WhatsApp Message Templates

The age of the internet has changed the way a lot of things function, especially, business. Standing outside your store and flagging down passers-by with tales of your wares is a thing of the past. At the same time, standard, generic emails and poorly timed sales calls are a fading phenomenon that won’t last.  

So, how do you reach your elusive customers who are spoiled for choice? 

With a click-through rate ranging from 45-60%—five times that of emails and SMS—WhatsApp is the trusty digital bridge linking you to your customers. You can shorten this bridge by implementing WhatsApp message templates to navigate personalized conversations with your customers. 

What are WhatsApp Message Templates? 

WhatsApp message templates are well-structured and predefined message formats that businesses use for customer engagement. These templates are consistent with your brand voice and effective for carrying on automated, yet personalized, conversations that elevate customer experience. Setting them up can save you a lot of time and money.  

With their ease of use, WhatsApp message templates are absolute gamechangers that put the ‘custom’ in customer communication!  

Now that we have a better understanding of what WhatsApp message templates are, let’s explore some ready-to-use templates that can help streamline your messaging efforts. 

30+ Ready-to-Use WhatsApp Message Templates  

1. Welcome message 

Roll out the virtual red carpet for your customers by sending a welcome message. These welcome message templates are especially beneficial in retail and e-commerce sector, to make a great first impression on new customers. 

👋 Welcome {{Name}}! We’re excited to have you on board. If you have any questions or need assistance, we’re here to help.

Hello {{Name}}! We have received your inquiry. Rest assured, our customer support agent will get in touch with you within 24 hours 🕒

2. Abandoned cart reminder 

A reminder message to bring back potential customers who made it to the cart but not to the payment portal. It’s a great way to encourage  shoppers to complete their purchases, especially in the food delivery and e-commerce industry.  

Hi {{Name}}, it seems you left items in your cart 🛒. If you need assistance or want to complete your purchase, we’re here to assist.  

Hey {{Name}}, your cart has some goodies waiting for you 🛍️. Order now and get [DiscountPercentage]% off your purchase.

Hurry, stocks are running out! Complete your order before it’s too late.🏃‍♂️💨 

3. Exclusive offer 

Make them an offer they can’t refuse! Your customers feel valued and special when they receive exclusive discounts and deals. 

🎉We have an exclusive offer for you {{Name}}! Enjoy [Discount Percentage]% off your next purchase with code ‘EXCLUSIVE’. Thank you for choosing us!

👏{{Name}}, we’re celebrating you as a valued member! Enjoy an exclusive offer: Save [Discount Percentage]% on your next order with code ‘EXCLUSIVE.’ We truly appreciate your trust in us, and we’re here to make your experience even better!

4. Limited time-sales announcement 

Create a sense of urgency and prepare to sell out with persuasive announcements. Retailers and e-commerce platforms effectively boost sales during limited time offers with the sales announcement template. 

⌛Time is limited, but our sale isn’t! Get [Discount Percentage]% off select items until {{End Date}}. Don’t miss out!

Our sale is in full swing, but the clock is ticking! 🕒 Score [Discount Percentage]% off on select items until {{End Date}}.

5. Appointment reminder 

Ensure your customers never miss an important appointment again with a custom reminder. Automating such reminders can help healthcare facilities, real estate brokerages,  education institutions, and fitness centers decrease no-show rates.  

Hello {{Name}}, just a reminder for your upcoming appointment 🩺 with {{Doctor/Service Name}} on {{Date}} at {{Time}}. We’re looking forward to seeing you!

Hello {{Name}}, 

 Get ready to crush your fitness goals! Your personal training session is coming up: 

 Date: {{Date}} 

Time: {{Time}} 

Location: [Gym Address] 

We’re excited to help you reach new milestones. See you there! 

Best wishes, 

{Your Fitness Center Name}

6. Order confirmation 

Put your customers at ease by letting them know that their order has been placed.  

Online retailers, restaurants, and hospitality businesses can automate order confirmation templates to be sent out as soon as transactions are completed and verified.  

Great news, {{Name}}!  

Your order #[Order Number] with {Company name} has been confirmed. 🎉 We’re diligently working on it and will keep you updated.

Hi there, {{Name}}! Your order #[OrderNumber] with {{ItemCount}} items has been confirmed. Sit back and relax while we take care of everything!👍. 

Find your order details and bill here: {{OrderLink}}.

7. Shipping confirmation 

Give your customers a heads-up with a message confirming that their order has set sail and will be reaching them without fail.  

E-commerce businesses rely on the shipping confirmation template to provide customers with timely updates on their orders. 

{{Name}}, your order #[Order Number] is on its way🚚. Track your package here: [Tracking Link]. Thank you for choosing us!

