Imagine a customer messaging your business on WhatsApp, expecting a quick reply, but you’re unavailable. Without a response, they may leave or choose a competitor. WhatsApp Business Away Messages ensure you stay professional and responsive, even when offline.
A well-crafted message sets expectations, maintains engagement, and keeps leads warm. This guide covers ready-to-use templates, setup steps, and best practices to make your auto-replies effective.
Whether you need a formal, friendly, or industry-specific message, you’ll find the perfect fit here. Let’s create the best away message for WhatsApp Business and keep your customers connected 24/7.
What are Away Messages?
WhatsApp Business away messages are automated responses that inform customers when you’re unavailable. They help manage expectations by sharing response times, business hours, or alternative support options.
You can customize them for specific hours, set them for all contacts or select ones, and schedule them to activate outside business hours, ensuring smooth and professional communication
Why You Need an Away Message for Business
Customers expect quick responses on WhatsApp, but businesses can’t always be available. Without a reply, they may leave or turn to a competitor.
A WhatsApp Business Away message ensures customers know when to expect a response, keeping them engaged and reassured. An effective away message for business WhatsApp helps maintain trust and prevent lost opportunities.
✅ Manages customer expectations – Tells customers when they can expect a reply, reducing frustration.
✅ Keeps your business professional – Automated responses show you value customer inquiries.
✅ Prevents lost leads – Keeps potential customers engaged rather than seeking alternatives.
✅ Saves time – Reduces the need for repetitive manual responses.
✅ Works for all businesses – Ideal for small businesses, eCommerce, service providers, and support teams.
✅ Improves customer experience – A well-crafted away message template for WhatsApp Business keeps conversations active and professional.
An away message for business is a customer retention tool. By keeping engagement alive and setting clear expectations, you create a smooth experience.
Whether you need a simple acknowledgment or a detailed response, the right-away message for business WhatsApp keeps your business responsive, even when you're offline. Now, let’s create yours and keep customers connected!
How to Set Up an Away Message on WhatsApp Business
Managing customer expectations is crucial, and WhatsApp Business away messages ensure that your customers know when you’re unavailable.
This automatic response reassures them that their message has been received and when they can expect a reply. Follow this step-by-step guide to set up your WhatsApp Business auto-reply efficiently.
Step 1
Open WhatsApp Business and Access Away Messages
- Launch the WhatsApp Business app.
- Tap More options (three dots on Android) or Settings (iOS).
- Go to Business Tools and select Away message.
Step 2
Enable and Customize Your Away Message
- Toggle “Send away message” to ON.
- Under Away message, tap the message field and enter a customized response. Keep it clear and professional.
- Example: “Hi! 👋 We're currently away but will respond within [timeframe]. Meanwhile, check our FAQs here: [link].”
Step 3
Set Your Away Message Schedule
You can control when the away message is sent by choosing one of the following options:
✅ Always Send – Sends the message 24/7, ideal for vacations or long-term unavailability.
✅ Custom Schedule – Specify exact dates and times when the message should be sent (e.g., holidays, weekends).
✅ Outside Business Hours – Automatically replies only after working hours (this option is available if business hours are set in your profile).
Step 4
Choose Recipients for Your Away Message
Decide who receives your away message based on your business needs:
✅ Everyone – Sends the auto-reply to all incoming messages.
✅ Everyone Not in Address Book – Sends the message only to new customers or unknown contacts.
✅ Everyone Except… – Excludes specific contacts from receiving the away message.
✅ Only Send To… – Select specific contacts, such as VIP clients or priority customers.
Step 5
Save and Test Your Away Message
- Once everything is set up, tap "Save" to apply the changes.
- Test your message by sending a WhatsApp text to your business number to ensure it works correctly.
💡Tips for Optimizing Your Away Messages
✅ Keep messages short and informative.
✅ Include links to FAQs, website pages, or booking tools.
✅ Use a friendly and professional tone to maintain customer engagement.
✅ Ensure your device has an active internet connection for away messages to work properly.
By following these steps, you can easily configure an away message for business WhatsApp, ensuring smooth customer communication while you’re unavailable.
You can also skip doing all of it and choose AI. With the help AI features of BotPenguin, you can automate your WhatsApp, including your WhatsApp away messages.
💡Pro Tip: Automate WhatsApp Conversation Beyond Away Messages
Auto-replies acknowledge messages, but as your business grows, you need more than just basic responses. BotPenguin’s AI-powered WhatsApp automation ensures seamless customer interactions without manual effort. Here’s how it helps:
✅ Instant Query Resolution – Answer customer questions about product availability, pricing, and services in real time.
✅ Smart Lead Handling – Capture details, qualify leads, and route them to the right team effortlessly.
✅ 24/7 Customer Support – Engage users round the clock, even outside business hours, without lifting a finger.
✅ Quick & Easy Setup – Get started in minutes with a simple, no-code setup—no technical expertise needed.
