How to Write An Automated Email Response: Tips & Examples

Automated email responses are a simple yet powerful way to acknowledge incoming messages when you can’t reply right away. They show your sender that their message matters, while setting expectations about your availability or response time.

They’re especially useful when you’re out of office, managing high volumes, or tied up with urgent issues. But here’s the catch: a poorly written auto-reply can come off as robotic or dismissive, and damage the customer experience.

In this guide, we’ll show you how to craft effective automated email responses that feel human, communicate clearly, and fit a variety of situations, from out-of-office to customer queries.

Let’s get started.

Table of Contents

• What is an automated email response?
• How do automated email responses work?
• Why and when should we use auto-reply emails?
• 12 Examples of Automated Email Responses
  • 1. Out of Office Messages
  • 2. Acknowledgement of Customer Queries
  • 3. Business Hours Clarification
  • 4. Event or Webinar Registration
  • 5. Product Inquiries
  • 6. Job Applications
  • 7. Scheduled Down Time
  • 8. Newsletter Sign-up Confirmation
  • 9. Order Confirmation
  • 10. Appointment Confirmation
  • 11. Feedback Acknowledgment
  • 12. Billing or Payment Confirmation
• Do’s and Don’ts to Keep In Mind When Sending An Automated Email Response
  • 1. Do Set Clear Expectations
  • 2. Don’t Overload with Details
  • 3. Do Include Alternate Contacts
  • 4. Don’t Neglect Timely Follow Up
  • 5. Do Test the Automation
  • 6. Don’t Forget to Turn Off Auto-Replies
  • 7. Do Personalize When Possible
  • 8. Don’t Use Complex Language
  • 9. Do Update As Needed
  • 10. Don’t Use Spammy Language
• How to Set Up an Automated Email Response (step-by-step)?
  • In Gmail
  • In Outlook
• What are the benefits of using automated email replies?
• Best practices for writing automated email responses
• The smarter way to stay on top of your inbox
• Frequently Asked Questions

What is an automated email response?

An automated email response, often called an “out-of-office” or “auto-reply” message, is a message your email system sends automatically when you receive a message but aren’t available to respond right away.

These replies can be simple (just stating you’re away) or detailed, including alternate contacts, emergency procedures, or links to helpful resources.

How do automated email responses work?

Automated email responses are triggered when certain conditions are met, like getting an email outside of work hours or during a vacation. Instead of replying manually, your email system sends a pre-written message on your behalf.

At its core, it’s simple “if this, then that” logic. However, the right tool can do much more than just acknowledge emails.

Here’s how it usually works:

• Time-based triggers: Send replies when messages arrive outside work hours, on weekends, or during vacations.
• Event-based triggers: A new support ticket is created, a form is submitted, and an automated response is fired.
• Workflow-based automation: With tools like Hiver, you can set up rules to automatically tag, assign, and respond to emails based on their content or context.

This way, you stay responsive even when you’re not online. Customers, teammates, or candidates get the acknowledgment they need.

Why and when should we use auto-reply emails?

Auto-reply emails do more than fill in for your absence. They create clarity, build trust, and prevent silence from becoming frustrating. Whether you’re away or managing a heavy workload, a simple acknowledgment shows people their message matters.

That’s the risk when emails go unanswered. Automated responses help manage expectations, offer next steps, and show senders they haven’t been ignored.

Here are some common situations where automated email responses come in handy:

• Vacation or Time Off: When you’re on vacation, taking a day off, or have planned time off work, setting up an auto-reply email lets people know you’re away and when you’ll be back. You can also share alternate contact details if something’s urgent.
• Business Travel: If you’re away on a business trip, auto-reply messages help explain the delay and redirect senders if needed. Similar to vacation auto-replies, you can include an alternate contact if needed.
• Reduced Work Hours: When you’re working reduced hours or have set specific time intervals for checking your inbox, auto-responders can communicate this information. This helps set expectations regarding response time during those periods.
• Overwhelming Workload: During hectic times when you might not have the capacity to respond to emails immediately, auto-reply messages can acknowledge receipt of emails and let senders know that you’ll address their message as soon as possible.
• Emergency or Unexpected Absence: In cases of unexpected or unplanned absences due to illness, auto-replies can inform colleagues and clients about your situation and provide an estimated return date or alternate contacts for urgent matters.
• Testing or Maintenance: When your email system or website is undergoing maintenance or testing, auto-reply messages can notify users of the situation and provide a time frame for when normal service can resume.
• Email Address Changes: If you’re changing your email address, you can set up an auto-reply on your old email to inform contacts of your new email address.

