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Missed calls and after-hours

What should your clinic's WhatsApp auto reply say, and how do you set it up?

Medslots team, Letex Media Co.How we write and check facts

Updated 10 min readFacts checked

Short answer

In the WhatsApp Business app, open the Tools tab, tap Away message and turn on Send away message. Set the schedule to Outside of business hours and paste one of the samples below, in English, Hindi or Hinglish. An away message only tells patients you will reply later. It cannot answer a fee question or book a slot.

Key takeaways

  • Away and greeting messages live in the Tools tab of the free WhatsApp Business app. The phone needs internet for them to send.
  • Every auto reply should carry the clinic name, your timings and an emergency line: call 112 or go to the nearest hospital.
  • Leave out medical advice, discounts, words like best, and reply times you cannot keep.
  • An away message says you will reply later. It cannot tell a patient the fee or book the slot.
  • WhatsApp's own Help Center does not state a character limit for away or greeting text, whatever a blog post tells you.
On this page

A patient messages at 10:40 pm and hears nothing till the next afternoon. A short auto reply fixes the silence, and the WhatsApp Business app that sends it is free. This post gives you the steps, 12 away messages and 3 greeting messages to copy, and a plain look at what an auto reply cannot do.

How do I set an away message on WhatsApp Business?

Open the Tools tab in the WhatsApp Business app, tap Away message, write your text and pick a schedule. These are the steps on WhatsApp's own help page, checked on 17 Sep 2026.

  1. Step 1: Open Tools, tap Away message

    In the WhatsApp Business app, go to the Tools tab.

  2. Step 2: Turn on Send away message

    Then tap the message under Away message, paste your text and tap OK.

  3. Step 3: Tap Schedule

    Pick Outside of business hours. It only shows if your business hours are set in your business profile.

  4. Step 4: Tap Recipients

    Everyone, Everyone not in address book, Everyone except…, or Only send to…

  5. Step 5: Tap Save and test it

    Message the clinic number from another phone after closing time.

Away and greeting messages are tools of the WhatsApp Business app, a separate app that is free to download, according to WhatsApp (opens in a new tab). Menu names can change between app versions, so if something looks different, the WhatsApp Help Center page on away messages (opens in a new tab) has the current steps.

Away message samples for clinics

Copy one, then replace everything in square brackets with your own details. Each sample carries the clinic name, when you will reply and an emergency line. Tap and hold a message (or click it on a computer) to select the whole text.

English

1. Clinic closed for the nightSample away message · Schedule: Outside of business hours
Thank you for messaging [Clinic name]. The clinic is closed right now. Our timings are [timings]. We will reply when the clinic opens. For a medical emergency, call 112 or go to the nearest hospital.
2. Sunday or a holidaySample away message · Schedule: Custom schedule
Hello, [Clinic name] is closed today for [Sunday / the holiday]. We open again on [day] at [time]. Please leave your name and what you need, and we will reply then. For a medical emergency, call 112 or go to the nearest hospital.
3. Doctor on leaveSample away message · Schedule: Custom schedule
Thank you for writing to [Clinic name]. [Doctor's name] is on leave from [date] to [date], and the clinic is [closed / open at these timings: timings]. We will reply after [date]. For a medical emergency, call 112 or go to the nearest hospital.
4. Busy with patients in OPDSample away message · Schedule: Custom schedule
Thank you for messaging [Clinic name]. We are with patients right now and will reply after OPD, usually by [time]. Clinic timings: [timings]. For a medical emergency, call 112 or go to the nearest hospital.