{{Name}}, it’s shipping day! 🛥️ Your order #[Order Number] is on its way. Stay updated with our tracking link: [Tracking Link]. Thanks for being our valued customer!

8. Follow-up message 

Keep the conversation going with valuable follow-up communication. The follow-up messages, when automated, make it easy for businesses to improve customer satisfaction. 

Hello {{Name}}, we hope you’re enjoying your recent purchase. If you have any questions or need assistance, please don’t hesitate to reach out 💭.

Greetings {{Name}}! We hope your recent purchase met your expectations. If you have any feedback, questions, or need assistance, please reach out. We’re here to help!

9. Feedback request 

Show customers you value their opinions and insights with a feedback request. Use the feedback to boost your business, improve products, streamline processes, and delight customers.

Thank you for choosing [Doctor/Service/Store]! We hope your experience was excellent. Your feedback matters to us, and we’d love to serve you better. Please take a moment to share your thoughts on your recent visit with us 👉: [Feedback Link].

Hi {{Name}}, we’re committed to making your experience better. Share your feedback on your recent visit by clicking 👉 [Feedback Link].

10. Subscription renewal reminder 

Ensure subscribers continue to enjoy your services by sending them a reminder. Subscription-based services and membership organizations rely on the renewal reminder template to decrease churn by engaging with customers.  

Hey there, {{Name}}! Your {{Subscription Name}} is like a shooting star 🌠, and it’s about to fade away on {{Date}}. But don’t worry, you can keep the streak alive! Renew now to keep enjoying our stellar services. 🚀

Greetings, {{Name}}! Your {{Subscription Name}} is nearing its expiration date, which is {{Date}}. Renew your subscription to maintain seamless access to our services. We appreciate your ongoing support!

11. Event invitation

Invite customers to your special events or webinars. You can also include buttons with ‘Yes, I’m attending” and “No, I’m not attending” after the message or redirect them to an RSVP page.  

Event organizers and online course providers find the event invitation template instrumental in inviting and engaging participants.  

💌 {{Name}}, you’re invited to our exciting event with renowned speaker {{SpeakerName}}! Join us on {{Date}} at {{Location/Online}} for an insightful discussion on {{TopicsToBeCovered}}. 

Seats are running out fast, and you wouldn’t want to miss out on this opportunity! Please RSVP to confirm your attendance.

💐Greetings, {{Name}}! Join us for an unforgettable event on {{Date}} at {{Location/Online}}. Your RSVP will help us make the necessary arrangements. We hope to see you there!

12. New product announcement 

Build excitement for your new products with personalized announcements. Companies launching new products/services or releasing software updates and new features can use this template. 

🎉Exciting news, {{Name}}! We’ve just launched our latest product, {{Product Name}}. Explore its features here 👉: [Product Link]. 

Greetings, {{Name}}! We’re proud to present {{Product Name}}, our newest addition. Find out what makes it special here :👉 [Product Link].

13. Holiday greetings 

Invest in your customer relationship with regular installments of customized wishes. It’s a great way to build meaningful and long-term relationships with your customer. 

💐Warmest wishes for a wonderful holiday season, {{Name}}! As our gift to you, enjoy [Holiday Offer Details]. If you have any questions or need assistance, please reach out.  

We’re here to make your holidays even brighter!

Sending you holiday cheer, {{Name}}! May this season be a time of happiness and togetherness. Happy holidays from [Your Company] 💐.

14. Customer birthday wishes 

Make your customers feel valued on their special day with customized wishes. 

🎂 Happy Birthday, {{Name}}! Enjoy a [Discount Percentage]% birthday discount on your next purchase as our gift to you.

🎈Wishing you a fantastic birthday, {{Name}}! We’re adding some extra joy to your day with a [Discount Percentage]% birthday discount.

15. Thank you message

Take the first step toward building a strong customer relationship with customized thank you messages.  

Dear {{Name}}, we wanted to say thank you for choosing us. Here’s a special offer as a token of our appreciation 🎁.

Dear {{Name}}, thank you for attending our webinar! We hope you found it informative and engaging. If you’d like to revisit the insights, you can always watch the recording of the webinar here [Recording link].

16. Referral program invitation 

Let your customers do the marketing for a change by inviting them to referral programs.  

This referral program invitation template is especially beneficial for businesses aiming to incentivize customer referrals and expand their reach. 

☕ Love coffee? Love rewards!  
Hey {{Name}}, introduce your friends to our brew-tiful world. Stop by to unlock fantastic offers while you sip on some coffee. The bill is on us! ☕🌟 

Hello {{Name}}, we’re thrilled to offer you an exclusive invitation to our referral program. Share your passion for us and start reaping the benefits with exclusive rewards🎁. Your support drives us!

With these templates at your disposal, all that’s left is to set them up and execute your WhatsApp success strategy. 

