Missed Call Reply Messages: 12 Templates in English and Hinglish

The best auto reply message for business says three things in under 160 characters, the length of one SMS: who you are, when you will call back, and one question the customer can answer. Below are 12 missed-call templates for AC and appliance service businesses, each in English and Hinglish, plus a 30-second callback script.

Replace [Shop name], [time], [area] and the prices before you save them. The Hinglish versions are typed in English letters, the way many customers write on WhatsApp.

Each SMS template below fits one 160-character SMS with a shop name of up to 30 characters (our count). Typing ₹ or Hindi script switches an SMS to a 70-character limit, so keep those for WhatsApp.

Four rules for every reply

1. Name the business. A reply from an unknown number with no name looks like spam.
2. Promise a time, not "soon". "By 3 pm" lets the customer decide whether to wait for you.
3. Ask one question. Area and AC problem are enough to plan the callback.
4. Leave out offers and links. TRAI's rules route commercial messages, service or promotional, through registered headers or special number series such as 140 (TRAI). A plain reply from your own SIM is a grey area, but an offer makes it promotional, and links in business SMS must be whitelisted (TRAI direction).

Where each reply is sent from

The same words land differently depending on the channel, so pick templates for the channel you use.

Sending through an SMS provider? Register your sender name (header) and each template on DLT before the first message, and tag every variable part, such as [time], by type when you register it, a rule since November 2025 (TRAI PR 133/2025). Customers can't reply by SMS to a sender name, so change "reply with your area" to "WhatsApp your area to [number]" and whitelist that number in the template.

To set up the SMS and WhatsApp options, see our guide to five no-code ways to auto-reply to missed calls.

SMS templates for missed calls

1. On a job

English: "Sorry we missed your call. [Shop name] here, we're on a job and will call you back by [time]. Please reply with your area and AC problem."

Hinglish: "Namaste, [Shop name]. Abhi site par kaam chal raha hai, [time] tak call back karenge. Apna area aur AC ki problem reply karein."

2. Line busy

English: "[Shop name]: we were on another call when you rang. We'll call you back within 30 minutes."

Hinglish: "[Shop name]: aapke call ke time hum doosri call par the. 30 minute mein call back karte hain."

3. After hours

English: "Thanks for calling [Shop name]. We're closed now. We open at 9 am and will call you first. Reply with your area and what needs fixing."

Hinglish: "[Shop name] ko call karne ke liye dhanyavaad. Abhi band hai, subah 9 baje sabse pehle aapko call karenge. Area aur kaam reply karein."

4. No cooling or urgent

English: "[Shop name]: AC not cooling? Reply URGENT with your area and we'll call within 15 min. Sparks or burning smell: switch off at the MCB."

Hinglish: "[Shop name]: AC cooling nahi kar raha? URGENT aur area reply karein, 15 min mein call karenge. Spark ya jalne ki smell ho to MCB band karein."

5. Repeat caller

Most apps send one reply per caller in a set window, so send this one by hand when the same number calls twice.

English: "Sorry we missed both your calls. [Name] from [Shop name] will call you in the next 10 minutes."

Hinglish: "Maaf kijiye, do baar call miss ho gayi. [Shop name] se [Naam] agle 10 minute mein call karenge."

6. Existing customer or AMC

English: "[Shop name]: we have your service record. Reply with your name or bill number and we'll call you back by [time]."

Hinglish: "[Shop name]: aapka service record hamare paas hai. Naam ya bill number reply karein, [time] tak call back karenge."

7. Peak day, all slots full

English: "[Shop name]: today's visits are full. We'll call you by [time] to book the first slot tomorrow."

Hinglish: "[Shop name]: aaj ke saare slot full hain. [time] tak call karke kal ka pehla slot book karenge."

8. Festival holiday

English: "[Shop name] is closed for [festival] till [date]. Reply with your area and problem and we'll call you when we reopen."

Hinglish: "[Shop name] [festival] ki chhutti par [date] tak band hai. Area aur problem reply karein, khulte hi call karenge."

