# WhatsApp Business Auto-Replies

**BUSINESS:**
Bella's Bakery (Custom cakes & pastries in Condesa, CDMX)

**BUSINESS HOURS:**
Mon-Sat 7am-8pm, Sun 8am-3pm

**TYPICAL RESPONSE TIME:**
15-30 minutes during business hours

**COMMON QUESTIONS:**
- Pricing for custom cakes
- Delivery availability
- How far in advance to order
- Flavors available
- Location/hours

---

## UNDERSTANDING WHATSAPP AUTO-REPLIES

### Types of Automated Messages:

| Type | When It Sends | Purpose |
|------|---------------|--------|
| **Greeting Message** | First message or after 14 days inactive | Welcome new/returning customers |
| **Away Message** | Outside business hours or manually enabled | Set expectations when unavailable |
| **Quick Replies** | Manually triggered with shortcut | Answer FAQs instantly |

---

## GREETING MESSAGES

Sent automatically when someone messages you for the first time (or after 14 days of no conversation).

### Greeting Message 1: Warm Welcome + Key Info

```
¡Hola! 👋 Welcome to Bella's Bakery!

Thank you for reaching out. We specialize in custom cakes and fresh pastries made with family recipes and all-natural ingredients.

🎂 Custom cakes: Order 3-5 days ahead
🥐 Fresh pastries: Available daily
📍 Condesa | Pickup & delivery

How can we help you today?

We typically respond within 15-30 minutes during business hours (Mon-Sat 7am-8pm, Sun 8am-3pm).
```

**Characters:** 456

**Why This Works:**
- **Warm opener** (¡Hola! 👋)
- **Thanks them** for reaching out
- **Immediately useful info** (what you offer)
- **Key details** (order timing, location)
- **Opens dialogue** (How can we help?)
- **Sets expectations** (response time + hours)

---

### Greeting Message 2: Concise + Action-Focused

```
Hi! 🎂 Thanks for messaging Bella's Bakery!

We make custom cakes and fresh pastries in Condesa.

Quick answers:
• Custom cakes from $450 (order 3-5 days ahead)
• Fresh pastries available daily
• Pickup or delivery available

What can we help you with? We'll respond shortly!
```

**Characters:** 312

**Why This Works:**
- **Shorter** (respects customer time)
- **Answers common questions** immediately
- **Pricing mentioned** (filters serious inquiries)
- **Clear CTA** (What can we help you with?)

---

### Greeting Message 3: Question-Based

```
¡Hola! Welcome to Bella's Bakery 🥐

Thanks for your message! To help you faster, let us know:

1️⃣ Custom cake inquiry
2️⃣ Pastry order
3️⃣ Event/catering
4️⃣ General question

Just reply with a number or tell us what you need!

We respond within 15-30 mins (Mon-Sat 7am-8pm).
```

**Characters:** 318

**Why This Works:**
- **Guides the conversation** (numbered options)
- **Faster resolution** (customer self-selects)
- **Easy to reply** (just a number)
- **Still open-ended** (or tell us what you need)

---

### Greeting Message 4: Personality-Forward

```
¡Hola! 👋

You just messaged the best bakery in Condesa (okay, we're biased 😄).

Whether you need a show-stopping birthday cake, fresh croissants for breakfast, or pastries for your next event—we've got you covered.

Tell us what you're dreaming of, and we'll make it happen! 🎂

P.S. We respond super fast during hours (Mon-Sat 7am-8pm).
```

**Characters:** 381

**Why This Works:**
- **Shows personality** (best bakery, we're biased)
- **Memorable** (stands out from generic replies)
- **Emotional language** (dreaming of, make it happen)
- **Matches bakery brand** (warm, fun)

---

## AWAY MESSAGES

Sent when you are outside business hours or manually enable "Away" mode.

### Away Message 1: After Hours (Standard)

```
Hi! Thanks for your message 🌙

We're currently closed but will respond first thing when we reopen.

🕐 Our hours:
Mon-Sat: 7am-8pm
Sun: 8am-3pm

📋 In the meantime:
• Custom cakes start at $450 (order 3-5 days ahead)
• View our catalog for pastries & prices
• Location: Calle Atlixco 145, Condesa

We'll get back to you as soon as we open!
```

**Characters:** 384

**Why This Works:**
- **Acknowledges time** (currently closed)
- **Sets expectation** (first thing when we reopen)
- **Provides hours** (so they know when)
- **Gives useful info** (they can self-serve)
- **Promise to follow up**

