Keeping a Personal Touch When Using Automated Email Responses

  Taylor Pettis    April 22nd, 2020    Leave a Comment

Automated Email Responses Illustration

Types of Automated Email Responses | Consistent Brand Identity | Seek Feedback from Your Consumers |
Customer Communication Automation Benefits | Customer Service Strategy Audit

It’s true that automating any business-related task can save time and money. You and your employees take advantage of automating business operations on many levels. This is even true when it comes to communication with your consumers. For instance, you might have a reason to set up automated email responses. These can be useful for a variety of operational tasks.

This is true, in particular, when interacting with customers on a consistent basis. Examples include invoices, appointment reminders, and even out-of-office notices. As easy as it might be to set up those automated email responses, don’t leave it at that. Ensure you’re still prioritizing the human element within those email messages.

Otherwise, consumers will likely feel undervalued like a number in your profit margin. Even experts recognize that modern customer service expectations are rising. Keep reading to ensure your emails are spot on when it comes to today’s consumer experience standards.


Your business is going to have unique needs for consumer interactions. It’s worthwhile to streamline as much of those interactions as possible through automation.

Saving time, of course, means saving money. Some examples of common automated email responses include sales quotes or product announcements. These messages are intended to encourage more business between you and your consumers.

For that reason, it’s essential you take the time to make them more personal than robotic. When you’re developing the templates, try to express genuine emotions. Keep a positive attitude so consumers know you’re happy they’re involved at all.

Invoices, after a service has been provided, are often automated emails, too. Instead of letting it be a standard, boring message, make invoices creative and be genuine.

Using modern email automation software can help you plug in specific customer names to your email templates. This small, but personal, touch can go a long way in developing consumer loyalty. That way, even a basic invoice statement still has a touch of genuine human connectivity in it.

Find our more about Email Marketing Automation


Your business has taken the time to develop a unique brand identity. You use it on your website’s color scheme, your logo design, and even your marketing messages.

The tone of voice you use when interacting with consumers is going to have an impact. It can determine your brand’s market reputation.

Does it make sense for your marketing content to be more lighthearted and fun? Rather, should your automated email responses be traditional and somber?

What kind of brand personality makes sense for your business? Be sure to incorporate it into your automated email responses.

For more detailed specifics, check out this article on essential brand reputation management tips to know about. Consistency is crucial if you want to make your brand stand out ahead of any market competitors.


One of the best things you can do to optimize your automated email responses is that of seeing feedback. A great practice to consider is including leading questions within your automated emails. For instance, “If you experienced any difficulty with this transaction, how can we improve for next time?”.

Encourage the customers to reach out to your organization with any thoughts or suggestions. Doing so will help your consumers feel as though you have a genuine concern for their views and needs. In the long run, developing such a positive brand reputation is going to be an invaluable asset.

After all, consider the following statistic about United States consumers. It suggests that 70% of all buying experiences are based on how the customer feels he or she has been treated.

Automated emails should have a link to your organization’s customer service, too. One-click should allow your consumers to get direct access to your support staff. It’s yet another way you can prioritize the individual needs of consumers even when you’re using widespread automation.


It’s true that automating email responses can be dangerous if you don’t maintain a personal touch. You recognize that even if it saves time, your consumers deserve a genuine effort on your part to build a relationship. Don’t let automated customer communications detract from the human element of your business.

Still, automating business correspondence and other tasks only boost workplace productivity. Your employees shouldn’t have to focus on typing out every word of every email. Instead, let them focus on other ways they might be able to make the business some money.

Plus, automating email responses can help maintain consistency throughout the organization. Streamlining these communications can reduce the potential of human error frustrating consumers. Instead, automate your customer interactions to prioritize efficiency.


As mentioned above, customer service expectations do change over time. Not only should you stay in tune with consumers’ suggestions or concerns. Also, it’s up to you to conduct a regular customer service strategy audit.

That way, you can continue to improve the messages of your marketing materials. As you start to develop your consumer base, automation will save that much more time and money. Just remember to keep those email response templates engaging and genuine.


You’re prepared to invest in your business’s automated email responses. You recognize the value of maintaining a positive reputation amongst your target consumers.

They want to feel valued and appreciated as part of your business’s success. You have a chance to prove you value them every time you interact with them. This is true even from something as simple as an appointment reminder.

In fact, there are a lot of ins and outs to navigate about proper customer communications. The finer details of this strategy are often best handled by professionals.

In fact, that’s where we can help your organization and its target consumers. Our experts are available to optimize your customer communications strategy. Even automated email responses are part of cohesive and efficient customer service.

That’s why we encourage you to browse through the rest of our blog and website today. To start, check out more details about our customer communications management solutions available.


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