Autoresponder emails help marketers increase their conversion rates and bring traffic to their websites. But people are confused about writing the email content. So, how should a person write an autoresponder to keep their prospects hot?
Introduction
As an adult well into your professional life, there really is no better feeling than having the chance to escape all the stress of your job and take a couple of days off for a vacation. Disconnected from all the hubbub and pressures of delivering on time, these few days are what keeps many of us plowing for the rest of the year. However, an opportunity rarely ever knocks your door on a time that’s convenient for you, and while you’re away from work, it just might happen that a couple of potential clients try and reach out to you.
You can’t be expected to work on your vacation (or what was the point of taking time off in the first place?). But you can’t just leave your inbox unmonitored and your clients being annoyed by your absence and taking their business elsewhere. The solution? Has an automatic response email sent to them to inform them of your situation?
Now, there are a few things you need to keep in mind when composing your auto-response email.
Include all the essential details with clarity
At its core, an auto-response email is more or less the same as the voicemail message you record for your telephone receiver, you know the one that goes “We’re out right now, blah, blah, blah, leave a message…”. Except that this time it’s for business associates and other people reaching out to you professionally. So, the auto-response like the voicemail message needs to be clear and concise in its message: Clearly state that you’re out on vacation and can’t personally attend to them. You might think this would put them off, but in reality, you’re being honest with them instead of making up lame excuses, and that’s something that’s highly appreciated. You also need to give a clear date (one that you’ll actually be able to manage) as to when you might be able to get back to them.
According to findings from Send Pulse, it’s crucial to include your availability timeframe in an auto-response. By informing individuals of when you’ll be away or unavailable, they’ll have a clear understanding of when to anticipate a response. Providing this clarity can set expectations and offer recipients a sense of comfort and patience.
Include details for emergency assistance
Unfortunately, some matters can’t wait and there may be clients who come to you in need of urgent assistance. In this scenario, you need to have a section in your auto-response email that redirects readers to a colleague of yours who can address their issues in your stead. If you don’t have someone backing you up, inform them that you will contact them in something like 24 to 48 hours, but that depends on your access to the internet.
Drawing from Email Uplers’ research, efficiently redirecting particular requests or concerns to your colleagues during your absence is advantageous. This practice ensures timely resolution of pressing matters, providing your contacts and partners with the assistance they need, particularly in urgent scenarios. Additionally, you can communicate the hours when you will be available, enhancing transparency and managing expectations.
Make your response feel as human as possible
We are still far from the era where interactions with robots and chatbots could replace human communication, and as such, no one likes to receive an automated message from a software. Now you can’t change the nature of the message, but you can influence its tone to make it feel as human as possible. Spruce up your message with a friendly greeting, a tasteful joke or even a few pics of your vacation destination and your time there. All these things make the message feel more human, and your clients will appreciate reading something like that.
According to the study presented by Get Response, it’s advisable to craft messages in a manner that makes your responses feel like interactions with a relatable human. Creating a friendly tone, perhaps even incorporating humor, can enhance the readability of your messages and foster client appreciation. This approach adds a personal touch to your communication.
Include lead generation content
Although lead generation links in autoresponders don’t have a huge amount of success, including one in your emails isn’t that hard of a task. Just include a subscriber link or a link to your website to help those who reach out to you stay in touch. On the low chance, it works, you’ve successfully created a lead without actually having to work on it personally.