12 Examples of Automated Email Responses

Here are 12 common scenarios where automated email responses make a real difference.

1. Out of Office Messages

Subject: Out of Office

Hey there,

Thank you for your email. I am currently out of the office and will not be checking my email until [Return Date].

If your matter requires immediate attention, please contact [Alternative Contact Name] at [Alternative Contact Email] or [Alternative Contact Phone Number].

Best regards,
[Your Name]

2. Acknowledgement of Customer Queries

Subject: We’ve Received Your Inquiry

Hello,

Thank you for reaching out to our customer support team. Your request has been received, and we’re working diligently to address it. 

You can expect a response within [Response Timeframe]. In the meantime, you can visit our Help Center at [Help Center URL] for answers to common questions.

Best regards,

[Your Name]

[Company Name]

3. Business Hours Clarification

Subject: Thank You for Your Message

Hey there,

Thank you for reaching out to [Business Name]. We appreciate your interest and value your communication.

Our regular business hours are as follows:

• Monday to Friday: [Opening Time] AM/PM to [Closing Time] AM/PM
• Saturday and Sunday: Closed

During these hours, we strive to respond to all inquiries promptly. 

If your matter is urgent or requires immediate assistance, please don’t hesitate to contact us at [Emergency Contact Number].

For non-urgent inquiries, we kindly ask for your patience, and we’ll get back to you during our business hours.

Thank you for choosing [Your Business Name]. We look forward to assisting you soon.

Best regards,

[Your Name]

[Your Position]

[Business Name]

This is specifically for businesses to show and confirm their working hours. A tool like Hiver allows you to easily set up auto-responders for emails that are received during both business and non-business hours. This way you can let your recipients know of your availability and when they can expect to receive a response.

You can also include links to your knowledge base software in the auto-responder emails. This helps direct them to FAQs where they might find answers to their queries. Aside from this, you can also include information on how they can contact you in case of an emergency.

4. Event or Webinar Registration

Subject: Thank You for Registering for [Event/Webinar Name]

Hey [Name],

Thank you for registering for [Event/Webinar Name] hosted by [Company Name]. We’re excited to have you join us for this upcoming event.

Event/Webinar Details:

Date: [Event Date]

Time: [Event Time

Location: [Event Location or Online Platform]

Access Information: [Login or Access Details]

Your registration has been successfully received, and you are now officially part of our attendee list.

If you have any questions or require further assistance before the event, please feel free to reach out to us at [Contact Email] or [Contact Phone Number].

In the meantime, make sure to mark your calendar! Look forward to seeing you at [Event Name]. 

Best regards,

[Your Name]

[Your Position]

[Company Name]

5. Product Inquiries

Subject: Thank You for Your Product Inquiry

Hello,

Thank you for reaching out to [E-commerce Store Name]. We appreciate your interest in our products and the opportunity to assist you.

Your inquiry about [Product Name/Description] has been received, and we’re excited to help you with more information.

Here are the details you requested:

Product Name: [Product Name]

Description: [Product Description]

Price: [Product Price]

Availability: [Product Availability Status]

Shipping Information: [Shipping Details]

Additional Information: [Any Other Relevant Product Information]

If you have any further questions, need additional product recommendations, or require assistance with the ordering process, please don’t hesitate to reach out to us. Our dedicated team is here to provide you with the best possible shopping experience.