Hindi

5. रात में क्लिनिक बंदSample away message · Schedule: Outside of business hours
[क्लिनिक का नाम] को मैसेज करने के लिए धन्यवाद। अभी क्लिनिक बंद है। हमारा समय: [समय]। क्लिनिक खुलने पर हम जवाब देंगे। मेडिकल इमरजेंसी में 112 पर कॉल करें या नज़दीकी अस्पताल जाएँ।
6. रविवार या छुट्टीSample away message · Schedule: Custom schedule
नमस्ते, [क्लिनिक का नाम] आज [रविवार / छुट्टी] की वजह से बंद है। क्लिनिक [दिन] को [समय] बजे फिर खुलेगा। अपना नाम और काम लिख दीजिए, हम तब जवाब देंगे। मेडिकल इमरजेंसी में 112 पर कॉल करें या नज़दीकी अस्पताल जाएँ।
7. डॉक्टर छुट्टी परSample away message · Schedule: Custom schedule
[क्लिनिक का नाम] को लिखने के लिए धन्यवाद। [डॉक्टर का नाम] [तारीख] से [तारीख] तक छुट्टी पर हैं। इस दौरान क्लिनिक [बंद रहेगा / इस समय खुलेगा: समय]। हम [तारीख] के बाद जवाब देंगे। मेडिकल इमरजेंसी में 112 पर कॉल करें या नज़दीकी अस्पताल जाएँ।
8. OPD चल रही हैSample away message · Schedule: Custom schedule
[क्लिनिक का नाम] को मैसेज करने के लिए धन्यवाद। अभी हम मरीज़ों को देख रहे हैं। OPD के बाद, लगभग [समय] तक, जवाब देंगे। क्लिनिक का समय: [समय]। मेडिकल इमरजेंसी में 112 पर कॉल करें या नज़दीकी अस्पताल जाएँ।

Hinglish

9. Raat me clinic bandSample away message · Schedule: Outside of business hours
Namaste, [Clinic name] ko message karne ke liye dhanyavaad. Abhi clinic band hai. Hamara time: [timings]. Clinic khulte hi hum reply karenge. Medical emergency me 112 par call karein ya nazdeeki hospital jaayein.
10. Sunday ya chhuttiSample away message · Schedule: Custom schedule
Namaste, [Clinic name] aaj [Sunday / chhutti] ki wajah se band hai. Clinic [din] ko [time] baje phir khulega. Apna naam aur kaam likh dijiye, hum tab reply karenge. Medical emergency me 112 par call karein ya nazdeeki hospital jaayein.
11. Doctor chhutti parSample away message · Schedule: Custom schedule
[Clinic name] ko message karne ke liye thank you. [Doctor ka naam] [date] se [date] tak chhutti par hain. Is dauraan clinic [band rahega / is time khulega: timings]. Hum [date] ke baad reply karenge. Medical emergency me 112 par call karein ya nazdeeki hospital jaayein.
12. OPD chal rahi haiSample away message · Schedule: Custom schedule
Thank you, [Clinic name] me abhi OPD chal rahi hai. OPD ke baad, lagbhag [time] tak, hum reply karenge. Clinic timings: [timings]. Medical emergency me 112 par call karein ya nazdeeki hospital jaayein.

For the Sunday, leave and OPD messages, use Custom schedule and set the exact start and end time, then switch it back to Outside of business hours once you are back.

What should a greeting message say?

A greeting message should welcome the patient and give the basics a new patient needs: timings, address and what the chat is for. WhatsApp sends it the first time someone messages you, and again after 14 days with no messages in that chat.

Greeting message and away message in the WhatsApp Business app
Greeting messageAway message
Where to find itTools tab, then Greeting messageTools tab, then Away message
When it is sentWhen a patient messages you for the first time, or after 14 days with no messages in that chatWhenever a patient messages during your schedule: always, a custom schedule or outside business hours
Who gets itYou choose under RecipientsYou choose under Recipients
Needs the phone onlineYesYes
Good forWelcome, timings, address, what the chat is forNight, Sundays, holidays, doctor on leave, busy OPD

Sources: WhatsApp Help Center: How to use greeting messages (checked 17 Sep 2026); WhatsApp Help Center: How to use away messages (checked 17 Sep 2026).

EnglishSample greeting message
Hello, welcome to [Clinic name]. Our timings are [timings] and we are at [address or Google Maps link]. Please share your name and how we can help, and our team will reply. We don't give medical advice on chat. For a medical emergency, call 112.
HindiSample greeting message
नमस्ते, [क्लिनिक का नाम] में आपका स्वागत है। हमारा समय [समय] है और पता [पता या गूगल मैप्स लिंक] है। अपना नाम और काम लिखिए, हमारी टीम जवाब देगी। चैट पर दवा या इलाज की सलाह नहीं दी जाती। मेडिकल इमरजेंसी में 112 पर कॉल करें।
HinglishSample greeting message
Namaste, [Clinic name] me aapka swagat hai. Hamara time [timings] hai aur address [address ya Google Maps link] hai. Apna naam aur kaam likhiye, hamari team reply karegi. Chat par dawai ya ilaaj ki salah nahi di jaati. Medical emergency me 112 par call karein.

