Business Text Auto-Reply Templates: Incoming Texts, Missed Calls and After Hours

If someone texts your business, calls and gets no answer, or reaches out after you've closed for the day, they deserve a reply within seconds — not a promise you can't keep. Below are three short templates: one for an incoming text, one for a missed call, and one for after-hours contact. Each one acknowledges that you got the message without implying a job is booked or a quote is confirmed.

The one rule: acknowledge receipt, never confirm a booking or price

An auto-reply can honestly say "we got your message" and "we'll get back to you by [time]." It should never say "you're booked for Thursday" or "that'll be $150" — an automated text can't check your calendar or price a job. Mixing those two things up is the fastest way to create a customer who shows up expecting something you never actually agreed to.

• Avoid: "Great, you're all set for Tuesday at 2pm!" (implies a confirmed booking an auto-reply can't make)
• Use instead: "Got your message — we'll confirm a time with you directly, usually within 2 hours."
• Avoid: "That job runs about $200." (implies a quote nobody has actually reviewed)
• Use instead: "Thanks for the details — we'll text or call back with pricing once we've reviewed it."

Template 1: Incoming text (acknowledgment only)

Use this when a customer texts your business number first. Fill in your real hours and a response window you can actually meet. Only add the optional booking-link line if you genuinely offer self-serve booking — otherwise leave it out.

• Template: "Thanks for texting [Business Name]! We've got your message about [reason/service]. We reply to texts during business hours ([hours]), usually within [response window]. This isn't a confirmed booking or quote yet — we'll follow up directly to sort out the details. (Optional: You can also check open times here: [booking link].)"
• Filled example: "Thanks for texting Rosa's Plumbing! We've got your message about the water heater quote. We reply to texts during business hours (Mon–Fri, 8am–5pm), usually within 2 hours. This isn't a confirmed booking or quote yet — we'll follow up directly to sort out the details."

Template 2: Missed call text-back

This covers a call nobody answered. Beside's own default missed-call text is "Sorry we missed your call. Feel free to text us here, or we'll follow up shortly" — a good starting point you can edit to name your business and set a real response window. For the full missed-call workflow, including consent handling and what happens if the caller already texted or opted out, see our dedicated missed-call text-back guide.

• Template: "Sorry we missed your call at [Business Name]! Text us here with what you need, or we'll call you back [response window] during business hours ([hours]). Texting doesn't book anything automatically — it just helps us get back to you faster."
• Filled example: "Sorry we missed your call at Rosa's Plumbing! Text us here with what you need, or we'll call you back within the hour during business hours (Mon–Fri, 8am–5pm). Texting doesn't book anything automatically — it just helps us get back to you faster."

Template 3: After-hours / closed message

Word this one so it's true whether it's sent at 2pm or 2am — see why below. Don't promise "today" or "within the hour" here; promise the next business day or your actual reopening time instead.

• Template: "Thanks for reaching [Business Name]. Our hours are [days/hours]. We read texts during business hours and reply within [response window] — if you're contacting us outside those hours, we'll get back to you on the next business day. This confirms we received your message, not a booked appointment or price."
• Filled example: "Thanks for reaching Rosa's Plumbing. Our hours are Mon–Fri, 8am–5pm. We read texts during business hours and reply within 2 hours — if you're contacting us outside those hours, we'll get back to you on the next business day. This confirms we received your message, not a booked appointment or price."

Why the after-hours wording matters: one message, any hour

If you're using Beside's own text automation, there's a specific reason Template 3 is worded the way it is: neither the Text Receptionist (instant replies to inbound texts) nor the Missed Call Auto-Reply currently has a separate closed-hours version of its message content. The same text sends whether you're open or closed — only the voice line's spoken greeting can switch for business hours via Scenarios. That means your one auto-reply has to read honestly at any hour; don't write "we'll call you back today" if the text might go out at midnight.

Keep it to one text message

A standard SMS segment is about 160 characters, or roughly 70 if you use emoji or special characters — going over that risks the message splitting or, on very long multi-part texts, showing as "sent" without confirmed delivery. Each template above fits in one segment before you add your business name and hours; test the final filled-in version on a real phone before relying on it.

Consent, opt-out and recording: check your own location and channel

A federal rule effective April 11, 2025 lets a customer revoke consent to texts "in any reasonable manner" — not just by replying STOP — and businesses are expected to honor that. On top of the federal baseline, state and carrier rules vary, and recording disclosure (where it applies) is a separate, call-only requirement with no text equivalent. This page doesn't decide what's compliant for your specific location and channel — confirm consent, opt-out and recording rules with your own counsel or carrier before relying on any of these templates for every customer.

If you'd rather not send these by hand

Beside's phone product includes Text Receptionist and Missed Call Auto-Reply on every plan — $16.67/user/month billed annually ($199.99/year) or $29.99/month month-to-month, with unlimited calls and texts in the US and Canada and a 7-day free trial. You still write and edit the message yourself; Beside just sends your version automatically on every qualifying text or missed call.