WhatsApp Business templates

WhatsApp messages can be longer, and messages you send from the WhatsApp Business app itself are free (Meta for Developers). Away messages go to people who message you, not people who call (WhatsApp Help).

9. Away message, outside business hours

English: "Hi, thanks for messaging [Shop name]. We're closed now (open 9 am to 8 pm, Monday to Saturday). Send your area, AC brand and the problem, and we'll call you when we open."

Hinglish: "Namaste! [Shop name] abhi band hai (Mon se Sat, subah 9 se raat 8). Apna area, AC brand aur problem bhejiye, khulte hi call karenge."

10. Away message, busy season

English: "Hi, we're out on jobs and reply between visits. For service or repair, send your area, AC type (split or window) and a photo of the unit's sticker."

Hinglish: "Namaste, hum site par hain, beech mein reply karte hain. Service ya repair ke liye area, AC type (split ya window) aur sticker ki photo bhejiye."

11. Greeting message for first-time chats

WhatsApp sends this on a customer's first message and again after 14 days of silence (WhatsApp Help).

English: "Welcome to [Shop name]: AC service, gas refill, installation and appliance repair in [areas]. Tell us what you need and your area."

Hinglish: "[Shop name] mein swagat hai: AC service, gas filling, installation aur appliance repair, [areas] mein. Kya kaam hai aur area bataiye."

12. Quick reply for visit charges

Save this as a quick reply, a saved-message shortcut you send with one tap (WhatsApp Help).

English: "Visit and inspection: ₹[amount]. Service: ₹[amount] per AC. Gas refill is quoted after inspection, and the technician confirms the final price before starting."

Hinglish: "Visit charge ₹[amount], service ₹[amount] per AC. Gas filling ka rate check karke batayenge. Kaam shuru karne se pehle final rate confirm karenge."

A 30-second callback script

Use it for every callback, whether it comes from your callback list or from a business phone app.

English

1. "Hello, this is [your name] from [Shop name]. You called us at [time], sorry we missed it."
2. "Is this about a new job or an earlier service?"
3. "Which area are you in, and is it a split or window AC?"
4. "What's happening: not cooling, water leaking, a noise, or a regular service?"
5. "I can come today at [slot] or tomorrow at [slot]. Which suits you?"
6. "I'll send the visit details on WhatsApp. Thank you."

Hinglish

1. "Namaste, main [naam] bol raha/rahi hoon [Shop name] se. Aapne [time] par call kiya tha, maaf kijiye utha nahi paaye."
2. "Naya kaam hai ya pehle wali service ke baare mein?"
3. "Aap kis area mein hain, aur AC split hai ya window?"
4. "Problem kya hai: cooling nahi, paani tapak raha hai, awaaz, ya regular service?"
5. "Aaj [slot] ya kal [slot], kab aa sakte hain?"
6. "Details WhatsApp par bhej deta/deti hoon. Dhanyavaad."

If three of you share the callbacks, agree who calls whom first; our on-call roster for a 3-person team sets that up.

What not to send

• "Hi" or "Call me" with no business name.
• A discount offer or a "book now" link in the automatic reply.
• A second automatic SMS to the same caller within the hour.
• A promise you can't keep in May, such as "technician in 30 minutes".

Where TalkEasy fits

TalkEasy by GrowEasy handles the callback side. With missed-call automation on, it calls back customers whose calls were missed, 24x7, following your routing and availability rules (TalkEasy). Keep using the SMS and WhatsApp templates above alongside it, from an auto-reply app or the WhatsApp Business app, and the callback script for any call your team makes by hand.

TalkEasy Pro costs ₹999 a month plus GST for unlimited users; the pricing page lists what each plan includes.

If your WhatsApp still runs on a personal SIM, see whether a virtual number works for WhatsApp Business. For campaigns where customers "give a missed call" to get a brochure, see our missed call alert service guide.

Call back every missed customer automatically: TalkEasy missed-call automation.

Last reviewed 24 September 2026.