E-mail Tips>> Five Automatic Reply Emails Examples for Business


Customers are important and must be treated fair in order to make your business fare well. Giving them the usual one-sentence auto-response will surely blow them off and result in a loss of customers. So, in order not to offend your customers when they need inquiries, here's five samples of professional automatic reply emails that will give your customers a good impression. Check them out, below.


Example 1: During Service Upgrade

A professional automatic reply email is good when it is written with clarity. However, it is not necessary to start with ‘Dear esteemed customer’, you can start with “Hello” in order to create a good atmosphere of relationship with your customers. Alternatively, you can simply jump in with your appreciation e.g. “Thank you for getting in touch”

The following example is an email that is clearly written.


Thank you for your email. Please note that we currently have some slow-downs on our service due to the ongoing upgrade of our network which started 9:00 am on the 22nd of July, 2016 and will last until 12 noon on the 25th of July, 2016.

In spite of the upgrade, you can still visit our website and check out the previously asked questions about our products. This will give you some clues about the inquiries you want to make.

We promise to get back to you as soon as our network services are upgraded.

Best regards,

Donnie Smith

Communications Director

Pears and Cares Limited

Example 2: When You Have Too Many Messages

Sometimes, you would need to create professional automatic reply email because you have received loads of emails and need time to attend to them.

Dear esteemed customer,

Thank you for choosing to do business with us. We have received your email but we have loads of inquiries to attend to. It will take us about three days to get across to you on inquiries concerning our sales promotions.

However, if your inquiry needs urgent attention, you can contact our 24-hour customer care on 444-560-622 or 081-Hilton-Bolton.


Ann Warren

Promotions Director

Hilton Bolton Limited

Example 3: When You Check Your Emails Once Every Week

It is possible that, due to your schedule, you check your email once in a week. This is a good automatic reply email example for such a case.


Thanks for your email. Due to my tight schedule and so many engagements, I currently check my email on Monday mornings. If your inquiry can wait, I will surely respond as soon as I check my email on Monday.

If you require immediate attention, please contact any of our customer support executives below:

Thank you for understanding. I wish you all the best.

Warm regards,

Dennis Harold

Marketing Director

Lenith Limited

Example 4: Short Response for Vacation

When you are on vacation, you definitely need to turn on email auto-response to ensure your customers are not left hanging. Here’s an example of automatic email reply for vacations.

Dear Esteemed Customer,

Thanks for your email. I won’t be in the office from 15th April to 20th April. Please expect a reply latest on Monday, 21st April, which is my return date.

If your inquiry is urgent, you may contact Mrs. Walters.

However, I will respond to your email as soon as I can, when I return.

Thank you for your patience.


Tom Woods

Managing Director

Earl Princes Limited

Example 5: Long Response for Vacation

This is another professional automatic reply email. It is more comprehensive and provides many alternatives for customers to make their inquiries.

Dear Esteemed Customer,

I appreciate your email at this moment. Right now I am on a vacation with my family and will be out of office for two weeks. I am in an environment that denies me access to the use of online services. The hard truth is that I haven’t seen this email right now and probably won’t see it until I’m back.

I’m sure this is not the reply you were expecting. In order not to cause you any form of disappointment, I have made some alternative arrangements:

Thank you for your patience and understanding.


Rita Wright

Marketing Director

Blisters Macreti Limited


One important thing you would have seen in all these examples of automatic reply emails is the provision of alternatives for the email sender. So, always ensure you provide at least one alternative way to solve the customer’s problem whenever you are writing an auto-response email.