Best regards,

[Your Name]

[Your Position]

[E-commerce Store Name]

6. Job Applications

Subject: Acknowledgment of Your Job Application

Hey [Name],

Thank you for your interest in [Company Name]. This is an automated response to confirm that we have received your job application for the [Job Title] position.

We appreciate your time and effort in applying to join our team. Our hiring team will review your application, and if your qualifications match our requirements, we will reach out to you for the next steps in the hiring process.

Please note that due to the volume of applications we receive, we may not be able to respond to each one individually. Rest assured that your application is important to us, and we will carefully consider your qualifications.

Thank you once again for considering a career with [Company Name]. We wish you the best of luck in your job search.

Best regards,

[Your Name]

[Your Position]

[Company Name]

7. Scheduled Down Time

Subject: Notice of Scheduled Downtime

Hey [Name],

Thank you for contacting [Company Name]. We appreciate your inquiry and apologize for any inconvenience, but we are currently experiencing scheduled system maintenance.

During this time, our website and services will be temporarily unavailable. We anticipate that the maintenance will last from [Start Date and Time] to [End Date and Time]. Please note that these times are approximate, and we will do our best to complete the maintenance as quickly as possible.

If you require immediate assistance or have any urgent matters, please don’t hesitate to contact our support team at [Emergency Contact Email] or [Emergency Contact Phone Number]. They will be available to assist you during this period.

We apologize for any inconvenience this may cause and appreciate your patience and understanding as we work to improve our services.

Best regards,

[Your Name]

[Your Position]

[Company Name]

8. Newsletter Sign-up Confirmation

Subject: Thanks for Subscribing!

Hi [Name],

Thanks for signing up for [Newsletter Name]. You’ll start receiving updates, tips, and exclusive content every [frequency].

If you ever want to unsubscribe, just click the link at the bottom of any email.

Cheers,

[Your Name]

9. Order Confirmation

Subject: We’ve Received Your Order

Hello [Name],

Thanks for your order! We’re processing it and will send another update when it ships.

Order Number: [#12345]

If you have questions, reply to this email or visit [support link].

Thanks again!

[Your Company Name]

10. Appointment Confirmation

Subject: Appointment Confirmed

Hi [Name],

Your appointment with [Your Company] is confirmed for [Date, Time].

Need to reschedule? Just reply to this email or call us at [Phone Number].

Looking forward to seeing you.

Best,

[Your Name]

11. Feedback Acknowledgment

Subject: Thanks for Your Feedback

Hey [Name],

Thanks for taking the time to share your feedback with us. We’ve received your message and will use it to keep improving our service.

If there’s anything urgent, feel free to reach out to [Contact Info].

Appreciate your input!

[Your Company]

12. Billing or Payment Confirmation

Subject: Payment Received – Thank You!

Hi [Name],

This is a quick confirmation that we’ve received your payment of [Amount] for [Product/Service Name].

You’ll find the invoice attached for your records. If you have any questions or need assistance with billing, feel free to reply to this email or reach out to us at [Billing Support Contact].

Thanks again for your business!

[Your Company Name]

Do’s and Don’ts to Keep In Mind When Sending An Automated Email Response

Here are some dos and don’ts to consider when using automated email responses.

1. Do Set Clear Expectations

Communicate the reason for your unavailability and provide an estimated date of your return or when you’ll be able to respond.

Here’s an example:

2. Don’t Overload with Details

Automated email responses are often used to provide quick and concise information. Including too many details might make the recipient skip past critical information, such as the expected response date.

Recipients may be less likely to engage with or take action on lengthy emails, which can result in missed opportunities or important messages being ignored.

3. Do Include Alternate Contacts

Include contact information for alternative ways to reach you or your team in case of urgent matters. This ensures that important issues can be addressed promptly.

Here’s an example:

4. Don’t Neglect Timely Follow Up

When you return from your absence or have the opportunity to address emails personally again, make it a priority to follow up with the customers personally.

This ensures that critical questions or requests are not left unanswered or unresolved during your absence. If issues or questions are not addressed promptly, they may escalate into larger problems.

