How to Reply Customer Messages So They Buy

What makes a good WhatsApp Business greeting message

A WhatsApp Business greeting message is the first text a new customer sees when they message you. It sets the tone. If it is slow, long or cold, the customer may leave for the next shop.

Keep it simple:

1. Name your business so the customer knows they are in the right place.
2. Say what you can help with in one line.
3. Give one next step, such as a question to answer.
4. Keep it short. Two to four lines is enough. WhatsApp sets its own character limit in the settings box, so shorter is also safer.

The greeting only sends once to a new or returning-after-a-while chat. After that, the customer is waiting for a real answer. That is where many SMEs lose the sale.

15 greeting message examples to copy

Replace the brackets with your own details.

General

1. Hi! Thanks for contacting [Business]. How can we help you today?
2. Welcome to [Business]! Tell us what you are looking for and we will reply shortly.
3. Hello, this is [Business]. Are you asking about a product, a booking or an order?

Retail and online shops

4. Hi! Thanks for visiting [Shop]. Which item caught your eye?
5. Welcome to [Shop]. Send us a photo or name of the product and we will check stock for you.
6. Hi, thanks for your message. Looking for a gift, or something for yourself?

Services (salon, clinic, tuition, repair)

7. Hello, welcome to [Business]. Which service would you like to book?
8. Hi! Please tell us your preferred date and time and we will check availability.
9. Thanks for contacting [Clinic]. Is this for a new appointment or a follow-up?

Property, renovation, education

10. Hi, thanks for your interest. Which area and budget range are you considering?
11. Welcome to [Company]. What size is your space, and when would you like to start?
12. Hello! Which course or level are you asking about?

Food and F&B

13. Hi! Thanks for choosing [Restaurant]. Dine-in, takeaway or catering?
14. Welcome! For orders, please send your items, date and pickup or delivery address.
15. Hello from [Cafe]. Want to see today's menu?

Notice that each one ends with a question. A question gets the customer typing, and that starts the conversation.

WhatsApp away message: 15 examples for after hours and busy times

A WhatsApp away message tells customers you are not available and when you will be back. It stops people feeling ignored at night, on weekends and during Hari Raya or Chinese New Year breaks.

After hours

1. Hi! We are closed now. Our hours are [time]. We will reply first thing tomorrow.
2. Thanks for your message. We are offline until [time]. Leave your question and we will get back to you.
3. Hello, our team has finished for today. Tell us what you need and we will follow up in the morning.

Weekends and public holidays

4. Happy holidays from [Business]! We are closed until [date]. We will reply when we return.
5. We are away for the weekend. Orders sent now will be handled on Monday.
6. Selamat Hari Raya! Our office is closed until [date]. Your message is safe with us.
7. Gong Xi Fa Cai! We are on break until [date] and will reply after that.

Busy periods

8. We are getting many messages right now. We will reply as soon as we can, usually within [time].
9. Thanks for waiting. Please send your name and what you need so we can help faster.
10. Our team is with other customers. We will reply shortly.

Collect details while you are away

11. We are closed now. Please share your name, phone number and enquiry so we can call you back.
12. Away until [time]. For urgent matters, please type URGENT and your issue.
13. Looking for a quote? Send the item and quantity now and we will reply when we open.
14. Want to book? Send your preferred date and we will confirm tomorrow.
15. Thank you for reaching out. Here is our catalogue while you wait: [link].

Do not promise a time you cannot keep. Say "tomorrow morning" only if someone really will reply then.

Why a fixed greeting is not enough, and what to do about it

Greeting and away messages are the same text for everyone. But a customer asking the price of a product is at a different stage from one ready to book or one who has gone quiet after a quote.

Common problems with only using the built-in tools:

• The greeting sends, then the customer waits for a person.
• The away message sends, but nobody follows up when you reopen.
• The same text goes to a first-time visitor and a returning buyer.
• Greeting not working? It often does not send to chats that are already open or recently active, so some customers get nothing.

This is where AI reply helps. DREAMZTRACK AI Reply knows which stage the customer is at. It is not a keyword robot. It works as a smarter whatsapp auto reply and auto reply whatsapp business setup, so it can reply customer enquiries properly, not only say hello. With 1600+ clients using DREAMZTRACK, this is a proven need for SMEs.

Price questions are a good example. See how to reply customer price enquiries on WhatsApp without losing the lead.

How to set up an AI reply customer flow after the greeting

1. Open DREAMZTRACK and go to AI Reply. Add your business details and the way you want to speak to customers.
2. Use your favourite greeting examples above as the tone for your first reply.
3. Let the AI answer the next message. It reads the customer's message and stage, so an ai reply customer message fits the question, even at midnight.
4. Change instructions by typing. With Text AI Edit Instruction you update how the AI replies without a back office.
5. Add products. Product AI recommends and quotes from the products you add, so the away hours are not lost sales.
6. Follow up quiet customers. AI Follow Up follows up customers who went quiet, so you do not have to remember.

You can also send a voice note, photo or video when a customer mentions a keyword with AI Keyword Reply. Handy for menus, price lists or showroom videos.

Wondering about cost and what is included? Read about AI chatbot in Malaysia. If your customers also message on other apps, look at Telegram auto reply or Instagram auto reply.

Next step: start using DREAMZTRACK AI Reply today, or ask for a demo and see it answer a real customer message on your own business.