How to Create the Very Best Generic Autoreply Emails

If you think automatic generic response emails can't increase sales, think again!

Considering every sale begins with a lead, it's amazing how many companies let leads slip right through their fingers.

Let's face it: Lead generation is hard...and/or expensive. If you're doing lead gen by yourself, it can eat up your whole day--and the next--ad infinitum. If you're buying your leads, they can be both pricey and worthless. If your company is supplying you with leads--even if you don't have to put out the cost upfront--understand those leads are costing you big time on the backend of the transaction in salary or commission reduction.

So, if leads are so difficult to come by, wouldn't it make sense to do everything you can to convert those leads once you get them into sales?

It's All About Email Follow-Up

Oh, happy day! After using print advertising, radio, pop-ups, banners, landing pages, SEO, and social media, you've landed an online lead. Your lead is looking for information—and you're out of the office.

If you're in a business like real estate, the chances of you being in the office are pretty slim. According to one source, a good agent spends very little time working in-office—perhaps 5-6 hours per week.

This creates a devastating potential for lead conversion. According to an MIT study, the number one reason your leads aren't calling you back is because you're waiting too long to reach out to them.

The obvious answer? Use an automatic reply. Because you're not always available to reach out to a lead immediately, and that one step alone is so imperative to lead conversion, automatic reply follow-up emails are an easy and effective way to respond more quickly to your lead.

That seems simple enough, but if it were really that simple, you'd likely already be using them. Or maybe you've already tried generic response emails and were unhappy with their results.

If this is the case, perhaps you're sending the wrong message.

Best Generic Response Emails

Today, when consumers choose a company to buy from, they are considering more than your product or service. They're buying you, and every message they receive should tell them something about you.

Even if your automatic reply does nothing more than reaffirm your company name, say thank you for reaching out, and let them know your future availability, it's also letting them know you care about them and that you'll fulfill their needs in a timely manner.

Suppose you know you won't be able to respond to emails for the next week. Whether you're going on holiday, attending a company conference, or simply buried with work, you'll likely want to set up an out-of-office response for your email account.

As you decide what you want to say in this message, remember: your absence – at the very least – is going to be a slight annoyance to the person trying to reach you. Show you appreciate their patience.

One way to do this is, whenever possible, let them know when you expect to get back to them. Studies show that known waits seem shorter. When people have to wait, if they're given specific timelines – such as 48 hours – the wait doesn't seem as long as it would if you simply say you'll be back to them as soon as possible.

Also, if you plan to return from your trip next Monday morning, don't promise they'll hear from you first thing Monday. It's so much better to underpromise and overdeliver. Say, instead, you'll be back to them by Tuesday morning. If you can reach out to them on Monday, all the better.

One more thing: don't share TMI. No one wants to hear that you're cruising the Mediterranean while they're stuck in a snowbank needing your attention. Ditto if you're recovering from an illness or entertaining your in-laws. If you want someone to know where you are, tell them, but not in an automatic reply.

Best Auto Reply Messages are Fun and Friendly

I think we can all agree: out-of-office auto reply messages are seldom welcome, so be sure to make them sound human. The warmer and friendlier they are, the better. Thank the person for reaching out.

Also, if you have someone they can reach in case they can't wait for you, be sure to include that person's name and contact information.

And again, thank them for their patience and sound eager to speak with them when you return.

If you're clever and funny and considering including some humor in your automatic reply, be careful. Before you use your funny line, run it by someone in your company you trust. Enjoy their laughter, and then you should probably delete it, anyway.

To view the original article, visit the Happy Grasshopper blog.

Further Reading

• Creating Auto-Responders that Drive Engagement
• Nurture and Convert More Leads with Creative Email Autoresponder Messages