For instance, say a customer emailed you with an urgent request for updates on a project and clarification on the deliverables. However, you are out of office, and your automated email response directs the customer to an alternate agent who can handle the request.

Once you return to work, following up with the customer is important to ensure they can get all the details they need. You can also clarify any other queries the customer may have. This ensures that your relationship with the customer remains positive and productive.

5. Do Test the Automation

Testing ensures your automated responses are accurate and provide the intended information or acknowledgment. It helps prevent errors, such as incorrect dates, contact details, or content, which can lead to confusion and miscommunication.

Another reason to test the automation is to ensure that the automated responses trigger at the right time and under the correct circumstances. 

Testing helps confirm that the automation triggers as expected, whether for out-of-office messages, confirmation receipts, or other scenarios.

6. Don’t Forget to Turn Off Auto-Replies

When you set up an automated email response, such as an out-of-office message or an away notification for vacation, it’s essential to remember to turn it off when you return to work or when the intended purpose is no longer valid.

This is because if you forget to turn it off, recipients may continue to receive automated responses, even when you’re back and able to respond promptly. You might miss important emails or opportunities for timely communication, as senders may assume you’re unavailable based on the automated message.

7. Do Personalize When Possible

If your email automation tool allows it, personalize the message by addressing the recipient by their name and including relevant details, such as their request or inquiry.

Personalized auto-replies tend to capture recipients’ attention more effectively than generic ones. When people feel that the message is specifically tailored to them, they are more likely to engage with it and pay closer attention to its information.

8. Don’t Use Complex Language

Auto replies are meant to convey information concisely and clearly. Complex language can confuse recipients, defeating the purpose of the message.

Jargon-free language ensures that the message is understood by a broad audience, including those who may not be fluent in your language. It makes the message easier to read and digest.

Here are a few examples of simple sentences that you can include in auto-replies.

• Thank You Acknowledgment: “Thank you for your email. We’ve received it and will get back to you shortly.”
• Out-of-Office: “I am currently out of the office and will return on [date]. Please contact [alternate contact information].”
• Order Confirmation: “Thank you for your order. We’ve received it and will send you a confirmation when it ships.”
• Appointment Confirmation: “Your appointment is confirmed for [date and time]. If you need to reschedule or have questions, please reply to this email.”
• Customer Support: “Our team is here to assist you. Please reply to this email with your questions or concerns, and we’ll respond as soon as possible.”

9. Do Update As Needed

Your contact information, working hours, or other details may change over time. Keeping your auto replies up-to-date ensures that recipients receive accurate and current information.

Sometimes, the content and purpose of your auto replies may need to change to remain relevant to evolving circumstances. For example, during a pandemic lockdown, your out-of-office message might need to include information about remote work arrangements or modified business operations.

Assess the content, contact information, and other details regularly to ensure they accurately represent your current situation and align with your communication goals.

10. Don’t Use Spammy Language

Many email providers and spam filters are designed to detect and filter out spam language in email messages. If your auto-reply includes spam-like phrases or tactics, it could trigger spam filters, causing your messages to be delivered to recipients’ spam folders or not delivered at all.

Here are some examples of spammy language or tactics you need to avoid in your automated email responses.

• Excessive use of exclamation marks (!!!)
• Overuse of capital letters (FREE, URGENT, ACT NOW)
• Promises of easy money or get-rich-quick schemes
• Phrases like “Urgent Business Proposal,”
• Requests for personal or financial information
• Suspicious-looking URLs or hyperlinks

Instead of using spammy language, keep your auto-replies straightforward and professional, focused on providing the necessary acknowledgment. 

Be concise, avoid excessive punctuation or hyperbole, and ensure that the message aligns with your organization’s communication standards and values.

How to Set Up an Automated Email Response (step-by-step)?

