The words in your missed-call text matter more than the technology behind it. A good auto-reply sounds like your shop, tells the caller what happens next, and asks one easy question. A bad one sounds like a robot or promises something you can't deliver.
Here are three sample texts for a heating and cooling company. Swap in your business name and adjust the wording until it sounds like you.
Sample text: during business hours
"Hi, this is [Your Business]. Sorry we missed you, our techs are out on calls. Is this for a repair, a tune-up, or a quote on new equipment? Reply here and we'll call you back shortly."
This one works because it gives a reason for the missed call without apologizing too much, and the question is easy to answer with one word. When the reply says "quote," you know to call back ready to talk about replacement, not a service visit.
Sample text: after hours
"Thanks for calling [Your Business]. We're closed for the night and will call you back first thing in the morning. If your heat or AC is completely out, reply and tell us, along with a number to reach you."
The after-hours text sets an honest expectation. It doesn't pretend someone is standing by, and it asks for the detail that helps you prioritize the morning calls.
Sample text: busy season
"Hi, [Your Business] here. We're getting a lot of calls with the weather and are working through them in order. Reply with your address and what's going on with your system, and we'll get back to you as soon as we can."
During a cold snap, callers understand that every shop is busy. Saying so plainly, and asking for the details you'll need anyway, saves time on the callback. Asking for the address helps you plan routes when you finally sit down to return calls.
What to leave out
- Arrival times you can't keep. "A tech will be there within the hour" is a promise a text shouldn't make.
- Prices. Diagnostic fees and quotes are better discussed on the callback, where you can explain them.
- Long paragraphs. People read these on a phone, often while stressed. Keep it to a few lines.
- Links to forms. The caller already tried to reach you. Let them reply to the text instead of sending them somewhere else.
A note on permission
A text-back replies to someone who just called you, but your business is still responsible for having permission to text the people it contacts. If you plan to use those numbers later for promotions or seasonal reminders, that's a separate question, and it's worth getting clear on before you do.
When you set up Missed-Call Text-Back, you write the text callers get, and you can change it any time, including between seasons.
Related reading
Missed-Call Text-Back is a text-back tool: it replies to the calls you can't pick up, and it doesn't answer calls for you. It's $89/mo list, or $49/mo at the founding rate while founding spots last, billed monthly with no contract. If it sounds like a fit, see how Missed-Call Text-Back works.