✅ Seamless Integration – Sync WhatsApp conversations with your CRM and sales tools for a smooth, automated workflow.
👉 Start Automating with BotPenguin Today!
Best Away Message for WhatsApp Business
Customers expect instant replies, but businesses aren’t always available. An away message for businesses ensures they know when to expect a response while keeping them engaged.
Whether handling sales, support, or general inquiries, the right-away message for business WhatsApp helps maintain professionalism and trust.
Below are different Meta-compliant WhatsApp away messages, which you can copy-paste now as per your business need.
Scenarios-Specific WhatsApp Away Message for Business
Automated responses help businesses stay engaged with customers even when unavailable. Below are the most common situations where an away message is useful, along with customizable templates.
1. After Business Hours
Setting clear expectations for responses outside working hours.
- Professional: “Thanks for reaching out to [Business Name]. Our team is available from [working hours]. We’ll get back to you once we’re online.”
- Reassuring: “We appreciate your message! We’re currently closed but will respond as soon as we’re back. Thanks for your patience!”
2. High Traffic Periods
Keeping customers informed about potential delays during busy hours.
- Professional: “We’re currently handling a high number of messages, so our response may take longer than usual. We appreciate your patience and will get back to you soon.”
- Empathetic: We know waiting isn’t easy, and we truly appreciate your time. Our team is doing their best to respond as quickly as possible. Thank you for bearing with us!"
3. Holidays & Special Occasions (Warm & Personal)
Letting customers know about temporary closures for holidays while keeping it engaging.
- Warm & Personal: “Wishing you a wonderful [holiday name]! 🎉 We’re taking a short break from [start date] to [end date] but will be back soon to assist you!”
4. Temporary Unavailability
Providing assurance when the business is temporarily unavailable.
- Reassuring: “We’re away for a short while but will be back soon! Leave us a message, and we’ll get back to you as quickly as possible.”
5. Lead Collection (For Sales & Inquiries)
Ensuring potential customers stay engaged by capturing their details.
- Persuasive: “We’d love to help! Drop your details, and we’ll reach out with the best solution as soon as we can!”
6. Emergency & Priority Requests
Providing clear guidance for urgent situations while managing general inquiries.
- Professional: “If your request is urgent, please call [emergency contact]. For all other inquiries, we’ll respond within [expected timeframe].”
- Reassuring: “Need immediate assistance? We’re here for you! Call [emergency number], or leave us a message, and we’ll respond as soon as possible.”
Industry-Specific Away Message for Business
WhatsApp away messages ensure seamless communication for businesses when they are unavailable.
In the healthcare industry, timely and clear responses are essential to maintain trust and guide patients effectively. Below are best away message templates for healthcare providers based on different scenarios and appropriate tones.
1. Healthcare (Hospitals, Clinics, Pharmacies, Telehealth Services)
Healthcare professionals must provide clear, reassuring communication, even when they’re unavailable.
These templates ensure patients get the necessary information while maintaining professionalism and engagement.
1.1 After Business Hours
When patients contact outside working hours, they should know when to expect a response.
- Professional: “Thank you for contacting [Healthcare Center Name]. Our office hours are [time]. We will respond as soon as we reopen.”
- Empathetic: “We understand medical concerns can’t always wait. While our clinic is closed, you can call [emergency number] for urgent issues.”
- Warm & Personal: “Hi, we’re currently closed but will be back at [time]. Let us know how we can assist, and we’ll follow up as soon as possible!”
1.2 Appointment Booking Inquiry
Patients may request to book, reschedule, or confirm appointments. These responses help streamline the process.
- Professional: “To schedule an appointment, visit [booking link] or call us at [contact number]. We will confirm availability at the earliest.”
- Empathetic: “We know your health is a priority. Please use [booking link] to schedule an appointment, and we’ll confirm as soon as possible.”
- Warm & Personal: “Hi, need to book an appointment? You can do it online at [booking link] or send us a message, and we’ll handle it for you!”
1.3 Prescription Refills & Lab Test Results
These templates help pharmacies and clinics respond to refill requests and lab test inquiries efficiently.
- Professional: "Lab test results and prescription refills are available for collection. Visit [location] during [time] or check online at [portal link]."
- Empathetic: "We understand the urgency of your prescription needs. You can request a refill at [link] or visit our pharmacy during [hours]."
- Warm & Personal: “Hi [Name], your test results are in! Drop by [clinic/pharmacy name] or check them online at [link]. Let us know if you need assistance!”
1.4 Emergency & Priority Requests
Urgent medical matters require immediate attention. These messages guide patients effectively.
- Professional: “If this is a medical emergency, contact [emergency number] or visit your nearest healthcare facility. For non-urgent matters, we will respond as soon as possible.”
- Empathetic: "We know emergencies can be stressful. Please call [emergency contact] for urgent assistance, or visit the nearest hospital for immediate care."
- Warm & Personal: “Hi [Name], if you need urgent medical help, please call [emergency number] immediately. Otherwise, we’ll be in touch soon!”
