Free email response generator for sales replies
Paste a prospect's reply, pick the type and tone, then copy a sales answer with a booking line. Free, no sign-up.
How the email response generator works
This email response generator writes the answer to a reply from your outreach. Paste what the prospect sent, and it picks the reply type, reads the details it needs and prints a response you can paste back into the thread. Every response except the "not interested" one ends with a booking line: two times, a booking link, both, or a question about their week.
It does not use AI. The tool looks for cue phrases ("how much", "out of the office", "not the right person", "next quarter") and checks the types in a fixed order, so an auto-reply that names a colleague still counts as an out of office, and "interested, what does it cost?" counts as a pricing question. The rules are plain JavaScript on this page. Nothing you paste is uploaded, stored or sent to a model, and the result shows which words it matched so you can see why it chose that type.
If the guess is wrong, click a reply type and the response is rewritten for that type. The same goes for tone: Friendly, Direct or Formal change the wording, never the facts.
| What it reads | Where it finds it | What it does with it |
|---|---|---|
| Reply type | Cue phrases, checked in this order: out of office, not interested, referral, not now, pricing, more info, interested | Picks the template. Shows the matched words |
| Their first name | The line after a sign-off such as "Thanks," or "Best," | Fills the greeting. Type a name to override it |
| Return date | "Back on Monday, November 9", "until Friday, November 6" or "returning 11/9" | Says when they are back and suggests sending the next working day |
| The person they refer you to | A name after "reach out to", "speak with" or "contact", plus an email address | Writes a thank-you reply and a second email to that person |
| When to come back | "Next quarter", "in January", "after the holidays", "Q1" | Puts the timeframe in the reply and reminds you to schedule the follow-up |
When the tool finds nothing for a field, it leaves a [bracket] for you to fill in. Writing a fresh subject for the email to a referral? Run it through the cold email subject line checker before you send.
Reply types explained
Most replies to cold email fall into a handful of types, and each needs a different answer. An interested lead needs a time to meet. A lead asking about price needs a number before anything else. An out of office needs nothing today and a follow-up when they are back. Treating them all the same is how good leads go quiet.
| Reply type | What it usually says | What your response does | Booking line |
|---|---|---|---|
| Interested | "Sounds interesting", "happy to chat", "open to it" | Thanks them in one line and asks for the meeting | Yes |
| Pricing question | "How much is it?", "what does it cost per month?" | Gives your price line first, then offers an exact quote on a call | Yes |
| Wants more info | "Send over a deck", "how does it work?" | Answers in one line and offers to show it on a call | Yes |
| Out of office | "I'm out of the office until...", "on leave" | A follow-up to send after their return date, in the same thread | Yes |
| Referral | "I'm not the right person, reach out to Dana" | A thank-you to the sender and a new email to the person they named | Yes, in the new email |
| Not now | "Not a priority", "try me next quarter" | Agrees, names when you'll check back, leaves the door open | Booking link if you set one |
| Not interested | "No thanks", "remove me" | Confirms you won't write again | No, on purpose |
Leads who never replied at all need a different email: see these follow up email templates for no response.
Worked example: answering an out of office reply
Alex runs cold email for B2B software teams at Northwind Outbound. A prospect, Jordan, sends back an auto-reply. It names a colleague and gives an email address, which could look like a referral, but the out of office cues come first, so the tool treats it as an out of office. Click "Out of office" under "Try a sample" in the tool to load the same reply.
Their reply
Thank you for your email. I'm out of the office until Friday, November 6 with limited access to email. For anything urgent, please contact Priya Shah at priya.shah@northwind.example.
Best regards,
Jordan Lee
What the tool reads
- Type: out of office (matched "out of the office", "limited access to email")
- First name: Jordan, from the sign-off
- Back: Monday, November 9, the first working day after "until Friday, November 6"
- Send on: Tuesday, November 10
Hi Jordan,
Hope you had a good time away. Picking this back up now that you're in: we set up and run cold email for B2B software teams.
Would Tuesday at 2pm ET or Wednesday at 11am ET work for a quick 20-minute call?
Thanks,
Alex Rivera
Northwind Outbound
Why it waits a day: on their first morning back, Jordan is clearing a week of mail. A short note on day two, in the same thread, sits near the top with the context still attached. The two times are what turn "welcome back" into a meeting. Switch the tone to Direct and the same note shrinks to three lines. Writing your own auto-reply for a holiday? The out of office message generator builds one from your dates.
Email response templates by situation
These email reply templates are the Friendly versions of what the tool writes, with [brackets] where your details go. Copy one, fill it in and send it from the same thread.