Setting up auto-replies in Gmail or Outlook takes just a few steps. Here’s how to do it in each:

In Gmail

To set up Gmail automation for email response,

• Click the gear icon in the top-right corner → select See all settings
• Scroll to the Vacation responder section under the General tab
• Set the start date (and optionally, the end date)
• Add your subject line and message body
• If needed, check the box to limit replies to people in your contacts
• Click Save Changes

Gmail will automatically send your message in response to new emails during the time range you’ve set.

In Outlook

• Click File in the top-left corner
• Select Automatic Replies (Out of Office)
• Choose Send automatic replies
• Set your start and end time (optional, but recommended)
• Type your message for internal contacts (within your org)
• Switch to the Outside My Organization tab to set a message for external senders
• Click OK to activate

After you set up the automation in Outlook, it will send your auto-reply based on the rules and timeframe you’ve configured.

What are the benefits of using automated email replies?

Think of automated replies as your always-on assistant. They help you stay responsive, even when you’re busy or away.

Here are some other benefits of using them:

• Save time: While you’re focused on deep work (or just taking a break), auto-replies keep your inbox moving.
• Set clear expectations: People appreciate knowing when they’ll hear back or who to reach out to if it’s urgent.
• Maintain consistency: Every message gets a clear, helpful reply, no matter who it’s from or when it arrives.
• Handle high volumes with ease: During busy periods, this automation reduces the need to reply to every inquiry manually.
• Improve first response metrics: For support teams, this quick acknowledgment can improve CSAT scores.
• Build customer trust: Even a brief reply signals that you’re organized, attentive, and on top of things.

Best practices for writing automated email responses

An automated reply doesn’t have to sound robotic. With a few small tweaks, you can make it helpful, human, and to the point.

Here are some best practices to follow:

• Keep it short and professional: Aim for 3–5 sentences. Share only what’s necessary.
• Use a clear subject line: Something simple like “Out of Office” or “Thanks for Your Message” works best.
• Personalize when possible: If your tool allows it, add the recipient’s name or reference their query.
• Avoid jargon: Skip jargon or overly formal phrases. Write like you’d speak to a colleague or customer.

A good auto-reply should feel like it came from a real person, not a system.

The smarter way to stay on top of your inbox

Auto-replies might seem small, but they can make a big difference. Whether you’re away for a day or buried under a pile of emails, they help you stay present.

Once you’ve set it up, it just works. You don’t have to think about it; no one’s left wondering if their message disappeared into a black hole.

When you pair a thoughtful message with a little automation, you’re not just saving time; you’re making things easier for everyone on both sides of the inbox.

That’s where a tool like Hiver’s robust capabilities can help. It takes care of the repetitive stuff, like sending acknowledgments, assigning conversations, and keeping things organized. This helps your team focus on the real work: solving problems and showing up for customers.

Because at the end of the day, staying on top of your inbox shouldn’t come at the cost of everything else.

Frequently Asked Questions

1. What is a good automatic email response?

A good automatic email response is short, clear, and sets expectations. It acknowledges the sender’s message, explains your availability, and offers next steps or an alternate contact. It should feel human and not robotic.

2. How to write an automated email reply?

To write an effective automated reply:

• Start with a thank you or acknowledgment.
• Mention your availability or reason for delay.
• Set clear expectations on response time.
• Share alternate contact info if needed.
• Keep the tone friendly and professional.

Tip: Use tools like Hiver to personalize and automate responses based on sender, content, or time.

3. What is an example of an automated message response?

Here’s a simple example:

Subject: Thanks for Reaching Out

Hi [Name],

Thanks for getting in touch. We’ve received your message and will respond within [X hours/days]. In the meantime, feel free to visit our Help Center: [URL]

Best,

[Your Name / Team]

4. How do you professionally say I will be out of the office?

Use a polite and clear message, like:

Hi,

I’m currently out of the office and will return on [Date]. For urgent matters, please reach out to [Alternate Contact].

Thank you for your patience.

Keep it brief, informative, and respectful.

5. How to put an automatic reply on mail?

It depends on your email platform. Generally, you’ll:

• Go to your email settings.
• Look for “Vacation Responder” or “Auto-Reply.”
• Turn it on, add your message, and set a start/end date.