An auto-responder, simply stated, is a computer program that automatically answers all the emails sent to it. Auto-responders store messages that a sender of email receives immediately. Most individuals use auto-responders for holiday notices, informing email contacts that they are currently not available and will do follow up action eventually. In the business world, auto-responders are prolifically used as an e-mail marketing tool, to instantly respond to customers’ messages.
These types of follow-up auto-responders can be classified as:
- Outsourced ASP model — The auto-responders function on the provider's infrastructure and are usually configurable through a web-based control panel. The customer pays a monthly service fee.
- Server-side — This enables users to install the auto-responder system on their own server.
One thing that potential users must remember is that, without content, setting up an email auto-responder is not going to help the sales process. Indeed, it may hinder it as messages become classified as unsolicited commercial email, or spam.
Basic functions of the Autoresponder
The purpose of an auto-responder is:
- Informing the email sender in a reassuring way that the message has been received and follow up action will be taken.
- Enabling sending prospective customers information like the price list of products, and all other standard non-variable information.
- Helping to send periodical messages/bulletins/ magazines. The auto-responder will send the packages at the scheduled times.
- Increasing sales if the versatility of Auto-responders are imaginatively applied.
In general e-mail auto-responders bring credibility to businesses and if the business is all about attracting more and more clients, the auto-responders are the best tool. Also, the cool features of e-mail auto-responders make them unavoidable in the current pace of web development where the entropy of world wide web is constantly increasing.
A Few salient features of free Auto-responder Services
While paid auto-responders offer the best solution, even free ones share some basic features:
- Create unlimited auto-responder accounts to use each one for a different purpose. The reply is sent within 30 seconds.
- There can be maximum 5 follow-ups in the free version and unlimited in the PRO version
- No restriction regarding the length of the auto response messages.
- Total flexibility to change, update or edit the auto responses at any time.
- Easy to set up and manage.
- Access and manage the database of email addresses, 24 hours a day, such as adding subscribers, viewing removals, updating messages.
- Unique mailing list feature that enables publishing newsletters on a regular basis.
- Anti-spam filters protect the messages and ensure nobody misuses the auto-responder.
If it is only for basic needs, to send a simple message to the email sender, then the free version of auto-responders - that usually come as part of your web hosting package – should suffice. If however, the need is to send multiple variable messages or the messages have to be scheduled, then it has to be programmed to the email system on the user’s domain or use one of the commercial auto-responder systems.
Some benefits of Auto-responders:
In general, both free and paid auto-responders share the same key benefits:
- Capable of generating email lists and gathering e-mail addresses through an online form.
- Follow up customers' enquiries by building a good relationship and also acquainting them with new products.
- Conduct marketing campaigns over email by advertising products and services.
- Serve as an effective sales tool as there is the option of sending multiple automatic follow-up. messages with the aim of selling the company’s products and services.
- They have prompt and cost-effective way to deliver newsletters and e-zines to subscribers.
- Serve as a useful tool for online purchases as the number of online purchases are voluminous and manually messaging an order confirmation every time is a cumbersome process.
Auto-responders now have different versions and internet companies are now considering them as the most effective option to promote their businesses.
Versions of Auto-responders
With Gmail auto-responder, one can even restrict automatic replies only to people already in the Gmail address book and thus avoid sending replies to newsletters and the occasional spams that might escape Gmail's filters.
Yahoo Mail also has the auto-responder provision to reply to all mails when the user is away. Yahoo Messenger Auto-Responder will respond automatically to phrases which the user chooses. Yahoo auto-responder supports multiple Yahoo Messenger chat windows and functions even when the user is offline.
There are several free auto-responders available in the market. However, like every free service on the Internet, free auto-responders carry the provider’s advertisements. In most cases the ads are actually bolder and occupy more space than the follow up messages. If one is serious about using auto-responders as an effective marketing tool, it is advisable to opt for paid auto-responders.
AWeber Communications develops and manages online auto-responders for newsletters, subscription lists, follow-up messages, customer services, and lot more. Using a web-based control panel, customers have website access 24/7 to manage and send their newsletters to recipients promptly and in an efficient manner. AWeber offers a free 30 days trial period to satisfy intending customers.
Getresponse is a web based email marketing software that helps deliver the auto-responder messages. The special features of Getresponse include more than 150 professionally designed html templates, unlimited email marketing campaigns, limitless follow-ups, click-through, sales and revenue tracking. If a business person is looking for a good auto-responder to follow up with the prospects or customers, Getresponse is indeed a good choice.
