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Auto-reply templates for support emails

An auto-reply has one job: tell the customer their message arrived and when a human will answer. Keep it short, honest about timing, and helpful in the meantime.

Replace the text in [brackets] before sending.

Templates

During business hours

Email

Subject: We got your message [ticket ID]

Hi [Customer name],

Thanks for writing in. Your message has reached our support team, and a person (not a bot) will reply, usually within [typical response time].

If you think of anything to add, such as screenshots, account email or order ID, just reply to this email and it will be attached to the same conversation.

In the meantime, our help center covers the most common questions: [help center link]

[Team or company name] support

Out of hours

Email

Subject: We got your message, and we'll be back on [day]

Hi [Customer name],

Thanks for your message. Our support team is offline right now; we're available [support hours with timezone].

Your message is in the queue, and we'll answer it first thing when we're back, on [day and time].

If [Product] is completely down for you, you can check [status page link] for live updates at any hour.

[Team or company name] support

Chat: no one online

Chat

Thanks for your message! Our team is offline right now and back at [time and timezone]. Leave your email here and we'll reply there, so you don't need to keep this page open.

Tips

  • Give the response time you actually achieve most days, not your best day.
  • Include the ticket or conversation reference so customers can find the thread later.
  • Point to a status page for urgent outage questions outside your support hours.
  • Tell customers to reply to the same thread so details don't end up in a second ticket.

Avoid

  • "Your call is important to us" style filler.
  • Promising "within one hour" when nights and weekends make that untrue.
  • Long auto-replies that list every help article you have.

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