Generalize Responses with an Auto-reply Email Template

It is very hectic and time-consuming to reply to frequent emails. Thus, it's time for you and your business to set up an auto-response system for emails.


You must have a good rapport with the customers. You have to be careful with what you say to them. Therefore, it is critical to use an auto-reply email template, especially for your customer support team, to keep the relationship strong by giving a proper reply to the customers.

Must Try Auto-reply Email Sample Template 

Subject: {sender name} is away

Hi {recipient name},

I'm currently away but will reply to your email when I return. If you need immediate assistance, please contact {support email}.

Thank you 

Best Regards,

{sender name}

Why does this template work?

  • We all know it is frustrating to get an email saying, "Hi, I'm interested in your offer. What is your offer?" But this template will solve this problem.

  • The template has three sections: The first one is a greeting, the second one explains what you are offering, and the third one includes some call-to-action buttons.

  • The above template works because it is short, to the point, and contains all the necessary information. It does not waste time with unnecessary details but provides a simple solution for the customer. It also showcases your availability and willingness to assist others.

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Template rating on a few factors:

  • Number of words (metric)
  • Social proof (8.5/10)
  • Introduction (9.5/10)
  • Fluff (1/10)
  • Large paragraphs (1/10)
  • Single CTA (8/10)
  • Potential to convert (9/10)

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Auto-reply email template

Best practices for auto-reply email

Here are some best practices:

  • The subject line must be correct and have the important message the email wants to convey. It should also be quite attractive so that customers open the mail.

  • Since this is an auto-response mail, make it short and simple. Use only a few crucial lines so the customers do not get bored.

  • Always end the auto-response with a greeting and a signature. It will reduce the chances of any unhappy customer.

Take away tips to create an auto-reply email template:

  • The best way to make an effective auto-response is to add some personal stuff. To promote your campaign, you can also schedule the emails on some momentous day for the customer.

  • After all, it is an auto-response. Therefore, you will have to give the receiver the perfect way to get back at you and also, along with mail, set some deadline to get an actual response from your team.

  • A good auto-response system such as Smartlead keeps the customer in the loop. Guide them to do something in the meantime to keep them interested. Pointing them to your social handle is one way.

  • With an auto-response, you can give away discounts and take some feedback to create brand value for your campaign. Smartlead has the tools that can easily manage it in your auto-response emails.


Why are automatic responses important?

The automatic system is crucial for interacting with the environment smoothly because it enables us to carry out our actions quickly and effectively without spending time carefully considering each step.

What are the benefits of automatic processing?

  • It enables people to carry out some easy chores without having to think.
  • It gives you extra time to focus on other essential tasks.

What can be an excellent instant reply message?

Here are some typical instances of automated communications that clients get.

  • We will connect with you in some time.
  • Thanks for connecting with us.
  • Our representative will update you soon.

Can you set up auto responses in Gmail and outlook?

You can set up an auto-response system in your Gmail and outlook. Click the settings option on outlook, and you will find the setup option.

Frequently asked questions

General Questions

Can I import a CSV file into an already running campaign?

Yes, you can import a CSV file into an already running campaign. To do so, follow these steps:

1. Go to the campaign that you want to import the CSV file into.
2. Click on "Edit campaign" to access the campaign settings.
3. Look for the option to upload a CSV file and click on it.
4. Choose the CSV file from your computer that you want to import.
5. Map the fields and Choose/associate a client. The system will process the CSV file and import the data into the campaign.

By importing a CSV file, you can update the campaign with new leads without interrupting the campaign's flow.

Is it possible to connect Outlook via OAuth?

Yes, it is recommended to connect Outlook via OAuth. OAuth (Open Authorization) is an industry-standard protocol that allows applications to access user data on various platforms, including Outlook, without requiring the user to share their login credentials. By connecting Outlook via OAuth, you enhance security and ensure a seamless and secure integration between your application and Outlook.

How can I connect Outlook using OAuth?

To connect Outlook using OAuth, follow these steps:

1. Open your email accounts module in Smartlead
2. Look for the option to add accounts and select it.
3. Choose Outlook as the email provider you want to connect.
4. Clicking on the Outlook logo will redirect you to the Outlook login page.
5. Enter your credentials and log in to your Outlook account.
6. Follow the prompts to authorize the application to access your Outlook account using OAuth.
7. Once the authorization is complete, your application will be connected to Outlook via OAuth, enabling secure access to your Outlook emails and data.

By following these steps, you can establish a secure and authenticated connection between your application and Outlook, ensuring seamless integration and access to your email account.

Why am I experiencing delays in fetching emails from my ESP to MI?

If you are experiencing delays in fetching emails from your Email Service Provider (ESP) to the Master Inbox (MI), there could be a few reasons for this. It is important to note that fetching emails from the ESP to the MI can take some time due to various factors such as network latency, ESP server load, and the size of the email inbox. Here are some points to consider:

1. Time interval: The Master Inbox usually fetches emails at regular intervals, which can range from 5 to 55 minutes. This interval allows the system to retrieve and process new emails periodically.

2. Fetch replies button: If you need to fetch replies immediately, you can use the "Fetch replies" button available in the Master Inbox. Clicking on this button triggers an immediate fetch of replies from your ESP's email inbox folder.

If the delays persist or you encounter any issues with fetching emails, it is recommended to reach out to the Smartlead support team for further assistance.Please note: 

Filtering or rules: Review any filtering or rules set up in your ESP that could potentially affect the delivery of emails to the MI. Ensure that emails are not being automatically sorted, archived, or blocked based on certain criteria.

Why doesn't categorizing leads, such as "Not interested," stop campaigns for them?

Categorizing leads, such as marking them as "Not interested," does not automatically stop campaigns for those leads. The purpose of lead categorization is to classify and organize leads based on their specific attributes or actions. However, categorizing a lead as "Not interested" does not halt the campaign because the system relies on replies from leads to determine if a campaign should be stopped.

In most cases, when a lead categorizes themselves as "Not interested," they may choose not to reply to the email or take any further action. As a result, the campaign continues until it reaches its completion or encounters other stopping conditions.

It's important to note that when a lead does reply to an email, the system recognizes the response and stops the campaign for that particular lead. Therefore, replies from leads serve as the primary trigger to stop campaigns rather than lead categorization alone.

In some cases,A lead might have to be categorized for various reasons even if they do not intend to reply, such as organizing their inbox or indicating their preference. Such categorization does not automatically stop the lead from receiving further emails in the campaign. In such cases the emails have to stopped manually

What type of business can use Smartlead?

No, you get access to unlimited email accounts and warmup accounts without having to pay per account. This will let you scale your email outbound and without paying a penny more.

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