2. Education (Schools, Coaching Centers, Online Courses)
Educational institutions must provide clear, informative, and engaging communication, even when staff members are unavailable.
These templates ensure students and parents receive the necessary information while maintaining professionalism and warmth.
2.1 After Business Hours
When inquiries come in outside of working hours, this message sets the right expectations.
- Professional: “Thank you for contacting [Institution Name]. Our office hours are [time]. We will respond as soon as we reopen.”
- Empathetic: “We understand that educational concerns are important. Our team is currently unavailable, but we will respond as soon as possible. For urgent queries, please visit [link].”
- Warm & Personal: “Hi, we’re closed at the moment but will be back at [time]. Let us know how we can help, and we’ll follow up as soon as we’re available! 😊”
2.2 Admission Inquiry Response
For prospective students and parents looking for admission details, this ensures they receive clear guidance.
- Professional: “Thank you for your interest in [Institution Name]. Admissions for [year] are now open! Please visit [link] for detailed information or reach out during working hours.”
- Empathetic: "We know choosing the right institution is an important decision. You can find admission details at [link], and our team will be happy to assist you when we’re back! ✨"
- Warm & Personal: “Hi, thanks for considering [Institution Name]! You can check admission details here: [link]. We’ll get back to you soon with any additional information! 🎓”
2.3 Student Support Unavailable
Students may need help with coursework, assignments, or technical support. This message reassures them and directs them to resources.
- Professional: “Our student support team is currently unavailable. You can check our FAQs here: [link], or we will get back to you as soon as we’re available.”
- Empathetic: “We understand that timely assistance is crucial. Our team will be back soon, but in the meantime, check out our resource center at [link] for immediate help.”
- Warm & Personal: “Hey, we’re away right now, but don’t worry—we’ll get back to you soon! Meanwhile, check out our student help desk at [link]. 📚”
2.4 Exam Schedule or Result Inquiry
Students and parents frequently ask about exam dates and results. These messages provide the necessary details.
- Professional: "Exam schedules and results are available at [link]. If you need further assistance, we will respond as soon as we’re back."
- Empathetic: “We understand waiting for results can be stressful. You can check exam dates and results here: [link]. We’ll be happy to assist you when we’re available!”
- Warm & Personal: “Hi, we know how important this is! Check out the latest exam schedules and results at [link], and we’ll be here to help if you need anything! 🎓”
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3. E-commerce (Online Stores, Marketplaces, D2C Brands)
E-commerce businesses must provide timely responses to customer inquiries to maintain trust and satisfaction. These templates ensure customers receive relevant information even when support is unavailable.
3.1 Order Inquiry After Business Hours
Customers frequently check order status after working hours. This message sets the right expectation.
- Professional: “Thank you for your order! Our team is currently offline, but you can track your order here: [tracking link]. We’ll respond as soon as we’re available.”
- Empathetic: “We know you’re excited about your order! While we’re currently unavailable, you can check your order status at [tracking link]. We’ll follow up soon!”
- Warm & Personal: "Hey, we’re off duty now, but your order is on its way! Track it here: [tracking link]. We’ll be back soon to assist you! 😊"
- Reassuring: “Your order is safe with us! We’re currently offline, but you can check its status here: [tracking link]. Let us know if you need further help!”
3.2 Stock Unavailability or Restocking Updates
Customers often want to know when a product will be back in stock. This message keeps them informed.
- Professional: “This item is currently out of stock. You can sign up for restock alerts here: [link]. We’ll notify you when it’s available!”
- Empathetic: "We understand how frustrating it is when your favorite item is out of stock. Sign up at [link], and we’ll notify you as soon as it’s back!"
- Warm & Personal: "Hey, we know you’ve got your eye on this product! It’s out of stock for now, but sign up here [link] to be the first to know when it returns! 😊"
- Reassuring: “Good news! We’re working to restock this item soon. Sign up for an alert here: [link], and we’ll let you know the moment it’s available!”
3.3 Shipping/Delivery Delay Notifications
Unexpected delays can cause frustration. These messages help manage expectations.
- Professional: “Due to high demand, your order delivery may take longer than expected. You can track real-time updates here: [tracking link].”
- Empathetic: “We’re sorry for the delay—we know how important this order is for you! Track your delivery status here: [tracking link]. We appreciate your patience.”
- Warm & Personal: “Hey, we hate delays too! Your order is on the way, but it’s taking a little longer than usual. Track it here: [tracking link]. Thanks for your patience!”
- Reassuring: “Your order is still on track! We’ve hit a small delay, but don’t worry—it’s coming soon. Check real-time updates here: [tracking link].”
3.4 Return & Refund Policy Requests
Customers may inquire about return and refund processes. These messages offer clear guidance.
- Professional: “To process a return or refund, please visit [return policy link]. Our team will assist you as soon as we’re available.”
