In corresponding with studios around the country, it is amazing the amount of email addresses that send a generic automated response. While auto response can be a great tool for certain occasions, it should not be the every day standard for your email.
You Should NOT use auto-response for the following:
- Receipt of Mail. It is redundant to let the sender know that the email inbox has received a message. When you have received, read, and responded to the email, the sender will know that you have received and acted upon his/her request.
- Thank you for your message. A thank-you response is nice, but, ultimately, it increases the senders’ hope for a response and wastes inbox space.
- Generic Time. You should not have an auto response that states that you will respond within 24-36 hours (or any other give time frame).
- Preference of Alternative Communication. Your auto response should not direct the sender to call or visit your studio.
You SHOULD use auto-response in the following ways:
- As a way to share why you are not responding promptly. You may be traveling for business, out on sick leave, or vacationing. If there is an isolated reason for a delay in response, it is good business practice to inform your clients.
- To provide an alternate contact. If there is an alternate contact, make sure to include their name, job title, and contact information.
- Be brief. Be courteous and keep your message short, brief, and to the point.
Auto-response should only be used when absolutely necessary. Your email inbox is a direct link to your clients, and you should take the time to promptly respond to their questions and concerns. It may be cumbersome, but it is an important part of your business. Communicating with Clients is integral to your studio’s success, growth, and development. Take the time to make sure every communication infrastructure has an effective and efficient place and purpose, including your email auto responses.
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