---

### Away Message 2: After Hours (Urgent Option)

```
Thanks for reaching out! 🌙

We're closed right now, but don't worry—your message is important to us.

We'll respond when we reopen:
📅 Mon-Sat at 7am
📅 Sun at 8am

⚡ URGENT same-day order?
Call us at [Phone] and leave a voicemail. We check messages early morning for last-minute requests.

Otherwise, sit tight—we'll be in touch soon!
```

**Characters:** 378

**Why This Works:**
- **Provides urgent option** (voicemail for emergencies)
- **Doesn't lose time-sensitive orders**
- **Clear reopen times**
- **Reassurance** (your message is important)

---

### Away Message 3: Weekend/Holiday

```
¡Hola! Thanks for your message 🎉

We're taking a quick break for [Holiday/Weekend] and will be back on [Day] at [Time].

Your message is saved and we'll respond as soon as we return!

🎂 Planning ahead? Custom cakes need 3-5 days notice, so you're in good shape if you're ordering for later this week.

Enjoy your [holiday/weekend]!
```

**Characters:** 352

**Why This Works:**
- **Specific return time** (not vague)
- **Reassures** message is saved
- **Proactive info** (3-5 days notice = still time)
- **Friendly close** (Enjoy your...)

---

### Away Message 4: Temporarily Busy

```
Hi! 👋

We got your message but we're a bit swamped right now (lots of cakes to bake! 🎂).

We'll respond within a few hours—definitely today.

If it's urgent, try calling: [Phone]

Thanks for your patience!
```

**Characters:** 234

**Why This Works:**
- **Honest** (we're swamped)
- **Humanizing** (lots of cakes to bake)
- **Specific timeframe** (within a few hours, definitely today)
- **Urgent alternative** provided

---

### Away Message 5: Vacation/Extended Closure

```
¡Hola! Thanks for reaching out 🌴

We're on a short break and will reopen on [Date].

Don't worry—we'll respond to your message as soon as we're back!

📅 Taking orders now for [Date] onwards
🎂 Custom cakes need 3-5 days notice after we reopen

Thanks for your patience. Talk soon!

— The Bella's Bakery Team
```

**Characters:** 338

**Why This Works:**
- **Clear return date**
- **Manages expectations** (orders for X onwards)
- **Planning info** (3-5 days after reopen)
- **Signed** (feels personal)

---

## QUICK REPLIES

Saved responses you can send with a shortcut (e.g., type "/pricing" to send).

### Quick Reply 1: Pricing
**Shortcut:** `/pricing` or `/precios`

```
🎂 CUSTOM CAKE PRICING:

• Small (10-15 people): $450-650
• Medium (20-30 people): $750-950
• Large (40-50 people): $1,200-1,500
• XL (80-100 people): $2,000+

Price varies based on design complexity. Send us a photo of your idea and we'll give you an exact quote!

📸 Just reply with a picture or description of what you have in mind.
```

**Characters:** 367

---

### Quick Reply 2: Ordering Process
**Shortcut:** `/order` or `/pedido`

```
📋 HOW TO ORDER:

1️⃣ Tell us what you need (cake size, design idea, flavor)
2️⃣ We'll send you a quote
3️⃣ Confirm with 50% deposit
4️⃣ Pick up or we deliver on your date!

⏰ Custom cakes: Order 3-5 days ahead
🥐 Pastries: Order by 10am for same-day

What would you like to order?
```

**Characters:** 332

---

### Quick Reply 3: Delivery Info
**Shortcut:** `/delivery` or `/envio`

```
🚗 DELIVERY INFO:

✓ Free pickup at our shop (Condesa)
✓ Delivery available in CDMX

📍 Delivery fees:
• Condesa/Roma/Polanco: $50
• Rest of CDMX: $80-150 depending on distance

⏰ Delivery times: We'll coordinate a window that works for you.

Where would you need delivery to?
```

**Characters:** 312

---

### Quick Reply 4: Flavors
**Shortcut:** `/flavors` or `/sabores`

```
🍰 OUR CAKE FLAVORS:

**Popular:**
• Chocolate (our bestseller!)
• Vanilla
• Red Velvet
• Tres Leches
• Carrot

**Fillings:**
• Buttercream
• Cream cheese
• Fresh fruit
• Nutella
• Dulce de leche

**Seasonal:** Ask us what's available!

Which sounds good to you? We can also combine flavors 😋
```

**Characters:** 349

---

### Quick Reply 5: Location & Hours
**Shortcut:** `/location` or `/ubicacion`

```
📍 FIND US:

Bella's Bakery
Calle Atlixco 145, Condesa
Ciudad de México

🕐 HOURS:
Mon-Sat: 7am-8pm
Sun: 8am-3pm

🚇 GETTING HERE:
• Metro Chilpancingo (5 min walk)
• Easy street parking
• Uber/taxi-friendly area

See you soon! 🥐
```