- Empathetic: “We understand that returns happen! You can start the process at [return policy link], and we’ll help you as soon as possible.”
- Warm & Personal: “Hey [Name], need to return something? No worries! Start the process at [return link], and we’ll make it hassle-free for you! 😊”
- Reassuring: “We’ve got you covered! If you need to return your item, check our policy at [return link] for a quick and easy process.”
4. Real Estate (Brokers, Agencies, Property Management)
Real estate professionals need to be responsive to client inquiries, even when unavailable. These messages provide timely information while ensuring professional engagement.
4.1 Property Inquiry
Prospective buyers or tenants often inquire about property details. These messages ensure they get a response.
- Professional: “Thank you for your interest in [Property Name/Agency]. Please share the details of your inquiry, and our agent will get back to you as soon as possible.”
- Empathetic: “We understand that finding the right property is important. Our team will get back to you soon, or you can browse available listings here: [link].”
- Warm & Personal: "Hey, we’d love to help you find the perfect property! Leave us a message, and we’ll connect with you soon. 🏡"
- Reassuring: “We’re here to assist you! While our agents are currently unavailable, you can check our latest listings here: [link], and we’ll be in touch shortly.”
- Persuasive: “This property is in high demand! Let’s schedule a quick call once we’re available so you don’t miss out. Leave your details, and we’ll get back to you soon!”
4.2 Agent Unavailable for Immediate Calls
Sometimes, agents are busy or in meetings. These responses keep clients informed.
- Professional: “Our agents are currently assisting other clients. Please leave your message, and we will respond as soon as possible.”
- Empathetic: “We value your time and will get back to you shortly. Meanwhile, check out our latest properties here: [link].”
- Warm & Personal: “Hi, I’m currently in a meeting but will reach out as soon as I’m free! Feel free to browse our available listings here: [link].”
- Reassuring: “We’re here for you! While we’re currently busy, rest assured we’ll return your message soon. In the meantime, explore our latest properties: [link].”
- Persuasive: “We’re in high demand right now, but I’d love to connect with you soon! Drop your details, and I’ll make sure to reach out ASAP.”
4.3 Office Closed for the Day
When the agency is closed, customers should know when they can reach out.
- Professional: “Our office is currently closed. Our business hours are [time]. We will get back to you during working hours.”
- Empathetic: “We know real estate decisions are important. Our team is currently unavailable but will reach out as soon as possible.”
- Warm & Personal: “Hey, we’re closed right now but will be back at [time]. We’ll connect with you soon!”
- Reassuring: "We’re currently closed but will reopen at [time]. Leave your message, and we’ll be in touch soon!"
- Persuasive: “We’d love to assist you as soon as we reopen! Leave your contact details, and we’ll ensure you’re the first to get updates.”
4.4 Rental & Lease Agreement Requests
Prospective tenants often request rental and lease agreement details. These messages provide quick guidance.
- Professional: “To inquire about rental agreements, please visit [link] or leave a message. We will assist you as soon as possible.”
- Empathetic: “We understand that rental decisions require clarity. Our team will respond soon, or you can check rental policies here: [link].”
- Warm & Personal: “Hi, we’d love to help with your rental needs! Drop us a message, and we’ll get back to you soon!”
- Reassuring: “We’re reviewing your request and will follow up shortly. In the meantime, you can check our rental guidelines here: [link].”
- Persuasive: “Leases go fast! Let’s discuss your options as soon as possible. Leave your details, and we’ll prioritize your request!”
5. SaaS (Software & Tech Support Services)
SaaS companies need to provide quick, clear, and reassuring communication when unavailable. These messages ensure that customers receive the help they need while keeping them engaged.
5.1 Support Team Unavailable
When technical support is unavailable, customers need assurance that their concerns will be addressed soon.
- Professional: "Our support team is currently offline. We’ll get back to you during business hours. In the meantime, check our help center: [link]."
- Empathetic: “We know tech issues can be frustrating. Our team will respond soon, or you can visit [help link] for troubleshooting steps.”
- Reassuring: "We’re here for you! While our support team is away, you can check our FAQs at [help link]. We’ll follow up as soon as possible."
- Concise & Direct: “Support is currently unavailable. Check our troubleshooting guide: [link]. We’ll be in touch soon.”
5.2 Subscription Renewal & Payment Issues
Customers may have concerns about billing or subscription renewals. These responses ensure smooth communication.
- Professional: “For billing and subscription assistance, visit [billing link] or leave a message, and we’ll respond soon.”
- Empathetic: “We understand how important uninterrupted access is. If you’re facing payment issues, check [billing link] or message us, and we’ll assist soon.”
- Reassuring: “No worries! If you’re experiencing a billing issue, visit [billing link], and we’ll follow up shortly.”
- Concise & Direct: “Facing a payment issue? Check [billing link] for a quick resolution. We’ll assist when we’re back online.”
5.3 Feature Request or Bug Reporting
Customers might suggest new features or report issues. These messages acknowledge their input.
