WhatsApp Out-of-Office Message: Templates and Automation for 2026
Customers message businesses on WhatsApp outside of business hours constantly — especially in Asian markets where late-evening purchasing is common. Without an out-of-office message, those customers get silence. With one, they get instant reassurance that their message was received and a clear expectation for when help is coming.
This guide covers every scenario — after-hours messages, holiday coverage, individual staff absence, and multi-team out-of-office automation — with 10 ready-to-use templates.
Table of Contents
Why Out-of-Office Messages Matter for Business
The numbers make a strong case for automated away messages:
- Customers who receive an instant reply — even automated — are 60% more likely to stay in the conversation rather than message a competitor
- Businesses without any out-of-hours response see 35% higher abandonment of after-hours enquiries
- A clear response time estimate reduces follow-up "Are you there?" messages by 45%
Basic Setup: WhatsApp Business App
For solo operators or very small businesses using the free WhatsApp Business App:
- Open WhatsApp Business
- Go to Settings (three-dot menu or gear icon)
- Tap Business Tools
- Tap Away Message
- Enable "Send away message"
- Edit the message text
- Set when to send: Always, Custom Schedule, or Outside Business Hours
- Choose who receives it: Everyone, Non-contacts, or specific contacts
Limitation: Only one away message template, no personalisation, no routing logic, only works on one device.
Advanced Setup: WhatsApp API and ChatDaddy
For businesses needing more control, ChatDaddy offers:
- Multiple away message templates for different scenarios (weekends, holidays, specific teams)
- Schedule-based triggers (weekdays after 6 PM, weekends all day, specific date ranges)
- Personalisation with {{first_name}} and other contact fields
- Auto-routing to a 24/7 bot for common questions while human agents are offline
- Escalation rules for urgent keywords (e.g., messages containing "urgent" or "emergency" get flagged)
10 Out-of-Office Templates
| Scenario | Template |
|---|---|
| After hours (general) | "Hi {{name}}! Thanks for your message. Our team is currently offline but will respond first thing tomorrow morning. For urgent matters, email [address]. See you soon!" |
| Weekend | "Hi {{name}}! We're off for the weekend but back Monday at 9 AM. We'll reply to your message then. Have a great weekend!" |
| Public holiday | "Hi {{name}}! We're closed for [holiday] and will reopen on [date]. We'll reply to all messages then. Happy [holiday]!" |
| Annual leave | "Hi! I'm on annual leave until [date]. For urgent matters, contact [colleague name] at [number]. I'll reply when I return. Thanks for your patience!" |
| With self-serve link | "Hi {{name}}! We're currently offline. You can find answers to common questions at [FAQ link] or place an order at [shop link]. We'll reply by [time]." |
| Medical / clinic | "Thank you for contacting [Clinic]. Our office is currently closed. For emergencies, call [emergency number]. For appointments, we will confirm your request by [time] on our next business day." |
Templates for Specific Scenarios
Ramadan / Religious Holiday:
"Ramadan Mubarak! Our team is observing reduced hours during Ramadan. We are available [hours]. We will respond to your message within [X] hours. Thank you for your understanding."
High-Volume Period (Sales, Year-End):
"Hi {{name}}! Thank you for reaching out. We're currently experiencing higher than usual volume. Our team will respond within [X] hours instead of our usual [Y] minutes. We appreciate your patience!"
Technical Issue:
"Hi! Our team is currently dealing with a technical issue affecting response times. We apologise for the inconvenience and will be back to full speed shortly. We'll respond to your message as soon as possible."
Best Practices
- Be specific about response time: "Tomorrow morning" is better than "soon"
- Set realistic expectations: If you typically respond in 2 hours, say 3 to underpromise and overdeliver
- Include one self-serve option: FAQ link, booking page, or shop link
- Only include emergency contact if you mean it: Do not list a number if it is not actually monitored
- Keep it under 3 sentences: Out-of-office messages should be brief and clear
- Avoid multiple exclamation marks: One is friendly; several look unprofessional
Adding Self-Serve Options
The best out-of-office messages convert the waiting time into productive self-service. Add one of:
- Link to your FAQ or help centre
- Link to your online booking system
- Link to your product catalogue or online shop
- A bot that can answer common questions (available through ChatDaddy's automation)
Businesses that include a self-serve link in their out-of-office message see 25% of after-hours visitors complete a purchase or booking without human assistance. For an example of how to build the supporting bot, see our guide on WhatsApp welcome messages and WhatsApp business tips.
Never Miss a Customer Message Again
ChatDaddy's smart away messages, 24/7 bot automation, and multi-agent inbox mean your business is always responsive — even when your team is offline.
Start Free TrialFrequently Asked Questions
How do I set an out-of-office message on WhatsApp Business?
In WhatsApp Business App, go to Settings > Business Tools > Away Message. Enable it, write your message, and choose when to send it. For more control, use the WhatsApp API with ChatDaddy.
What should a WhatsApp out-of-office message say?
Include acknowledgment that their message was received, when you will respond, and optionally a self-serve resource link. Keep it under 3 sentences.
Can I set different messages for weekends vs. holidays?
Yes. With ChatDaddy, you can create multiple away message templates scheduled for different date ranges or recurring schedules.
Does WhatsApp have a built-in out-of-office feature?
Yes. WhatsApp Business App has an "Away Message" feature that can be scheduled for outside business hours or toggled on manually.
Should I include an emergency contact in my out-of-office message?
If your business serves urgent needs (medical, legal, emergencies), yes. For non-urgent businesses, a self-serve FAQ link is usually sufficient.
How do I stop sending out-of-office replies to the same person multiple times?
ChatDaddy's API solution can be configured to send the auto-reply only once per contact per 24-hour period to avoid repetitive messages.
Can my WhatsApp out-of-office message include a link?
Yes. Include a link to your FAQ page, booking system, or online store so customers can self-serve while you are unavailable.