**Characters:** 268

---

### Quick Reply 6: Thank You / Order Confirmation
**Shortcut:** `/thanks` or `/gracias`

```
🎉 Your order is confirmed!

Here's what happens next:
✓ We'll start working on your order
✓ We'll message you when it's ready
✓ Pick up at the shop or we'll deliver as planned

Questions before then? Just message us anytime.

Thank you for choosing Bella's Bakery! 🎂
```

**Characters:** 300

---

### Quick Reply 7: Request Photos
**Shortcut:** `/photo` or `/foto`

```
📸 We'd love to see what you have in mind!

Please send:
• A photo or screenshot of your cake idea
• OR describe it: colors, theme, any text on cake

The more detail, the better quote we can give you!
```

**Characters:** 218

---

### Quick Reply 8: Payment Info
**Shortcut:** `/payment` or `/pago`

```
💳 PAYMENT OPTIONS:

• Cash (on pickup/delivery)
• Bank transfer
• Credit/debit card (in-store)
• PayPal

📋 FOR CUSTOM CAKES:
• 50% deposit to confirm order
• 50% on pickup/delivery

We'll send you transfer details once you confirm. Which method works best?
```

**Characters:** 290

---

### Quick Reply 9: Not Available / Sold Out
**Shortcut:** `/soldout` or `/agotado`

```
😔 I'm sorry, but [item] is currently unavailable/sold out.

Here are some alternatives:
• [Alternative 1]
• [Alternative 2]
• Order for tomorrow (we bake fresh daily!)

Would any of these work for you?
```

**Characters:** 219

---

### Quick Reply 10: Follow-Up / No Response
**Shortcut:** `/followup`

```
Hi! 👋 Just checking in on your order inquiry.

Are you still interested? Happy to answer any questions!

No pressure—just let us know either way so we can help. 😊
```

**Characters:** 178

---

## QUICK REPLIES BY INDUSTRY

### Restaurant Quick Replies:

| Shortcut | Purpose |
|----------|--------|
| `/menu` | Send menu or menu link |
| `/reserva` | Reservation process |
| `/hours` | Opening hours |
| `/delivery` | Delivery info and fees |
| `/today` | Today's specials |
| `/full` | Fully booked response |

---

### Beauty/Salon Quick Replies:

| Shortcut | Purpose |
|----------|--------|
| `/services` | List of services + prices |
| `/book` | How to book appointment |
| `/available` | Available time slots |
| `/cancel` | Cancellation policy |
| `/location` | Address + parking info |
| `/confirm` | Appointment confirmation |

---

### Professional Services Quick Replies:

| Shortcut | Purpose |
|----------|--------|
| `/services` | What you offer |
| `/pricing` | Rate card or quote process |
| `/process` | How working together works |
| `/portfolio` | Link to portfolio/examples |
| `/availability` | Current availability |
| `/consult` | Book consultation |

---

## MESSAGE TONE GUIDE

### The Right Tone for Auto-Replies:

```
✓ Warm but efficient (not cold, not overly chatty)
✓ Helpful (provide useful info, not just "we'll reply later")
✓ Clear (no confusion about when/how you'll respond)
✓ On-brand (match your business personality)
✓ Action-oriented (guide next steps)
```

### Language Tips:

**Use:**
```
• "Thanks for reaching out!" (warm)
• "We'll respond within..." (specific)
• "In the meantime..." (helpful)
• "How can we help?" (open)
• Emojis sparingly (visual breaks)
```

**Avoid:**
```
• "Your message is important to us" alone (corporate, empty)
• "Please hold" (this isn't a phone queue)
• "We are currently experiencing high volume" (excuse)
• "Do not reply to this message" (unfriendly)
• Too many emojis (unprofessional)
```

---

## AUTO-REPLY TIMING SETTINGS

### Greeting Message:
```
Send to: Everyone / All contacts / Non-contacts only
Timing: First message OR after 14 days of no conversation
Recommendation: Send to everyone, always
```

### Away Message:
```
Option 1: Always send (manual on/off)
Option 2: Outside business hours (schedule)
Option 3: Custom schedule
Recommendation: Schedule for outside business hours + manual override when busy
```

---

## SETTING UP AUTO-REPLIES IN WHATSAPP BUSINESS

### Greeting Message:
```
1. Open WhatsApp Business
2. Go to Settings > Business Tools > Greeting message
3. Toggle ON
4. Edit your message
5. Choose recipients (Recommended: Everyone)
6. Save
```