- Professional: “Thank you for your feedback! We’ve logged your request and will review it soon. Track updates at [link].”
- Empathetic: “We appreciate your suggestion! Our team values user feedback, and we’ll consider this for future updates.”
- Reassuring: “Your feedback matters! We’ve noted your request and will keep you posted on any developments.”
- Concise & Direct: “Feature request received! Stay updated on product changes here: [link].”
5.4 Downtime or Service Maintenance Alert
If the system is down or under maintenance, customers need a clear and calming update.
- Professional: “We’re currently undergoing scheduled maintenance. Services will resume at [time]. Check status updates here: [link].”
- Empathetic: “We understand how inconvenient downtime can be. We’re working on it and will be back by [time]. Track progress here: [link].”
- Reassuring: "We’re on it! Our engineers are fixing the issue. Services will be back soon. Stay updated at [link]."
- Concise & Direct: “System maintenance in progress. Expected return: [time]. Check updates here: [link].”
6. Tours & Travel (Agencies, Hotels, Airlines)
The travel industry requires clear, timely, and persuasive communication.
Whether handling booking inquiries, urgent travel issues, or policy-related requests, these messages ensure customers receive prompt and helpful responses.
6.1 Booking Inquiry After Hours
Customers often inquire about travel bookings outside business hours. This message sets expectations.
- Professional: “Thank you for reaching out to [Travel Agency/Hotel/Airline]. Our booking team is currently offline but will respond during business hours. You can check availability and make reservations here: [booking link].”
- Empathetic: “We know planning your trip is important! While we’re currently away, you can check available dates and book online at [booking link]. We’ll confirm your reservation soon.”
- Persuasive: “Great news, [Name]! 🌍 This destination is in high demand. Secure your booking now at [link], and let’s plan your dream trip!”
- Reassuring: “Your dream trip is just a step away! While we’re unavailable, you can check pricing and book your tickets here: [link]. We’ll follow up soon!”
6.2 Urgent Travel Issues (Flight Delays, Cancellations, etc.)
For urgent travel-related concerns, customers need fast responses and clear next steps.
- Professional: "We’re experiencing high support volumes. If your flight is delayed or canceled, check updates and rebooking options at [airline link]."
- Empathetic: “We understand travel disruptions can be stressful. Our team is working to assist travelers as quickly as possible. For immediate flight status updates, visit [link].”
- Reassuring: “We’ve got you covered! If your trip is affected by delays, visit [link] for rebooking options. Our team will assist you shortly.”
6.3 Custom Travel Itinerary Requests
Many travelers request personalized itineraries. These responses ensure they receive the right guidance.
- Professional: "Thank you for your interest in a custom itinerary! Our travel experts will review your request and get back to you soon. In the meantime, browse our pre-designed packages here: [link]."
- Empathetic: "We love crafting perfect getaways! Our team will personalize your itinerary and get back to you shortly. Let us know if you have any special requests!"
- Persuasive: “Your dream vacation is within reach! ✈️ Our travel experts are designing your perfect itinerary. Book now to secure exclusive offers! [link]”
- Reassuring: “Your dream itinerary is in progress! We’re finalizing the details and will reach out soon. Check out similar trips here: [link].”
6.4 Hotel Check-in & Cancellation Policy
Guests frequently ask about hotel policies. These messages provide instant clarity.
- Professional: "For check-in details and cancellation policies, visit [hotel link] or contact our front desk during business hours."
- Empathetic: “We know travel plans can change! If you need to adjust your booking, review our cancellation policy at [hotel link] or message us, and we’ll assist you soon.”
- Reassuring: “No worries! If you have a last-minute change, check our flexible cancellation policies here: [link], and we’ll help as soon as possible.”
7. Insurance (Life, Health, Vehicle, Corporate Insurance Providers)
The insurance industry requires clear, professional, and reassuring communication. Whether handling claims, policy inquiries, or renewals, these messages help maintain trust and provide essential information to policyholders.
7.1 Office Closed for the Day
Customers reaching out after business hours need to know when they can expect assistance.
- Professional: "Thank you for contacting [Insurance Provider]. Our office hours are [time]. We will respond as soon as we reopen. For urgent claims, visit [claims link] or call [emergency contact]."
- Empathetic: “We understand your concerns are important. While we’re currently closed, you can check our online portal for assistance: [link]. We’ll get back to you as soon as possible.”
- Reassuring: “We’re here for you! Our office is currently closed, but you can still access your policy details or file claims online at [link]. We’ll follow up first thing when we’re back.”
7.2 Emergency Claims Assistance
Policyholders in distress need clear guidance on filing emergency claims.
- Professional: "For emergency claims assistance, please call [emergency contact] or visit [claims portal link]. Our team is available 24/7 for urgent cases."
- Empathetic: “We understand emergencies can be overwhelming. Our dedicated claims team is available at [contact number]. You can also file a claim online here: [claims link].”
