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Send instant replies to common enquiries automatically
Enquiries with set keywords get an instant helpful reply, are labelled for you and land in a weekly list of who to follow up.
When to use it
Whenever a new enquiry email arrives
Step by step
Write your auto-reply templates
Ask your AI assistant to draft short replies for your two or three most common enquiries.
Prompt to copyI run [business]. Write auto-reply emails for these common enquiries: [e.g. price requests, availability, opening hours]. Each must: thank them, answer the basics in under 100 words using these facts: [paste facts], say a real person will follow up within [time frame] if needed, and include a link placeholder [BOOKING LINK]. Add a subject line for each. Make it clear the email is an automatic reply.Save them as Gmail templates
Turn on Templates in Gmail's settings (under Advanced), then paste each reply into a new email and save it as a template.
Create a filter that replies for you
Search Gmail for the words that identify each enquiry (for example sent to your contact address with 'price' in the subject), create a filter from the search, and choose to send the template and apply a label such as 'Enquiry - Prices'.
Review the week's enquiries
Every Friday, open the Enquiry labels, copy the senders and subjects into your AI assistant and ask it to turn them into a follow-up table you paste into Google Sheets.
Test before you rely on it
Send yourself an email from another account using the trigger words, and check the reply arrives and reads well.
What you get
Auto-reply: Thanks for asking about our prices! This is an automatic reply. Our dog-walking starts at £14 for 30 minutes, with weekly discounts. You can book a free meet-and-greet here: [link]. Sam will personally reply within one working day.
Tips
- Keep filter words specific, or friends and suppliers could get a sales reply by mistake.
- Outlook users can do something similar with a rule that replies using a saved template.