Writing the Perfect Auto Response E-Mail Without Sounding Robotic

Sounding robotic in an auto response email is a quick path to deletion. Worse, a vital update could end up in spam and cause a myriad of miscommunications.

An automatic message also lacks empathy.

You can’t afford to create a disconnect considering customers can go to someone else. You want to ensure each interaction builds toward brand loyalty, too.

How do you craft automatic response emails with a human touch? Keep reading.

Use First Names

Your ears perk up whenever you hear your name. It’s not even a vanity thing, we’re wired to react to hearing and seeing our name. Personalization is a great way to include first names in the automated emails.

Most email marketing tools include the [First_Name] field.

Use the first name field in your email subscription opt-ins. Then, be sure to include the field when crafting the autoresponder. This lets you use their name, and personalize the email, each time it’s sent out.

Leverage CRM Data

You likely use a customer relationship management tool at your business. Housed in the CRM are many details about a person. Use Hubspot Mailchimp integration and you could pair CRM data with email templates!

Pooling data lets you segment email groups — and with it:

  • Custom campaigns by personality
  • Tailored messages by location and activity

You could create follow-up emails using note-taking, too. An email could include what got discussed and noted during a conversation. This recaps the interaction, giving it more personalization which its recipients take notice.

Can the Canned Headlines

These are the types like:

  • Your Inquiry Was Received [Ticket #XXXX]
  • Thank You For Your Message
  • Email Confirmation: Blah Blah Blah

Ditch the pre-generated email templates for something unique — like:

  • Hey, Got Your Message. We’ll Get Back ASAP!
  • Let Me Get Back To You. I’m Vacationing ATM.

Use headlines as you would when sending between business peers. Keep it casual but direct so people get the idea without having to open the email.

Keep It Short and Simple

Everyone is looking for ways to improve their time management. Reducing time with email is one of those items everyone tries. Don’t add to the pile, keep response emails short and snappy.

  1. Tell them you got the message
  2. Tell them what happens next
  3. Tell them when they can expect it

You know your time schedule best so cater it to what you can handle. Don’t overpromise and say you’ll respond quickly if you know you can’t. Instead, tell them it’s received, you’re on it, and you’ll get to it.

Aim to keep the email less than a few sentences long.

Point to Resources

Give recipients something to do in the meantime — link to:

  • An explainer blog post
  • Community forums or Q&A

These let recipients see existing answers to their possible inquiry. They may answer their questions or clarify the topic before the follow-up. Plus, it shows you listen to recipients given you took the time to create such resources.

Go Beyond the Auto Response Email

Mastering the art of an auto response email builds a powerful skill for marketing. Autoresponders are the backbone of email marketing. And, they carry most of the same techniques you learn in this post.

Want to leverage your new knowledge of crafting emails? Explore this parallel topic with our guide to using email marketing.

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