- Reassuring: “Your safety is our priority! If you need immediate claims support, call our 24/7 emergency line at [number] or visit [claims portal] for quick assistance.”
7.3 Policy Renewal Reminder
Policyholders may forget renewal deadlines. A proactive message helps maintain continuous coverage.
- Professional: “Your policy renewal is due soon. To avoid any lapse in coverage, please renew online at [link] or contact us during business hours for assistance.”
- Empathetic: “We want to ensure your coverage remains uninterrupted. Your renewal is due soon—renew now at [link] or reach out if you have questions.”
- Reassuring: “We’ve got you covered! Your policy is up for renewal, and we’re here to help make the process seamless. Visit [link] to renew in just a few clicks.”
- Persuasive: “Renew today and stay protected! Don’t risk a lapse in coverage—click here [link] to renew now and continue enjoying peace of mind.”
7.4 Coverage & Premium Inquiry
Customers often inquire about policy details, premiums, and benefits. These messages provide quick responses.
- Professional: “For details on your coverage and premium, please log in to your account at [portal link] or reach out to us during office hours.”
- Empathetic: “We understand choosing the right coverage is important. Check your policy details at [link], and we’ll be happy to assist further when we’re available.”
- Reassuring: “Your protection matters to us! You can review coverage options and premium details at [link]. If you have any concerns, we’ll be in touch soon.”
- Persuasive: “Get the best coverage for your needs! Explore your policy details here [link], or speak with an advisor to optimize your benefits.”
8. Restaurants & Cafés
Restaurants and cafés must provide quick, friendly, and clear responses to customer inquiries.
Whether handling business hours, reservations, or order availability, these messages keep customers informed and engaged.
8.1 Outside Business Hours
When customers reach out after closing, they should know when to expect a response.
- Professional: "Thank you for contacting [Restaurant/Café Name]. We’re currently closed, but our business hours are [time]. We’ll get back to you as soon as we open!"
- Friendly: "Hey there! We’re closed right now, but we’d love to serve you soon. Check our opening hours here: [link]. See you soon! 🍽️"
- Reassuring: “We’re closed for now, but don’t worry! We’ll be back at [time]. Feel free to check our menu here: [menu link].”
8.2 During Peak Dining Hours
When a restaurant is busy, customers should know there may be delays in response time.
- Professional: "We’re currently experiencing high demand at [Restaurant Name]. We’ll respond to your inquiry as soon as possible. Thank you for your patience!"
- Friendly: “We’re serving up delicious meals and it’s a bit busy! 🍽️ We’ll be with you soon—thanks for waiting!”
- Reassuring: “Our team is working hard to serve everyone! We’ll respond shortly, but in the meantime, check our menu here: [link].”
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8.3 Reservation Confirmation or Unavailability
Customers want to confirm or check availability for their bookings.
- Professional: “Your reservation at [Restaurant Name] is confirmed for [date/time]. If you need any changes, please reach out to us at [contact].”
- Friendly: “Yay! 🎉 Your table is booked for [date/time]. Need any special arrangements? Let us know!”
- Reassuring: "We’ve reserved your spot! If you need to make any changes, let us know—we’re happy to assist!"
- Persuasive (if fully booked): “We’re fully booked for [date], but we’d love to serve you soon! How about [alternative date/time]? Reserve now before we fill up again!”
8.4 Online Order Delays & Availability
Customers checking on their online orders need quick updates.
- Professional: "Your order is being prepared! Due to high demand, delivery may take longer than expected. Track your order here: [tracking link]."
- Friendly: "We’re cooking up your order with love! 🍕 It might take a bit longer, but we promise it’s worth the wait! Track it here: [link]."
- Reassuring: "Good food takes time! Your order is on its way. Check real-time updates here: [tracking link]."
- Persuasive (for unavailable items): “Oh no! Your favorite dish is out of stock today. But don’t worry—we have some great alternatives waiting for you! Check them out here: [menu link].”
9. Event Planners (Weddings, Corporate Events, Party Organizers)
Event planning businesses need clear, professional, and responsive communication to manage inquiries and last-minute changes effectively.
These messages ensure clients receive timely updates even when planners are unavailable.
9.1 Currently Managing an Event
When planners are occupied with an event, customers should know when they can expect a response.
- Professional: "Thank you for reaching out to [Event Planning Company]. We’re currently managing an event and will get back to you as soon as we’re available."
- Empathetic: “We’re in the middle of creating an unforgettable event! We’ll respond as soon as we can. For urgent inquiries, contact [alternative contact].”
- Reassuring: “We’re making magic happen at an event right now! 🎉 We’ll get back to you shortly, but if it’s urgent, please check our FAQ here: [link].”
9.2 Office Closed After Hours
Clients may reach out after business hours, so an automatic response helps set expectations.
- Professional: “Our office is currently closed. Business hours are [time]. We’ll respond once we’re back. For urgent matters, email [email].”