Hi [name],
Great to hear, thanks for getting back to me. On the call I'll show you how we [what you do], and you can decide if it fits.
Would [day and time] or [day and time] work for a quick 20-minute call?
Thanks,
[your name]
Hi [name],
Good question. [Your starting price, or what the price depends on.]
The exact number depends on what you need, so a short call is the quickest way to get you a real figure. Would [day and time] or [day and time] work?
Thanks,
[your name]
Hi [name],
Happy to. In short, we [what you do].
It's easier to show than to send a long deck, so could I walk you through it? Grab any time that suits you here: [booking link]
Thanks,
[your name]
Hi [name],
Hope you had a good time away. Picking this back up now that you're in: we [what you do].
Would [day and time] or [day and time] work for a quick 20-minute call?
Thanks,
[your name]
Hi [referral's first name],
[Name of the person who referred you] suggested I get in touch, as this sits with you. We [what you do].
What does your week look like for a quick 20-minute call?
Thanks,
[your name]
Hi [name],
Thanks for letting me know, that makes sense. I'll check back [when they said to come back].
If anything changes before then, just reply here and we can find a time.
Thanks,
[your name]
Hi [name],
Understood, thanks for letting me know. I won't follow up again.
All the best,
[your name]
One habit makes all of these work better: answer on the day the reply lands. A prospect who wrote back is thinking about your email right now. Two days later, they are thinking about something else.
When there are too many replies to answer by hand
One reply a day is easy to handle with a template. Fifty a day across several sequencers and client accounts is not, and the easiest ones to lose are the out of office and referral replies, because nothing needs doing today.
Revbound pulls every reply from Instantly, Smartlead, Email Bison, PlusVibe, SendKit and ArcSend into one inbox and sorts each one with AI: interested, meeting requested, out of office, referral, not interested. It drafts or sends the answer. The positive-reply responder can wait for your review or send on its own, the out-of-office follow-up writes back when the lead returns, and the referral follow-up contacts the person the lead pointed to. When a lead says yes, it offers times that are actually free on your Cal.com or Google Calendar and books the meeting.
Your team can get Slack alerts for new cold email replies too (alerts only, you answer from Revbound). If you are weighing it against tools that also cover LinkedIn and CRM sync, our Underfive alternative comparison sets out what each one does and doesn't do. Revbound has no LinkedIn and no CRM sync. Plans start at $49 a month with the AI included, and the Revbound plans and pricing page lists all three.
Email response generator questions
Is there a free AI email response generator?
Yes. Mailmeteor's AI Email Response is free under a fair use policy and sends your instructions to OpenAI to write the reply, and Fyxer's AI email reply generator needs no sign-up. The Revbound email response generator is also free, but it uses written rules instead of AI: it is built for sales replies, adds a booking line and keeps your text in the browser.
How do I reply to an interested prospect?
Thank them in one line and ask for the meeting straight away. Offer two specific times, or a booking link, and say how long the call takes. Skip the long explanation of what you do: the call is where that happens. Reply the same day if you can, while your email is still fresh in their mind.
How do I respond to a pricing question by email?
Give a real starting price or range in the first two lines, then explain what changes it. Offer a short call to work out an exact quote, with two times or a booking link. The prospect asked for the number to decide whether a call is worth their time, so dodging it gives them a reason to stop replying.
How do you reply to an out of office email from a prospect?
Don't reply right away. Note the return date in the auto-reply and write back in the same thread one working day after they are back, with a short reminder of what you offer and two times to meet. If the auto-reply names a colleague for urgent matters, only contact them when your email really is urgent for that company.
What should I say when a prospect says not now?
Agree, thank them and name when you will check back, using their own timeframe such as next quarter or January. Then put that date in your calendar or sequencer before you forget. Keep the reply short and leave the door open, for example by inviting them to reply if their plans change.
How should I reply when a prospect refers me to a colleague?
Send two emails. First, a short thank-you to the person who replied. Second, a new email to the colleague they named, with that person's name in the subject and the first line, such as "Jordan suggested I reach out". Naming the person who sent you tells the colleague why you are writing.
Is the Revbound email response generator free?
Yes. The Revbound email response generator is free with no sign-up, and it runs in your browser. The reply you paste is never uploaded, stored or sent to an AI model, and the tool shows the words it matched to pick the reply type.
Mailmeteor, Fyxer, Gmail and the sequencers named on this page are trademarks of their owners, and Revbound is not affiliated with them. Tool details come from Mailmeteor's AI Email Response page and Fyxer's reply generator page.
Writing these by hand for every lead?
Revbound sorts each cold email reply and drafts or sends the answer for you, then books the meeting. Every feature, free for 3 days.