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4 Steps To Writing A Professional “Away” Message

4 Steps To Writing A Professional “Away” Message

Customer service is one of the main reasons why Facebook Messenger has risen above most other messaging apps. With its connection to Facebook itself, users can contact brands on Facebook easier than ever before. But what happens when a customer sends over a message at 5:01p.m. and your team leaves at 5:00? If you have a great customer service team, you may have reps who are willing to stay a few minutes to respond to that message. But what happens if your company receives a message at 3:00 a.m.?

The best answer to this is to create an away message for your Facebook Messenger. It will automatically reply during your off hours, which you or your social media marketer can set up in Facebook’s settings. Your message should be well thought out and informative. 

Here are four simple steps to take so you can create a message like this:

1. Friendly and professional tone. First, you need to set the tone. Obviously, this isn’t the message that your customers thought they would see, so make sure this surprise is positive, friendly, and professional. Apologize that you missed them, ensure that their message is important, and that you will get back to them as soon as possible.

2. Offer information. Before they become upset that you’re not at the office, make sure you include your hours of operation. This will help them gain a better understanding of your business, and also when to expect a response. Additionally, add your phone number and other basic info. This may answer their question without any further steps, but whether their question is answered or not, you should still reply when you return to the office. 

3. Offer resources. You may not be able to help them in real time, but you can still be a resource. Provide a link to the F.A.Q. page on your website or links to pages that answer some common questions that your customers ask. These links should be helpful and be very easy to navigate.

4. Gratitude and a promise. The whole goal of this message is to make sure that the customer understands that their message didn’t fall down some virtual rabbit hole and itwill never be received. So making sure they feel appreciated and heard is key.

Here is an example of a well-executed auto-reply away message:

Hey [name], thank you so much for reaching out to Green Logic, LLC. Our hours of operations are Monday – Friday 8:00 a.m. to 5:00 p.m.. We’re sorry we missed you today, but we assure you that we will see your message as soon we log back in! In the meantime, be sure to visit our F.A.Q. page here for some quick answers. We promise we will get back to you as soon as possible. Thank you! 

We can’t all have a team ready to respond 24/7. For those times that your office is empty and your team’s smartphones are off, an away message is important. The above steps can help you make a message that will make your customers smile.

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