Night Away Message (Malaysian-specific)

Hi! Thanks for messaging us at this hour 😊

Our team is offline but here's what you can do now:
📅 Book an appointment: [link]
📋 View our services & prices: [link]

We'll reply when we open at [time]. Selamat malam!

Why it works: Acknowledges the late hour without being judgmental. Many Malaysian customers message at night — this response is warm and helpful.

Holiday Message Templates

Malaysian businesses face a unique calendar of holidays — Hari Raya Aidilfitri, Chinese New Year, Deepavali, Christmas, and numerous state holidays. Pre-prepared holiday auto replies prevent customer frustration during these periods and can even drive advance bookings.

Template 10: Hari Raya Aidilfitri

Selamat Hari Raya Aidilfitri! 🌙✨
Maaf Zahir & Batin from all of us at [Business Name].

We'll be closed from [date] to [date] for the
Raya holidays.

We'll respond to all messages when we return on
[date].

📅 Book ahead for after Raya: [link]

Wishing you and your family a blessed celebration!

Template 11: Chinese New Year

Gong Xi Fa Cai! 🧧
Happy Chinese New Year from [Business Name]!

We're closed from [date] to [date] and will
resume operations on [date].

📅 Book ahead: [link]

Wishing you prosperity and happiness in the
Year of the [animal]! 🎊

Template 12: General Public Holiday

Hi! Thanks for your message 😊

We're closed today for [holiday name] and will
be back tomorrow at [time].

📅 Book ahead online: [link]
🆘 For urgent matters: [emergency contact]

Happy holidays!

Want these auto replies to be smarter — answering specific questions instead of sending the same message? Take the AlwaysON quiz to see how AI-powered auto replies work for your business type.

Booking Confirmation Templates

Booking confirmation messages reduce no-shows by 35% simply by confirming the details in writing. They also serve as a reference that clients can check instead of messaging to ask "what time is my appointment again?"

Template 13: Salon Booking Confirmation

Booking confirmed! ✅

📅 Date: [date]
⏰ Time: [time]
💇 Service: [service]
👩‍🎨 Stylist: [name]
📍 Location: [address]

Please arrive 5 minutes early.

Need to reschedule? Reply to this message at
least 24 hours before your appointment.

See you soon! 💇‍♀️

Template 14: Court Booking Confirmation

Court booked! 🏸

📅 Date: [date]
⏰ Time: [time] – [end time]
🏟️ Court: [court number]
💰 Amount: RM[amount]

📍 [Facility Name]
[Address]
[Google Maps link]

Bring your own racket and shuttlecocks.
Water available on site.

Need to cancel? Let us know 12 hours in advance
for a full refund.

Template 15: Clinic Appointment Confirmation

Appointment confirmed ✅

📅 Date: [date]
⏰ Time: [time]
🏥 Doctor: [name]
📋 Service: [type]

Please bring:
- IC / MyKad
- Previous medical records (if any)
- Insurance card (if applicable)

📍 [Clinic Name]
[Address]

Arrive 10 minutes early for registration.
Reply C to confirm or R to reschedule.

Template 16: Tuition Class Enrolment Confirmation

Enrolment confirmed! 📚

Student: [name]
📋 Subject: [subject]
📅 Schedule: Every [day], [time]
👩‍🏫 Teacher: [name]
📍 Room: [room]

First class: [date]

Please bring:
- Notebook and stationery
- RM[amount] for materials fee (first class only)

Questions? Just reply to this message.
Welcome aboard! 🎓

Appointment Reminder Templates

Template 17: 24-Hour Reminder

Reminder: Your appointment is tomorrow! 📅

📅 [Day, Date]
⏰ [Time]
📋 [Service]
📍 [Location]

Reply ✅ to confirm or let us know if you
need to reschedule.

Template 18: 2-Hour Reminder

Just a quick reminder — your [service]
appointment is in 2 hours at [time]!

📍 [Location]

See you soon! 😊

Payment and Invoice Templates

Payment reminder messages sent via WhatsApp have a 70% action rate (payment within 48 hours), compared to 25% for email invoices and 15% for SMS reminders, based on data from payment platforms operating in Southeast Asia.

Template 19: Payment Due Reminder

Hi [Name]!

This is a friendly reminder that your payment
of RM[amount] for [service/period] is due on
[date].

💳 Pay online: [payment link]
🏦 Bank transfer: [bank details]

Already paid? Just reply with your payment
receipt and we'll update your account. Thank you!

Template 20: Overdue Payment

Hi [Name],

We noticed your payment of RM[amount] for
[service/period] was due on [date].

If you've already paid, please share the receipt
and we'll sort it out right away.

If not, you can pay here: [payment link]

Need to discuss payment arrangements?
Just reply and we'll work something out.

