Running a studio takes a lot of time, and so does responding to your overflowing email inbox. This is why using automated email responses can be beneficial for your business. 

Automate responses can not only give reassurance to future clients, but it can also help translate to more business. According to Epsilon Email Institute, automated email messages average 70.5% higher open rates and 152% higher click-through rates compared to “business as usual” messages. 

Most automated responses are simple and to the point like this message from Firelight Yoga: “Thank you so much for contacting us. We will get back to you shortly.” This response gives those contacting the studio reassurance that their message was received, and they will be contacted soon. 

However, automated responses don’t always have to be straight to the point. You can get creative with automated responses and let your studio’s personality show like Y2 Yoga did: 

“Thank you for reaching out to Y2 Yoga! 

We know that automated replies are never going to be the highlight of your day, but we wanted to let you know that we’ve received your email. If our robots had fingers, they would shake your hand, offer you a “Namaste” and let you know someone will be with you soon. 

We take time and care with every message we receive – this means that during busy periods, it may take 24 hours, Monday through Friday, for us to provide the personal attention you deserve. We encourage you to drink a hot cup of macha green tea or watch a YouTube video of pet birds dancing to Hip Hop (they are really good at it…) and relax to some Krishna Das while you wait to hear from our super star staff. 

We look forward to helping you as soon as possible!”

This message was crafted with the customer’s experience in mind. It also follows most of Kayako’s five tips on how to write smart autoresponders.

1. Identify the core purpose or intention 

Y2 Yoga makes their message’s purpose clear. They want to let the customer know their message was received, and they’ll get a human response within 24 hours. 

2. Use language and tone to personalize your automated message

You can clearly see Y2 Yoga’s personality shine through, even in an automated response. They use language that will resonate with other yogis and make them feel a connection from the first message they receive. 

3. Disclose that the message is an automated response

Kayako makes it clear that you should set the right expectations from the beginning and let them know it’s automated. 

4. Let your customers interact with the autoresponder

This gives the clients something to do while they wait for a response. You can direct them to links of your reviews, recent blog posts, upcoming events or whatever fits your customers’ needs and interests.

5. Keep the message succinct

Though automated emails have high click-through rates, people who are busy don’t want to read an essay. Keep your message short and on track. 

Each email you receive and send is a chance to connect with a future client. So, whether you choose to go the creative route or keep them simple and to the point, you should consider automated messages to help your studio solidify relationships.