How to Have Receptionists Send Follow-up Texts and/or Emails to Your Callers

Jessica Paxton Updated by Jessica Paxton

Our receptionists can send follow-up SMS (text messages) and emails to your callers while they’re on the phone, or immediately afterward.

You could have us send intake forms for qualified leads, additional information on your company, or simply a thank you message to anyone who calls in. The opportunities are endless!

How to get set up:

Email us at to set up text and/or email follow-ups. 

Here’s what we’ll need to know:

  1. Which do you want to send?
    1. SMS text message
    2. Email
    3. Both
  2. Who do you want us to send it to?
    1. Leads
    2. Qualified leads
    3. Clients
    4. All callers
    5. Other
  3. What do you want the follow-up message(s) to say?
    1. What is the content and subject line of your email?
    2. What is the content of your text message? (400 character limit)
Your content cannot include hyperlinked text or dynamic fields to personalize the recipient's information.
  1. Want to attach a file? Send us the file — 10 MB max file size, only one PDF file allowed — and we can include it in your email, text message, or both (this will reduce the character limit on your texts).
  2. What email address do you want email responses to go to?
    Note: Emails will be sent from “[your name] - Receptionist" <<support+[your user ID]>>, but the email's reply-to address can be whatever you want, so return emails come back to you (or your staff).

That’s it! We’ll start following up with your callers as requested in a day or two. Want to test it out? Just call your number and ask our receptionist to send you the message. Remember, we never charge for test calls.


How much does it cost?

You can add text & email follow-ups to your virtual receptionist plan for $0.50/call. Check the virtual receptionist pricing page for all of the information regarding our plans and add-ons.

You can add text & email follow-ups to your outreach campaign plan for $0.25/call. Check the outreach campaign pricing page for all the information regarding our plans and add-ons.

How many follow-up messages can I configure for my account?

While the ways to use follow-up messages are endless, we do have a limit of 13 unique follow-up messages.

Does the email message support branding?

No, this feature isn’t meant to be a full-fledged email marketing tool. This feature is a low-cost, no-fuss follow-up tool. If you need automated follow-ups with fully branded emails, consider setting up a Zapier integration between and your email marketing tool.

Can I provide a subject line for email follow-ups?

Yes. We recommend keeping the subject line short as mail providers display subject lines differently and it may be cut off if too long for a specific recipient’s provider. For example, Android displays the first 27 characters of the subject line on some phones. Consider putting the most important information at the front of the subject line.

Can I pick a follow-up message to be used after one-off outbound calls?

Yes! If you have follow-up enabled on your account, we can send a follow-up message after one-off outbound calls. Simply include which follow-up message to send in the outbound call request call instructions.

Yes, you can include links in your follow-up emails and SMS messages.

Can I attach files?

Yes. Send us the file — 10 MB max file size, only one PDF file allowed — and we can include it in your email, text message, or both (this will reduce the character limit on your texts). The file shows as a link in SMS messages.

What happens if a caller replies to an email or SMS follow-up message we send?

Emails are set up with their preferred "reply-to" email address and texts go to their redirect number. That can be set to route to the chat team if you also have live-staffed chat.

Can I see which follow-up messages were sent?

Absolutely, you can view the follow-up message sent in the call details section on the dashboard.

You can also CC or BCC yourself follow-up emails sent from your account. This will send you an email every time a follow-up email is sent.

Questions? Contact us!

If you're already a client and need help, please email us at or call us at (650) 727-6484 for assistance.

If you're not yet a client, please schedule a free consultation to get started with our virtual receptionist services or email us at We'll help you select the best plan to match your business’s growth goals and budget.

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