How to Reply to Instagram DMs When You’re With a Client (5 Copy-Paste Replies)

You’re halfway through a client’s appointment. Your phone buzzes on the counter. Instagram: “Hi, how much for [service]?”

You can’t answer. Your hands are busy, and it would be rude to stop.

So the message sits. An hour later, you’re in the next appointment. By evening you’re tired and the message is buried under ten others.

By the time you reply, that person may have already booked somewhere that answered faster.

This guide shows you how to stop that from happening, without living on your phone. You will get:

• A simple three-part system for handling DMs between clients
• Five copy-paste replies for the questions you get every week
• How to use Instagram’s built-in tools to save time
• What to do when you’d rather not type at all

Why slow DM replies cost you bookings

Someone who messages a business to ask about prices is usually close to booking. They have the idea, they have the interest, and they are probably messaging a few places at once.

The first business that answers clearly often gets the booking. That is not about being the best. It is about being the easiest to say yes to.

You do not need to reply in seconds. But a reply that arrives the same day, with a clear answer and a next step, puts you ahead of the many businesses that answer slowly or not at all.

The three-part system for DMs between clients

You do not need a complicated setup. You need three habits.

1. Check at set times, not all day

Pick two or three moments in your day to check messages, for example before your first client, at lunch, and when you finish. Tell yourself these are your DM windows.

This protects your attention with clients, which is what they are paying for. It also means DMs never need to feel like emergencies.

2. Send a quick “got it” reply right away

If you see a message mid-appointment, a one-line holding reply takes ten seconds and buys you time:

Hi [Name], thanks for your message! I’m with a client right now. I’ll send you all the details at [time, e.g. 1 pm]. 😊

This tells them they were heard and when to expect the answer. Many people are happy to wait a few hours if they know what to expect. (Just keep your promise about the time.)

3. Keep ready-made replies for the questions you always get

Most DMs are the same handful of questions: price, availability, “what’s included”, “where are you”, “do you do [service]”. Write your best answer to each one once. Then paste, adjust the details and send.

That is the heart of this guide. Here are five to start with.

5 copy-paste replies for common DMs

Fill in everything in [square brackets] and read each one out loud before you save it. If it does not sound like you, change the words.

Reply 1: The first “Hi, info?” message

Hi [Name], thanks for reaching out to [Business name]! 😊
Are you looking for [service A], [service B], or something else?
Once I know, I can share prices and my next openings.

Why it works: It is friendly, and it asks one easy question. People answer easy questions.

Reply 2: “How much is [service]?”

Hi [Name]! [Service] at [Business name] is [price], and it takes about [duration].
That includes [what’s included].
My next openings are [day/time] and [day/time]. Would one of those work for you?

Why it works: The price comes first, so you do not look like you are dodging the question. Then you move straight to booking with two real options.

If the price varies: Give a range and explain: “From [price]. The final price depends on [length, size or condition]. I confirm it before we start.”

Reply 3: “Are you open on Saturday?”

Hi [Name]! Yes, I’m open [day] from [start] to [end].
I still have [time] and [time] free. Which one should I hold for you?

If you are closed that day:

I’m not open on [day], but I have [day/time] and [day/time]. Would either of those work?

Reply 4: “Do you have anything this week?”

Hi [Name]! I do have an opening: [day] at [time] for [service].
It’s yours if you want it. Shall I book you in?

Tip: When you have a last-minute gap, post it on your story: “Open spot: [day] at [time]. First to reply gets it.”

Reply 5: “I’ve never had this done before / I’m nervous”

Hi [Name], that’s completely fine. Lots of my clients are first-timers. 😊
Here’s what to expect: [one or two plain sentences about the visit].
You can ask me to pause or stop at any time.
Would you like to book a [first-time service/consultation]? I have [day/time] and [day/time].

Careful: Describe the experience, not the outcome. Don’t promise results.

Want 10 more, plus follow-ups, reminders and review replies? Grab the free guide: 15 Copy-Paste Messages for Appointment Businesses (opens in a new tab).

Use Instagram’s built-in tools to save time

Instagram has a few free features that help, depending on your account type (professional accounts get more of them). Look in your settings for:

• Saved replies. Store your most-used answers and insert them with a short keyword. This is the quickest way to use the five replies above.
• Away or instant messages. Auto-acknowledge new chats, for example “Thanks for your message! I’ll reply by [time].”
• Message filters or labels. Mark price inquiries, bookings or follow-ups so nothing slips.
• Meta Business Suite. If you also use Facebook, you can see messages from both in one inbox on your phone or computer.

Options vary by country and account, and Instagram changes them often, so check what your own account offers.

Don’t forget the quiet ones

Sending a good first reply is only half of it. Many people read your answer and then go quiet. That does not always mean no. They may be comparing prices, busy or simply have forgotten.

A short, kind follow-up after a day, then a few days later, then one last time after a week gets some of them back. Always stop after the last message. Two or three nudges is helpful. More than that feels pushy.

What if you’d rather not type at all?

Replies, follow-ups, reminders: it is the same work every week, and most of it can be drafted for you.

That is what our DM Lead Follow-Up helper does. It is a ready-made Grok Bot template for appointment businesses. It:

• Drafts a friendly reply to new leads asking about services, prices or openings, in the email inbox where they arrive (Gmail or Outlook). Instagram and Facebook DMs are optional and depend on connector availability
• Drafts follow-ups for quiet leads on day 1, day 3 and day 7, then stops
• Can keep your lead list in a Google Sheet
• Writes in your voice, from the details you give it during setup

It only drafts. Nothing goes out until you read it, change it if you want, and press Send. You stay in charge of what goes out under your name.

What you get: the shareable template plus a plain-steps setup guide. Price: USD 99, one time. 14-day refund if it doesn’t work for you. See DM Lead Follow-Up (opens in a new tab)

Want more than one? The Bundle (USD 199) gives you all four helpers: DM Lead Follow-Up, Booking Reminders, Review Booster and Inbox Assistant. That is USD 87 less than buying them separately. See the Bundle (opens in a new tab)

For updates, new message packs and support after you buy, there is the AlexWorks Template Club for USD 19 a month. Cancel any time. See the Club (opens in a new tab)

Not into DIY? We’ll set it up with you on a short call, from CAD 199. Book a free 15-minute call (opens Google Calendar in a new tab) or write to [email protected].

You need your own Grok Bot plan (Premium or higher, about USD 30 a month, paid to Grok Bot and not included in our prices), plus the accounts the helper connects to: your email inbox (Gmail or Outlook), and optionally a booking calendar, a Google Sheet and Instagram/Facebook DMs. AlexWorks is independent and is not affiliated with, endorsed by, or sponsored by Grok Bot.

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