When you miss a call, a quick text back tells the caller they’ve been noticed and stops them ringing the next business on the list. These templates are short enough to send between jobs. Copy them into your phone’s text replacement or saved replies so they’re one tap away.
Rules that make a text-back work
- Send it fast. Within a few minutes is ideal. An hour later, they’ve probably found someone else.
- Say who you are. They may not have your number saved. Put your business name in the first few words.
- Ask one easy question they can answer with a few words.
- Give a time. “I’ll call you at 2” beats “I’ll call you soon”.
- Keep it about their call. Replying to someone who just rang you is fine. Adding them to your marketing list is a different thing: in Australia the Spam Act requires consent and an unsubscribe option for marketing messages, and other countries have similar rules.
During business hours
Hi, it’s [name] from [business]. Sorry I missed your call, I’m on a job. What can I help with? I’ll call you back by [time].
Hi, this is [business]. We just missed your call. Reply with your name and what you need, and we’ll call you straight back.
Thanks for calling [business]. We’re with a customer right now. Is it urgent? Reply YES and we’ll call you within 15 minutes.
Hi from [business]! Sorry we missed you. Is now a good time to call back, or is there a better time today?
After hours
Hi, it’s [business]. We’re closed for the night, but we got your call. Reply with what you need and we’ll call you first thing in the morning.
Thanks for calling [business]. We’re closed until [day/time]. If it’s urgent, call [urgent number]. Otherwise reply here and we’ll be in touch when we open.
For quotes and bookings
Hi, [business] here. Sorry we missed your call. If it’s about a quote, send a couple of photos and your suburb, and we’ll get back to you with a price range today.
Hi from [business]. Sorry we couldn’t pick up. You can book a time that suits you here: [booking link]. Or reply and we’ll book you in.
Hi, it’s [business]. We missed your call. Are you after a booking? Reply with the day and time you’d like and we’ll confirm.
For existing customers
Hi [name], it’s [your name] from [business]. Saw your missed call. Is everything OK with the [job/order]? I’ll ring you back by [time].
Hi [name], sorry I missed you. Is this about [job/order]? I’m free to chat at [time] if that works.
Follow-ups
If they don’t reply and don’t answer your call back, one follow-up is enough:
Hi, it’s [business] again. Just checking you got sorted. If you still need a hand, reply here or call us on [number].
Then leave it. More than one follow-up starts to feel like pressure.
Short versions
When you’re really pressed for time:
[Business] here. Missed your call, will ring you back shortly.
Sorry I missed you. Text me what you need and I’ll call back. [Name], [business]
Set it up once
- iPhone: Settings → General → Keyboard → Text Replacement. Create a shortcut like “mc1” that expands into your template.
- Android: most keyboards have a “personal dictionary” or “text shortcuts” setting that does the same thing. Many also let you set up quick replies to decline a call with a text.
- Both: you can decline a call with a quick-reply text from the incoming call screen. Edit the default replies to your own templates.
The catch
A text-back still depends on you noticing the missed call and replying, and many callers won’t text back, especially new customers who’ve never dealt with you. If you’re missing more calls than you can reply to, an answering service or receptionist that takes the details for you is the next step.