How To Set Up WhatsApp Message Templates from Scratch? 

Step 1: Register your business 

Business registration on WhatsApp
  • Head to the WhatsApp Business API website and register your business. 
  • Complete the verification process, which includes providing your business details and verifying your phone number. 

Step 2: Choose a WhatsApp Solution Provider (WSP) 

Choose a WhatsApp Service Provider before setting up WhatsApp message templates

WhatsApp Business API access is provided through WhatsApp Solution Providers (WSPs). 

WSPs are the authorized third-party service providers that cover everything from integrating your business systems with WhatsApp to aiding in creating and managing compliant WhatsApp message templates.  

Throw in the added features of message routing, reporting and error handling, and an efficient WSP becomes the need of the hour. 

Here is a list of credible WSPs to get you started: 

  1. Gupshup: Gupshup enables businesses to build engaging conversational experiences seamlessly across 30+ messaging channels using a single API. 
  1. Infobip: Infobip boasts a global network for WhatsApp Business API, ensuring worldwide reach and reliability for your messages. 
  1. Kaleyra: Kaleyra combines unmatched reliability and scalability, making them the go-to choice for WhatsApp Business API solutions. 
  1. ValueFirst: ValueFirst delivers WhatsApp Business API integration with a strong focus on data security and compliance. 
  1. Zoko: Zoko stands out with its user-friendly messaging solutions, simplifying WhatsApp Business API integration for businesses of all sizes. 
  1. RouteMobile: RouteMobile excels in seamless, multichannel customer engagement, with WhatsApp as a key element of their offerings. 
  1. Airtel: Airtel provides WhatsApp Business API access with a special emphasis on empowering businesses in emerging markets. 
  1. WATI: WATI sets itself apart with easy-to-use WhatsApp Business API tools and a dedication to exceptional customer support. 
  1. WhatCX: WhatCX elevates customer experiences through AI-driven WhatsApp Business API solutions, enhancing brand loyalty. 
  1. Ivosights: Ivosights offers WhatsApp Business API integration with a unique focus on analytics and actionable insights. 

Step 3: Obtain WhatsApp API Access 

Work with your chosen WSP to apply for WhatsApp Business API access. This process involves: 

  • Providing business information and documentation. 
  • Agreeing to WhatsApp’s terms and conditions. 
  • Completing any additional requirements set by your WSP. 

Step 4: Set up WhatsApp Business Account 

Your WSP will guide you through the process of setting up your WhatsApp business account. 

This step includes phone number verification. 

Step 5: Create WhatsApp Message Templates 

  • Log in to your WSP’s platform. 
  • Navigate to the message template section. 
  • Create message templates that align with your business needs. 
  • Submit your templates for approval. 
  • The WSP will review the templates for compliance with WhatsApp’s guidelines. 
  • Once approved, you will receive Template IDs for each approved template.  The approval process may take around 24-48 hours. 
creating WhatsApp message templates

Once your templates are approved, add them to your CRM account. 

Step 6: Setting Up Your CRM 

  • Select a CRM system, like LeadSquared, that supports WhatsApp integration with your chosen WSP. Follow your CRM provider’s integration guidelines to connect it with your WSP.  
  • Ensure your CRM contains customer contact information.  
  • You may need to import or synchronize contacts from your CRM to your WSP. 

Step 7: Use WhatsApp Templates 

setting up WhatsApp message templates in a CRM
  • Incorporate approved templates into your CRM. 
  • You can use these templates as part of your automated workflows or manually initiated communications. 

Step 8: Send WhatsApp Messages 

Sending WhatsApp messages
  • Start sending WhatsApp messages to your contacts using the templates.  
  • Use your CRM’s workflow automation capabilities to design processes that trigger WhatsApp messages based on specific events or actions. 

For example, you can set up automated messages for onboarding, order updates, appointment reminders, or follow-ups. 

Step 9: Track and Record Conversations 

  • Record all WhatsApp interactions in your CRM. 
  • This information is valuable for maintaining a complete history of customer communication. 

Step 10: Personalize Messages 

  • Leverage the data in your CRM to personalize WhatsApp messages further.  
  • You can use customer information such as their name, order number, or appointment date to make the messages more relevant. 

Step 11: Monitor Performance 

Monitoring performance of WhatsApp message templates
  • Use CRM analytics to track message performance. 
  • Measure metrics like open rates, response rates, and conversion rates to assess the effectiveness of your messages. 

Step 12: Provide Customer Support 

  • Manage customer inquiries via WhatsApp in your CRM. 
  • Assign and track support tickets, escalate issues, and ensure timely responses. 

Step 13: Maintain Compliance 

  • Continue to adhere to WhatsApp’s policies and guidelines for message templates and communication.  
  • Regularly update and review your templates to ensure compliance. 