### Away Message:
```
1. Open WhatsApp Business
2. Go to Settings > Business Tools > Away message
3. Toggle ON
4. Edit your message
5. Choose schedule:
   • Always send
   • Custom schedule
   • Outside business hours
6. Choose recipients
7. Save
```

### Quick Replies:
```
1. Open WhatsApp Business
2. Go to Settings > Business Tools > Quick replies
3. Tap + to add new
4. Enter shortcut (e.g., /pricing)
5. Enter message text
6. Save
7. To use: Type / in chat to see all quick replies
```

---

## COMMON AUTO-REPLY MISTAKES

| Mistake | Impact | Fix |
|---------|--------|-----|
| No greeting message | Customers feel ignored initially | Set up immediately |
| Generic "we'll reply soon" | No value, forgettable | Add useful info (hours, FAQ) |
| No response time estimate | Customer anxiety | State "within X hours/minutes" |
| Away message without hours | Unclear when to expect reply | Always include business hours |
| Too long | Nobody reads it all | Keep under 500 characters |
| Too short | Missed opportunity to help | Include at least basic info |
| No CTA | Conversation stalls | End with question or next step |
| Wrong language | Alienates customers | Match your customer language |
| Not updating holiday message | Outdated info | Update before each closure |
| No quick replies set up | Slow responses to common Qs | Create 5-10 essential quick replies |

---

## AUTO-REPLY CHECKLIST

### Greeting Message:
- [ ] Warm welcome included
- [ ] Business name mentioned
- [ ] Key offerings stated
- [ ] Response time expectation set
- [ ] Business hours mentioned
- [ ] Question or CTA at end
- [ ] Under 500 characters
- [ ] Tested (message yourself)

### Away Message:
- [ ] Thanks customer for message
- [ ] Explains you're unavailable
- [ ] States when you'll respond
- [ ] Provides useful info (hours, FAQs, catalog)
- [ ] Urgent contact option (if applicable)
- [ ] Under 500 characters
- [ ] Schedule configured correctly
- [ ] Updated for holidays/closures

### Quick Replies:
- [ ] Pricing question covered
- [ ] Location/hours question covered
- [ ] Order process explained
- [ ] Delivery info available
- [ ] Thank you/confirmation ready
- [ ] Follow-up message ready
- [ ] All shortcuts are intuitive
- [ ] Tested each one

---

## SEASONAL/SITUATIONAL MESSAGE TEMPLATES

### Holiday Closure:
```
🎄 Happy Holidays from Bella's Bakery!

We're closed Dec 24-26 and will reopen Dec 27 at 7am.

Your message is saved—we'll respond when we're back!

🎂 Planning a New Year's celebration? We're taking orders now for Dec 28+

Wishing you a wonderful holiday!
```

### Special Event/High Volume:
```
Hi! 🎂 Thanks for your message!

Heads up: We're experiencing higher than usual volume due to [Valentine's Day/Mother's Day/etc.].

We'll respond within a few hours, but orders may need extra advance notice right now.

💡 Pro tip: Order 5-7 days ahead during busy seasons!
```

### New Business Hours:
```
¡Hola! Thanks for reaching out 👋

📢 NEW HOURS starting [Date]:
Mon-Fri: 8am-7pm
Sat: 8am-5pm
Sun: Closed

We'll respond during these hours. How can we help?
```

---

## MEASURING AUTO-REPLY EFFECTIVENESS

### Signs They Are Working:
```
✓ Fewer "are you there?" follow-up messages
✓ Customers mention helpful info in replies
✓ More complete first messages (they read your prompts)
✓ Less frustration in tone when you respond
✓ Quick replies saving you time daily
```

### Signs They Need Improvement:
```
✗ Customers still ask questions you answered
✗ Same questions over and over (need quick reply)
✗ Complaints about response time (expectation not set)
✗ Customers leaving before you respond (message not engaging)
✗ You rarely use quick replies (not useful enough)
```

---

## QUICK REPLY ORGANIZATION TIPS

### Naming Convention:
```
/p-[topic] = Pricing related
/h-[topic] = How-to/process
/i-[topic] = Info/details
/r-[topic] = Response/reply

Examples:
/p-cakes = Cake pricing
/h-order = How to order
/i-hours = Business hours
/r-thanks = Thank you message
```

### Essential Quick Replies (Every Business):
```
1. Pricing / rate info
2. Location & hours
3. How to order/book
4. Payment options
5. Thank you / confirmation
6. Follow-up / check-in
```

### Power User Tip:
```
Create quick replies for:
• Your most-typed sentence
• Questions asked 3+ times per week
• Anything you copy-paste regularly
• Links you share often (portfolio, menu, etc.)
```