- Empathetic: “We know event planning questions can’t always wait! While we’re closed, feel free to leave us a message, and we’ll get back to you soon.”
- Reassuring: “We’re closed for now but will be back at [time]. Have an event coming up? Check out our services here: [link].”
9.3 Custom Event Inquiry
For customers requesting a customized event package, this message acknowledges their request and ensures a timely response.
- Professional: "Thank you for your inquiry! Our team will review your event request and get back to you shortly with customized options.
- Empathetic: “We love making events special! 🎊 We’re reviewing your request and will reach out soon to discuss your vision in detail.”
- Persuasive: “Let’s make your event unforgettable! 💫 We’re working on your request and will share exciting options soon. Stay tuned!”
- Reassuring: “Your event is in good hands! Our experts are reviewing your request, and we’ll get back to you with personalized recommendations.”
9.4 Last-Minute Cancellations & Rescheduling
Unexpected changes happen, and customers need a clear process for cancellations or rescheduling.
- Professional: “We understand that plans change. Please review our cancellation and rescheduling policy here: [link]. For urgent changes, contact us at [contact number].”
- Empathetic: “We know how unpredictable events can be! If you need to reschedule, let’s work together to find a new date. Reach out at [contact].”
- Reassuring: “No worries! If you need to cancel or reschedule, check our flexible options here: [link]. We’ll do our best to accommodate you.”
- Persuasive (for rescheduling instead of canceling): “Your event deserves to shine! Instead of canceling, let’s find a new date that works for you. We’re happy to help—contact us now!”
10. Freelancers & Agencies (Designers, Writers, Digital Marketers, Developers)
Freelancers and agencies work on multiple projects and often need to communicate their availability effectively. These messages help clients understand response times and availability while maintaining engagement.
10.1 Out of Office for a Project
When freelancers or agencies are fully occupied with ongoing projects, they should set clear expectations for response times.
- Professional: "Thank you for reaching out! We’re currently engaged in a project and will get back to you as soon as we’re available. For urgent matters, please email [email]."
- Empathetic: “We’re deep in creative work right now! We appreciate your patience and will respond as soon as we can. Let us know if it’s urgent.”
- Reassuring: “Focused on delivering a project at the moment, but don’t worry! We’ll respond as soon as possible. In the meantime, check out our portfolio here: [link].”
10.2 Weekend Auto-Reply
Freelancers and agencies often take weekends off. This message ensures clients know when they can expect a response.
- Professional: “Our team is currently offline for the weekend. We’ll be back on [Monday] and will respond as soon as possible.”
- Friendly: “Taking the weekend to recharge! 🚀 We’ll be back on [Monday]—talk soon!”
- Reassuring: “Away for the weekend but will respond first thing on [Monday]. In the meantime, check out our services here: [link].”
10.3 New Project Inquiries & Availability
For prospective clients reaching out about new projects, this message sets expectations and keeps engagement high.
- Professional: “Thank you for your interest in working with us! We’re reviewing new project inquiries and will get back to you within [timeframe].”
- Empathetic: “We’re excited to hear about your project! 🎯 We’ll review your request and respond as soon as possible.”
- Persuasive: "Let’s create something amazing together! 🚀 We’re currently accepting new projects—tell us more, and let’s get started!"
- Reassuring: “We’d love to collaborate! We’re currently reviewing inquiries and will respond soon. Check out our past work here: [portfolio link].”
Best Practices for Writing Effective Away Messages
An effective away message for business helps manage customer expectations, enhances engagement, and keeps communication smooth.
Simply setting up an auto-reply isn’t enough—you need to optimize it for clarity, relevance, and impact. Here are the best practices to improve your WhatsApp auto-reply strategy.
1. Keep It Short & Clear
Customers don’t read long messages. Keep your auto-reply concise, focusing only on essential details. A short and direct message improves readability and ensures customers get the key information instantly.
Example:
“Hi! 👋 We’re away right now but will respond within [timeframe]. Need quick help? Check our FAQs here: [link].”
2. Set Clear Expectations
Avoid frustration by telling customers when they can expect a reply. Whether it's within a few hours or the next business day, an estimated response time reassures them.
Example:
“Hello! 😊 Our team is currently offline but will respond within 24 hours. Thanks for your patience!”
3. Personalization Boosts Engagement
Adding a personal touch makes customers feel valued. Personalized messages improve engagement and brand trust.
Example:
“Hi! 👋 Thanks for reaching out. We’ll reply to you soon. Meanwhile, here’s a link to our latest updates: [link].”
4. Add a Call-to-Action (CTA)
An auto-reply should guide customers on what to do next. Redirect them to FAQs, your website, a catalog, or an alternative contact method to keep them engaged while they wait.
✔ FAQs / Knowledge Base 📚 – Answer common queries.
✔ Website / Product Catalog 🌐 – Drive traffic to your store.
✔ Another Contact Method 📞 – Offer an alternative for urgent inquiries.