To set it: Tools tab, Greeting message, turn on Send greeting message, edit the text, choose recipients and tap Save. The steps are on the WhatsApp Help Center page on greeting messages (opens in a new tab).

Should you also set up Quick Replies?

Quick Replies are canned answers your staff send by hand with a tap, so unlike away and greeting messages they can safely carry a fee or a slot that changes. They live in the same Tools tab, and WhatsApp even creates a few for you from your business profile.

  1. Step 1: Open Tools, tap Quick replies

    In the WhatsApp Business app Tools tab, tap Quick replies.

  2. Step 2: Tap the plus icon

    Then tap Message and write the reply.

  3. Step 3: Tap Shortcut

    Give it a short keyword, for example fee or timing.

  4. Step 4: Tap Save

    The quick reply is now stored, ready to send.

  5. Step 5: Send it from any chat

    Open the chat, type "/", pick the quick reply, edit if needed, then send it yourself.

A Quick Reply only goes out when a staff member opens the chat and taps it, so it does not fix the 10:40 pm silence an away message covers. Use both: an away message for when nobody is looking at the phone, and Quick Replies for the fee and address questions staff answer by hand during the day.

What blogs claim about WhatsApp Business character limits, checked against WhatsApp's Help Center
ToolCommon claim onlineWhat WhatsApp's Help Center actually says
Away message140, 250, 1024 or 4096 characters, depending which blog you readNo character limit is stated on WhatsApp's away message page
Greeting messageSame range of figures as aboveNo character limit is stated on WhatsApp's greeting message page
Quick RepliesA 25-character shortcut and a 500-character message, per several guidesWhatsApp's page states only that you can save up to 50 quick replies; it gives no character limit for the shortcut or the message

Sources: WhatsApp Help Center: How to use away messages (checked 17 Sep 2026); WhatsApp Help Center: How to use greeting messages (checked 17 Sep 2026); WhatsApp Help Center: How to use quick replies (checked 17 Sep 2026).No two of the blog figures agree with each other either. Write a message that reads well on a phone screen and skip the exact number.

What should you leave out of an auto reply?

Leave out anything that could harm a patient, break a rule or go out of date. An auto reply goes to every person who writes, whatever they wrote, so it has to be safe for all of them.

  • Medical advice. No medicines, no home remedies, no "don't worry". The auto reply cannot see what the patient wrote. Clinical questions wait for the doctor.
  • Discounts and offers. A free check-up line sent to everyone who writes reads as soliciting patients.
  • Best, No.1, painless, guaranteed. Claims about yourself belong nowhere in a message that goes to every patient.
  • Reply times you cannot keep. "We reply in 10 minutes" at 2 am breaks trust. Say "when the clinic opens" or give a time you will really meet.
  • Fees you might change. Stating your charges is allowed, but a fee in a message you set once and forget will go stale.

Before you save your message

  • The clinic name is in it.

    So the patient knows which clinic replied.

  • Your timings are correct, including Sunday.

    Check again after every change in timings.

  • It says what to do in an emergency.

    Call 112 or go to the nearest hospital.

  • No fee that you might change later.

  • No medical advice, offers or words like best.

  • You tested it from another phone after closing time.

Can an auto reply book the appointment?

No. An away message sends the same fixed text to everyone, so it cannot tell a patient the fee, check a free slot or book it. Here is the same 10:40 pm question answered two ways.