Now that you’ve learned how to set up WhatsApp message templates, let’s explore some essential best practices to ensure your messaging strategy not only complies with regulations but also delivers the best possible user experience. 

Best Practices to Nail WhatsApp Compliance: 

  1. Read the T&C: Familiarize yourself with WhatsApp’s Business Policy and Guidelines. Stay updated with any changes made to these policies. 
  1. Take the easy route: WhatsApp provides specific message templates for various use cases. Use these pre-approved templates whenever possible. Custom templates require a review process and take longer to get approved. 
    Stick to the approved message formats, including text, images, videos, and documents. Avoid excessive use of emojis or special characters. 
  1. Thou shall not spam: Ensure your message template provides clear and relevant information to the recipient. Avoid misleading or deceptive content. 
  1. Personalization: Include dynamic placeholders like {{1}}, {{2}}, etc., in your message templates. These placeholders can be customized with specific user data to make messages more personal. 
  1. Timing: Send messages at appropriate times and avoid spamming or sending messages too frequently. 
  1. Show the door: Include an easy opt-out mechanism in your messages. Users should have a straightforward way to unsubscribe or stop receiving messages from your business. 
  1. Consent: Ensure that users have opted in to receive messages from your business. Keep records of user consent as per WhatsApp’s requirements. 
  1. Konnichiwa monsieur: If your audience is multilingual, provide message templates in different languages when necessary. 
  1. Because ‘No’ means ‘No’: Respect user preferences. If a user opts out or requests not to be contacted, honour their requests promptly. 
  1. Test and monitor: Regularly test your message templates to ensure they work as intended. Monitor user feedback and respond to any complaints or issues promptly. 
  1. Data privacy: Safeguard user data and ensure compliance with data protection laws, such as GDPR
  1. Regular updates: Keep your message templates up to date and review them periodically to ensure they remain compliant. 
  1. Reporting and documentation: Maintain records of all communications, including message templates, opt-in records, and user interactions. These records can be useful for compliance audits. 
  1. Stay informed: Stay informed about any updates or changes in WhatsApp’s policies and adapt your messaging strategy accordingly. 

As you implement best practices for WhatsApp message templates, it’s crucial to complement your efforts with a checklist that ensures swift approval.  

A Handy Checklist to Create WhatsApp Message Templates

Bid adieu to rejected templates with this checklist: 

  1. Ensure that your template follows the correct structure with placeholders for dynamic content.  
  2. Use double curly braces {{variable}} to insert dynamic information like names, order details, or dates. 
  3. The message content should be a string of no more than 1024 characters, with no newlines, tabs, or more than 4 consecutive spaces and variables indicated with {{#}} where the number represents the variable index. 
  4. Variables must begin counting at {{1}}. 
  5. The maximum message length for a session message is 4096 characters. 
  6. Pay attention to the formatting of your messages. Use Markdown or HTML formatting where necessary to make your messages more visually appealing and clear. 
  7. If your templates include media files (images, videos, documents), make sure they adhere to WhatsApp’s media file size and format requirements. 
  8. If your business serves a multilingual audience, create templates in different languages. Ensure that your templates support the use of different character sets and languages. 
  9. Double-check that the variables you use in your templates correspond to the correct data fields in your backend systems. 
  10. Give your templates clear and descriptive names. 
  11. The message template name can only contain lowercase alphanumeric characters and underscores ( _ ). No other characters or white space are allowed. 


WhatsApp Business has 120 million daily active users and baseline message open rate of 58%. Those numbers are the kind that make businesses lean in and take note, just as customers do when they receive your personalized messages. 

WhatsApp message templates are the blueprints you’ll need to craft those personalized messages, and a CRM is the engineer that will build your WhatsApp marketing empire.  

 Whether you’re looking to automate your WhatsApp campaigns or engage in real-time conversations, LeadSquared has you covered. Ready to supercharge your customer engagement? Get in touch with our team today!  


1. Can WhatsApp message templates be customized? 

Yes, WhatsApp message templates can be customized to align with your brand’s voice and style. While they are predefined, you can tailor the content and tone to ensure consistency with your brand’s messaging. 

2. Why WhatsApp templates over email/SMS? 

WhatsApp message templates offer a more personalized and efficient way to engage with customers compared to standard emails or SMS. They allow businesses to provide timely and relevant information, fostering better customer relationships and satisfaction. 

3. Are there any industry-specific use cases for WhatsApp message templates? 

Absolutely, WhatsApp message templates can be adapted for various industries. For instance, they can be used by educational institutions for course updates, by healthcare providers for appointment reminders, or by travel agencies for itinerary notifications. The versatility of these templates makes them suitable for a wide range of businesses. 

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