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Creating the best automatic reply email for student enquiries

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Creating the best automatic reply email for student enquiries

Is your inbox flooded with student enquiries every day? If you want to make sure you don’t spend all your valuable time tied up in emails, then an automatic email reply might be a life-saver.

Automatic reply emails are a helpful way of informing enquirers about their options when you can not answer their request immediately. Not sure how to set up the perfect email autoreply for student enquiries? We have gathered a couple of tips to help you optimise your automatic email replies.

  1. Start out positive: Include a nice greeting or even a holiday greeting dependent on the time of year.
  2. Mention follow-up contacts: Include the names, email addresses or phone numbers of your colleagues or other departments who might be able to process the enquiry faster.
  3. Emphasise: Make important information stick out to the reader immediately. Use bold or italic typeface to emphasise crucial information in your message.
  4. Create a unique reply: Remember that anyone who sends you an email will receive your auto-reply. Therefore, it is important to create an automatic reply that suits for a broad range of people.
  5. Check your message: Proofread your message very carefully even if you are in a rush to leave the office. Make sure to include all the sufficient information that the potential enquirer might find useful. Also, perform a spell check.
  6. Carefully consider contact information: Remember that this email can be received by anyone sending you a request. Don’t share contact information that you don’t want anyone to know.
  7. Provide general information and references to your institution’s website such as the FAQ page.

With these tips, you are good to go. A neatly set up automatic reply will not only make your respondents happy but also prevent confusions.

Use our automatic reply template as a guidance for your future out of office emails.

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