[Clinic name]

Business account

  1. Patient: Kal subah dentist available hai? Fees kitni hai?10:40 pm
  2. [Clinic name]: Thanks for messaging [Clinic name]. We're closed now and will reply after 10 am.10:40 pm
Away message. Sample conversation, not a real patient

[Clinic name]

Business account

  1. Patient: Kal subah dentist available hai? Fees kitni hai?10:40 pm
  2. [Clinic name]: Namaste! Haan, doctor kal subah [timings] clinic me hain. Consultation fee [fee] hai. Kal [10:30 am] ya [11:15 am] khaali hai. Kaunsa time book karun?10:40 pm
  3. Patient: 10:30 wala10:41 pm
  4. [Clinic name]: Aapka appointment kal [10:30 am] par book ho gaya hai. Apna naam bata dijiye. Pain ya dawai ke sawaal doctor se milne par poochiye.10:41 pm
A reply that books, for example from an AI receptionist. Sample conversation, not a real patient

The away message is honest and costs nothing, and for a small clinic it is a sensible first step. But the patient on the left still has no fee and no slot, and may message the next clinic on Google Maps. If after-hours messages and missed calls are a real problem for you, the guide to counting and following up missed calls shows how to measure it first, and the guide to AI receptionists for clinics covers what a reply that books involves and what to ask before you pay for one.

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Common questions

How do I set an auto reply on WhatsApp Business?

Open the WhatsApp Business app, go to the Tools tab and tap Away message. Turn on Send away message, edit the text, tap Schedule and pick Outside of business hours, choose who should get it under Recipients, then tap Save. The phone needs an active internet connection for the message to go out.

What's the difference between a greeting message and an away message?

A greeting message goes out when a patient messages you for the first time, or after 14 days with no messages in that chat. An away message goes out whenever someone messages during the schedule you set, such as outside business hours. You can use both: a greeting with timings and address, and an away message for closed hours.

Can I set an auto reply on normal WhatsApp?

WhatsApp's help pages describe away and greeting messages as tools in the WhatsApp Business app, which is a separate app and free to download. You can move your clinic number from WhatsApp Messenger to the Business app, but one number cannot run on both apps at the same time.

Should the away message mention fees?

Stating your charges is allowed under the 2002 NMC regulations. The problem is practical: an away message is easy to forget, so a fee written into it can go out of date without anyone noticing. Keep timings and the emergency line in the auto reply, and share the current fee when you or your staff reply.

WhatsApp auto reply Hindi me kaise likhein?

WhatsApp Business app me Tools tab kholiye, Away message par tap kijiye aur apna message Hindi ya Hinglish me likhiye. Message chhota rakhein: clinic ka naam, timings, aap kab reply karenge, aur emergency ke liye 112 par call karne ya nazdeeki hospital jaane ki line. Upar diye gaye Hindi aur Hinglish samples copy karke bracket wali jagah apni details bhar dijiye.

Why did my WhatsApp greeting or away message stop sending?

WhatsApp's own help page lists five checks: Meta Business Agent, when connected on your number, turns greeting messages off automatically, so delete it if you want the greeting back; check your Recipients setting hasn't excluded the contact; remember a greeting only fires the first time someone messages you or after 14 days of no messages in that chat; try turning Send greeting message off and back on; and update the WhatsApp Business app to the latest version.

Facts checked against the sources listed on this page.

Sources

  1. 1.WhatsApp Help Center: How to use away messages (checked 17 Sep 2026)
  2. 2.WhatsApp Help Center: How to use greeting messages (checked 17 Sep 2026)
  3. 3.WhatsApp Help Center: About WhatsApp Business (checked 17 Sep 2026)
  4. 4.WhatsApp Help Center: How to use quick replies (checked 17 Sep 2026)
  5. 5.WhatsApp Help Center: How to link a device (checked 17 Sep 2026)
  6. 6.Ministry of Home Affairs: Emergency Response Support System (ERSS-112) (checked 17 Sep 2026)
  7. 7.Indian Kanoon: Indian Medical Council (Professional Conduct, Etiquette and Ethics) Regulations, 2002 (checked 17 Sep 2026)
  8. 8.Medical Dialogues: NMC puts its Professional Conduct Regulations, 2023 on hold (24 Aug 2023) (checked 17 Sep 2026)

Update log

  • : published.
  • : Expanded with a Quick Replies section, a claim-vs-WhatsApp's-Help-Center table on character limits, a linked-device note and a greeting-message troubleshooting FAQ, all checked against WhatsApp's own Help Center pages.

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