Template 21: Payment Received Confirmation

Payment received! ✅

Amount: RM[amount]
For: [service/period]
Date: [date]
Receipt: [link or number]

Thank you, [Name]! See you at your next
appointment on [date]. 😊

Follow-Up Templates

Template 22: Post-Visit Follow-Up (Salon)

Hi [Name]!

How are you liking your new [service]?
We hope you love it! 💇‍♀️

If you need any styling tips or have questions
about aftercare, just message us.

When you're ready for your next appointment:
📅 Book here: [link]

Thank you for choosing [Salon Name]!

Template 23: Post-Visit Follow-Up (Clinic)

Hi [Name],

Thank you for visiting [Clinic Name] today.

If you have any questions about your
[treatment/medication], please don't hesitate
to message us.

Remember to [specific aftercare instruction].

Your follow-up appointment is on [date] at [time].

Take care! 🏥

Template 24: Post-Visit Follow-Up (Restaurant)

Hi [Name]! Thanks for dining with us today 🍽️

We'd love to know — how was your experience?

⭐⭐⭐⭐⭐ Reply with 1-5 stars

Your feedback helps us serve you better.
Leave a Google review and get 10% off your
next visit: [Google review link]

Template 25: Win-Back Message (Any Business)

Hi [Name], it's been a while!

We miss seeing you at [Business Name] 😊

As a special welcome back, enjoy [offer] on
your next visit.

📅 Book here: [link]

This offer is valid until [date].
Hope to see you soon!

Scenario-Specific Templates

Template 26: Inquiry About Prices

Thanks for asking about our prices! 💰

Here's a quick overview:

[Service 1]: RM[price]
[Service 2]: RM[price]
[Service 3]: RM[price]

📋 Full price list: [link]

Prices may vary for [condition]. For an exact
quote, just tell us what you need!

Template 27: Location / How to Get There

Here's how to find us! 📍

[Business Name]
[Full address]

🗺️ Google Maps: [link]
🚗 Parking: [parking info]
🚇 Nearest LRT/MRT: [station name]

Landmark: [nearby landmark]

Tip: [any helpful direction]

See you soon! 😊

Template 28: Business Hours Inquiry

Our operating hours 🕐

Monday – Friday: [hours]
Saturday: [hours]
Sunday: [hours/closed]
Public Holidays: [hours/closed]

📅 Book an appointment: [link]
📋 View our services: [link]

We're open right now! How can we help? 😊

Template 29: Fully Booked Response

Thanks for your interest! Unfortunately, we're
fully booked for [date/period] 😔

Here's what we can offer:

📅 Next available slot: [date, time]
📋 Join our waitlist: [link]

We'll notify you immediately if a slot opens up.

Want to book the next available slot?
Just reply YES and we'll reserve it for you.

Template 30: Complaint / Negative Feedback

Hi [Name], thank you for letting us know.

We're sorry to hear about your experience and
we take this seriously.

I've flagged this with our team and someone will
follow up with you personally within [timeframe].

If you'd prefer to discuss this by phone,
please call [number] and ask for [name].

We appreciate your patience and will make
this right.

How to Set Up These Auto Replies

On WhatsApp Business App (Free): You can only set ONE greeting message and ONE away message. Choose the most versatile template from each category and use it.

On WhatsApp Business API (via platforms): You can set unlimited auto replies triggered by keywords, time of day, customer segment, and conversation context. Platforms like AlwaysON let you configure these through a simple interface without coding.

For the full auto-reply setup process, see our detailed WhatsApp auto reply message templates guide.

Frequently Asked Questions

Can I use these templates exactly as they are?

Yes, but customise them. Replace [Business Name], [link], [hours], and other placeholders with your actual information. Adjust the tone to match your brand — a hip barber shop should sound different from a medical clinic.

How many auto replies should I set up?

Start with three: a greeting message, an away message, and a booking confirmation. These cover 80% of scenarios. Add more as you identify common customer questions that could be automated.

Should auto replies use emojis?

For most Malaysian businesses, yes — in moderation. One or two relevant emojis make messages feel warm and personal. Avoid emoji overload (more than 3 per message) and never use emojis in complaint responses or payment reminders.

What language should I use — English or Bahasa Melayu?

Know your audience. If your clients are mixed, use English with a few BM touches ("Selamat datang" as a greeting, "Terima kasih" as a sign-off). If your clients are predominantly BM speakers, write the full message in BM. You can set different auto replies for different contact segments if your platform supports it.

How do I know if my auto replies are working?

Track three metrics: response rate (do customers engage after receiving the auto reply?), booking rate (do they book?), and complaint rate (do they express frustration?). If customers frequently reply "I want to talk to a human" or "This doesn't answer my question," your auto reply needs improvement.

Keep Reading

• How to Automate WhatsApp Messages for Your Business — Go beyond auto replies with full automation.
• WhatsApp Catalogue Setup Guide — Link your auto replies to a browsable product catalogue.
• How to Send Bulk WhatsApp Messages Legally in Malaysia — Compliance rules for broadcast messages.