Email autoresponders are a tricky topic. On one hand, they seem like a necessary thing to implement, so that your customers are never left without proper guidance. After all, it is very appropriate to provide your clients with an immediate answer whenever they take their time to contact you. On the other hand - let’s be honest, no one likes automatic responses. They don’t sound authentic nor personalised, so in many cases they are more annoying than actually helpful. Is there any way to dodge the bullet and make your email autoresponders truly valuable?
You may feel tempted to set an auto-reply to respond every time someone reaches you via email, however, that is not the greatest idea. You see, nowadays emails are not the most popular way to contact a beauty salon - they seem pretty inconvenient and soulless, as they lack a proximate interaction. That is why it is better to not discourage your customer any further by topping it with a mechanic, dull automatic response. Personal responses are always better, even if sent a little later. As long as you are able to reply on the same day, simply do it without setting an autoresponder. Auto-replies work best when you are simply out of office, after working hours, when you are on sick leave, holiday break or vacation. They are especially important when you are on a longer break or are closed for serious renovations. What is more, good autoresponders should always give clients an alternative way to contact your salon. Of course, we do not encourage you to give away your private phone number (a few more words on why it is not the best idea), the best you can do is to set up an online booking option. Booksy beauty salon software works like a virtual receptionist and allows your customers to book visits online 24/7. It sets you a personalised profile where your clients can appoint visits instantly, no matter the time and place. Consider getting yourself such a tool as it really adds to the customer experience. Clients will be able to book a visit right when you open up again!
To ensure the highest quality customer experience, responder should contain three basic information:
The rest of the message depends highly on the reason for your absence - and also on your branding. If you run a barber shop and your communication strategy is to always “keep it real” and be a little quirky, your response will differ than that of more upscale beauty business. It is important to fit your response style to the overall feeling of your business. It does not matter it is automatic - it should feel as genuine as possible.
Let’s check out some auto-reply message samples for business use - writing down the right email autoresponder for your salon is not an easy task, so a few inspirations will surely help you. After-hours auto-reply example: Hello! This is Susan from Day Spa Dahlia, thank you for reaching out to us! Currently, we are after our working hours but will be back in business tomorrow at 9 am. Our usual working hours are 9am-5pm on weekdays and 9-15 on Saturdays. We do not work on Sundays. You can always book your appointment on our page: dayspadahlia.booksy.com Kind Regards, Susan from Day Spa Dahlia Salon’s break automatic reply example: Hello! This is Susan from Day Spa Dahlia, thank you for reaching out to us! Currently, we are out of office, as we are taking a break starting Monday, 25th February and returning Wednesday, 6th March. We will respond to your email as soon as possible upon our return. You can always book your appointment on our online page: dayspadahlia.booksy.com Warm regards, Susan from Day Spa Dahlia
Remember that whenever you are taking a break and your salon is closed for a while, you owe your loyal customers more than just an automatic responder. It is in good taste to send them an email with proper information before they try to reach you at all. If they are your regularly returning clients, a responder informing them that you are out of office for a longer time may really catch them off-guard. Consider getting yourself a tool that supports SMS and email communication. Thanks to Booksy, you can send customised notes to a chosen group of your clients whenever in need. Paired with a good automatic responder, it will be the most professional way to inform clients of what is going on in your salon. Hesitate no longer and give Booksy salon software a try today!
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