Example:
“Hey there! 🚀 Our team is currently away but will get back to you soon. For immediate help, check our FAQs: [link] or call us at [number].”
5. Use Emojis & a Friendly Tone
A warm, conversational tone makes auto-replies feel less robotic. Emojis add personality and improve readability without making messages overwhelming.
Example:
“Hi! 👋 We’re currently unavailable but will be back soon. Meanwhile, explore our latest offers here: [link] 🎉.”
6. Test & Optimize Your Auto-Reply
Monitor how customers respond to your away message. If engagement is low or inquiries are repeated, tweak your message to improve clarity and effectiveness.
✔ Test different response times to find what works best.
✔ Check if customers follow the provided CTAs.
✔ Keep updating messages to reflect seasonal changes or business hours.
A well-optimized away message for business ensures smooth customer communication while reinforcing a professional brand image.
By keeping it short, clear, and engaging, while adding personalization and CTAs, you can enhance user experience and reduce customer drop-offs.
Suggested Reading:
Exploring WhatsApp Bulk Messaging for Marketers & Businesses
Common Mistakes to Avoid with WhatsApp Away Messages
A poorly crafted away message for business can confuse customers and lead to missed opportunities. Avoid these common mistakes to ensure clear, effective auto-replies that keep customers engaged.
1. Being Too Generic
❌ "We’re not available right now."
This message lacks clarity and warmth. Customers need to know when you’ll respond and what they can do in the meantime.
✅ Better Alternative:
“Hi! We’re currently unavailable but will respond within [timeframe]. Need help? Visit [link] for quick answers.”
2. Not Setting a Response Time
Customers dislike uncertainty. Without a response timeframe, they might assume your business is unreliable and look elsewhere.
❌ "We’ll get back to you soon." (Too vague)
✅ Better Alternative:
"Hello! Our team will reply within 2 hours. Thanks for your patience!"
3. Overloading with Information
Long messages overwhelm customers. Auto-replies should be short, direct, and easy to read.
❌ "Thank you for contacting us. We appreciate your message and will respond soon. You can also check our website, FAQs, product details, or call us for urgent queries."
✅ Better Alternative:
“Hi! We’ll respond soon. Meanwhile, check our FAQs: [link].”
4. Ignoring Personalization
A robotic message can reduce engagement. Adding a friendly, human-like tone makes auto-replies more effective.
❌ "Your message has been received." (Feels impersonal)
✅ Better Alternative:
“Hey [Customer Name]! Thanks for reaching out. We’ll be with you shortly.”
5. Not Testing the Auto-Reply
Auto-replies with typos, broken links, or incorrect information can frustrate customers. Always send a test message to check how your auto-reply appears before enabling it.
💡 Pro Tip: Review and update your away message regularly to keep it relevant.
Avoiding these mistakes ensures your WhatsApp Business away message is clear, professional, and engaging. A well-crafted WhatsApp Business away message keeps customers informed, reduces frustration, and ensures constant communication.
Whether you’re handling customer support, sales inquiries, or appointment scheduling, using a clear and professional auto-reply improves customer experience and maintains engagement.
Conclusion
As we wrap up, it’s clear that a well-crafted away message on WhatsApp Business is a vital tool for managing customer expectations, keeping leads engaged, and maintaining a professional brand image.
Whether you’re responding after business hours, handling peak inquiries, or managing industry-specific communication, the right message ensures that customers never feel ignored.
But let’s be honest, constantly tweaking and managing away messages manually can be a hassle.
And, if you want to take it a step further and automate your WhatsApp communication beyond just away messages, AI-powered solutions can help.
With BotPenguin, you can automate replies, qualify leads, provide 24/7 customer support, and integrate seamlessly with WhatsApp Business API, all without any manual effort.
So, give BotPenguin a try today and explore how AI can handle your customer conversations effortlessly! 🚀
Frequently Asked Questions (FAQs)
What is the best away message for WhatsApp Business?
A best away message for WhatsApp Business should inform customers of response time and provide useful links. Example: "Hi! We’re away but will reply by [time]. Check FAQs: [link]."
Where can I find an away message template for WhatsApp Business?
An away message template for WhatsApp Business helps businesses create structured replies. Many customizable templates are available in WhatsApp settings, or you can use AI-powered chatbot solutions like BotPenguin.
Can I customize a sample away message for WhatsApp Business?
Yes, a sample away message for WhatsApp Business can be personalized with customer names, response time, and helpful links. Example: "Hi! We’ll reply by [time]. Visit [link] for quick help."
Can I set different away messages for different customer types on WhatsApp Business?
Yes, WhatsApp Business allows custom away messages for specific contacts, new customers, or VIP clients. You can configure this in Business Tools → Away Message → Choose Recipients settings.
How often should I update my away message for business WhatsApp?
Regularly updating your away message for business WhatsApp ensures relevance. Adjust it based on working hours, special offers, or seasonal changes to improve customer engagement and response efficiency.
