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Responsive · Dark modeContact Form Auto-Reply Email — Free Responsive HTML Email Template
Transactional · v1.0.0 · Updated 2026-11-03 · Gmail, Outlook & Apple Mail · Dark mode
What's included
Features
About this template
Contact Form Auto-Reply Email — Free "We Got Your Message" Template
Contact Form Auto-Reply Email goes out the second someone submits the contact form on your website. Without it, a visitor who just described their project is left wondering whether the form worked, whether anyone will read it and when. Many send the message twice, ring you anyway or give up and try a competitor. One well-made automatic reply fixes all of that, and every small business website needs one.
A promise, not a "do not reply"
The email opens with a warm thank-you and a sentence that confirms a real person will read the message. A brand-coloured badge then makes a concrete promise, "We reply within 1 working day", next to a short reference number they can quote if they follow up.
A copy of what they sent
The most reassuring part is a quoted box with exactly what the visitor wrote: the topic, the message and their name and email. It proves the message arrived intact and gives them a record, which matters when they have just typed out a budget or a long description. Fill it from your form tool's field variables.
Hours, links and an urgent line
Two columns follow: your opening hours (up to three rows, such as weekdays, Saturday and Sunday) and "While you wait", three links to the pages people usually want next, like recent work, pricing or the areas you cover. Below a divider, an urgent line gives a phone number for anything that cannot wait, and the email signs off with a real name.
Works with any form tool
Paste the HTML into the autoresponder setting of WPForms, Gravity Forms, Contact Form 7, Formspree, Basin, Tally, Typeform, HubSpot forms or Jotform, or send it from your own code. It answers a request the visitor made, so it is transactional. The sample is a Bristol interior designer, but the layout works for trades, agencies, clinics and consultants. Want a landing page to put the form on? Try the Website Builder, and match the look of your other emails with the Welcome Email.
Extend with AI
Take This Email Further With AI
Give this prompt to an AI assistant to write your own version of the Contact Form Auto-Reply Email email: draft ten subject lines and preheaders, adapt the copy for a customer segment, translate it, convert it to MJML or React Email, or write the plain-text version. Then paste the result back into the editor above to check it in desktop, mobile and dark mode.
Prompt to recreate it
Copy this into your AI assistant of choice to build the effect from scratch, or as a jumping-off point for your own variant:
Create a responsive HTML email: “Contact Form Auto-Reply Email”, a transactional email.
Purpose: The automatic "we got your message" reply every small business website needs: a reply-time promise in a badge, a copy of what the visitor sent (name, topic and message) so they know it arrived intact, a reference number, opening hours, three links to answers they may need while they wait, and a phone line for anything urgent.
Inbox text:
- Subject line: “We’ve got your message (ref #2291)”
- Preheader (hidden preview text): “Thanks for getting in touch with Oak & Ivy Interiors. We reply within one working day, here’s a copy of what you sent.”
Content, top to bottom:
- Message
- Copy of their message
- Opening hours
- While you wait
Headline: “Thanks for getting in touch, {{first_name}}”.
Put the key facts first (order or account details, amounts, dates) in a clear summary, with no marketing clutter.
Build it like a professional email developer:
- Table-based layout, 600px wide on desktop and fluid on mobile (width 100%, max-width 600px).
- Inline CSS on every element, with one small style block only for media queries and dark mode (prefers-color-scheme).
- A bulletproof, Outlook-safe call-to-action button (padded table cell with a VML fallback), never an image.
- Colours: brand and button #4d7c0f, button text #ffffff, page background #f3f1ea. Web-safe font stack with a fallback after the brand font.
- Every image has alt text and explicit width and height. Use PNG icons, never SVG, because Gmail and Outlook drop them.
- Hidden preheader text, a plain-text version, and a legal footer with the postal address, the reason the person is receiving it and a working unsubscribe link.
Finish with a short checklist of what to test in Gmail, Outlook for Windows, Apple Mail, mobile and dark mode.Want to tighten it up first? Run this prompt through the AI Prompt Studio to score it across 8 quality dimensions, catch anti-patterns, and tune the wording for Claude, ChatGPT, or Gemini before you paste it in.
Why use it
Why Use the Contact Form Auto-Reply Email Template
How it’s different
How It’s Different From Other Free Email Templates
Step by step
How to Use
- 1Pick your email platformChoose Mailchimp, Klaviyo, HubSpot or Brevo under Merge tags so first names and unsubscribe links export in its syntax, or keep plain {{first_name}} tokens.
- 2Edit the contentFill in the message, copy of their message, opening hours and while you wait, or click any text in the preview to jump to its field. Switch the copy of their message, opening hours and while you wait on or off.
- 3Add your brandUpload or paste your logo, set the brand colour and the light and dark palettes, pick fonts, or apply your saved brand kit.
- 4Preview and checkSwitch between desktop, mobile and dark mode, and fix anything the pre-send checks flag, such as placeholder links or missing alt text.
- 5Export or forkCopy the HTML into Postmark, SendGrid, Amazon SES, Resend or your own code, copy the plain-text version, download a ZIP with images, or fork it into My Code.
Real-world uses
Common Use Cases
Got questions?
Frequently Asked Questions
Thank the person, confirm the message arrived, say when they will hear back and from whom, include a copy of what they sent and a reference, and give a phone number or link for anything urgent. Keep it short and human.
Use your form plugin’s field tags in the message and topic fields, for example {field_id="3"} in WPForms, [your-message] in Contact Form 7 or {{ message }} in many form services. The template keeps the line breaks they typed.
Most do: WPForms, Gravity Forms, Contact Form 7 (with an HTML mail setting), Formspree, Basin, Jotform and HubSpot forms all allow a custom confirmation email. If yours only allows plain text, use the plain-text version.
No. Send it from an address people can reply to, ideally the inbox that handles enquiries. Visitors often reply with extra details or attachments, and a no-reply address throws those away.
Transactional: it responds to a message the visitor sent. It does not need an unsubscribe link, but do not add newsletter sign-ups or offers, and never add someone to a marketing list without their consent.
It saves an editable copy of your Contact Form Auto-Reply Email in My Code, the UI Snippets code editor: the email markup goes in the HTML panel and its CSS (mobile and dark-mode rules plus fonts) in the CSS panel, so you can keep refining the code and save your own versions.
Yes. It is free for personal and commercial email, with no sign-up and no watermark. Everything runs in your browser, and your edits are saved locally.