WhatsApp Message Templates: 25 Business Messages to Copy

These 25 WhatsApp message templates cover the moments that matter in a sale: the first reply to an enquiry, the follow-up after a quote, offers, reminders, win-backs and the thank-you after the sale. Copy them, change the parts in square brackets, and keep them short. Each group starts with a note on when to use it.

The short answer

A good WhatsApp business message follows six simple rules:

1. Say who you are in the first line.
2. Use the person's name.
3. Keep to one idea: one offer, one question or one reminder.
4. Say what the person gets.
5. End with an easy next step: a question, a poll or a one-word reply.
6. In campaign messages, add an opt-out line such as "Reply STOP to stop these messages".

How to use these WhatsApp message templates

• {{first_name|there}} inserts the person's first name; the word after the bar is used when the name is empty, so nobody gets "Hi ,".
• {Hi|Hello} is spin text: one option is picked for each message, so not every message is identical.
• Text in [square brackets] is for you to fill in before sending.
• For messages that go to many people, write two or three versions of the whole text.

First replies to enquiries

Speed wins here. Reply while the person is still thinking about you.

1. Reply to a website enquiry

Hi {{first_name|there}}, this is [your name] from [company]. Thanks for your enquiry about [product]. To send you the right price, could you tell me [one question]?

2. Sending a price list

Hi {{first_name|there}}, here is our price list for [product] (PDF attached). Tell me your [size, quantity or dates] and I will point you to the best option.

3. After a missed call

Hi {{first_name|there}}, [your name] from [company] here. Sorry I missed your call. Is now a good time to talk, or shall I call you at [time]?

4. After meeting at an exhibition

Hi {{first_name|there}}, it was good to meet you at [event] on [day]. As promised, here is the brochure for [product]. Would a short call next week help?

5. Moving a social media enquiry to WhatsApp

Hi {{first_name|there}}, thanks for your message on [Instagram or Facebook]. This is [your name] from [company]. What would you like to know about [product]?

Follow-up messages on WhatsApp after a quote

One follow-up is polite. Three in a week is not. Space them out.

6. Two days after the quote

Hi {{first_name|there}}, did you get a chance to look at the quote for [product]? Happy to change the quantity or the delivery date if that helps.

7. Answering the common question

Hi {{first_name|there}}, a quick note on the quote: a common question is about [installation, payment terms or delivery]. [One-line answer]. Anything else I can clear up?

8. A follow-up poll (send as a poll, one answer per option)

Which option suits you best for [product]?
Buy now
Rent first
Talk to someone
Not right now

9. Something new since you spoke

Hi {{first_name|there}}, since we spoke, [a new model, new stock or a new date] has come up that fits what you asked for. Shall I send the details?

10. A polite last follow-up

Hi {{first_name|there}}, I do not want to keep chasing you. Should I close your enquiry for now, or check back with you in [month]?

Offers and promotions

Send these only to people who agreed to hear about offers, and keep the opt-out line.

11. New arrival with a picture

{Hi|Hello} {{first_name|there}}, the new [range] has just arrived at our [area] branch. Here is a first look. Reply YES and we will keep one aside for you.
Reply STOP to stop these messages.

12. Limited-time offer (only when the deadline is real)

Hi {{first_name|there}}, [offer] for our customers until [day]. After that, the price goes back to [price]. Reply BOOK to reserve yours.
Reply STOP to stop these messages.

13. Seasonal greeting with an offer

{Hi|Hello} {{first_name|there}}, [seasonal greeting] from all of us at [company]. Our [season] opening hours and offers are in the picture.
Reply STOP to stop these messages.

14. Customers-only offer

Hi {{first_name|there}}, as one of our regular customers, you get [offer] before we announce it anywhere else. It is open until [date].
Reply STOP to stop these messages.

15. Referral

Hi {{first_name|there}}, thank you for choosing [company]. If a friend needs [service], send them our number. You both get [reward] on their first order.
Reply STOP to stop these messages.

Appointments and reminders

16. Booking confirmation

Hi {{first_name|there}}, your [appointment] at [company] is confirmed for [day, date] at [time]. Location: [link]. Reply here if you need to change it.

17. Reminder the day before

Hi {{first_name|there}}, a reminder of your [appointment] tomorrow at [time]. Reply 1 to confirm or 2 to change the time.

18. After a missed appointment

Hi {{first_name|there}}, we missed you today at [time]. No problem, it happens. Would you like a new slot this week?

19. Service due

Hi {{first_name|there}}, it has been [six months] since your last [service]. Shall we book the next one? Reply with a day that suits you.

Win-backs

20. It has been a while

Hi {{first_name|there}}, it has been a while since your last visit to [company]. New since then: [one line]. We would be glad to see you again.
Reply STOP to stop these messages.

21. What would bring you back? (send as a poll)

What would bring you back to [company]?
Better prices
More choice
Faster delivery
I just forgot

22. Back in stock

Hi {{first_name|there}}, good news: the [product] you asked about is back in stock. Shall I hold one for you until [day]?

After the sale

23. Thank-you and a guide

Hi {{first_name|there}}, thank you for your order. Here is a short guide to getting the most from your [product] (PDF). Any questions, just reply here.

24. Asking for a review

Hi {{first_name|there}}, we hope you are happy with [product or service]. A short review would help us a lot: [review link]. Thank you.

25. The next step, a month later

Hi {{first_name|there}}, it has been a month since you got your [product]. If you need [related product] to go with it, I can send the options.

Good practice and local rules

In the Gulf, a warm, respectful greeting and a version of your best templates in Arabic, written by a native speaker, will usually read better to Arabic-speaking customers. The UAE weekend is Saturday and Sunday; the Saudi weekend is Friday and Saturday. In the UK, keep messages short and plain. In the USA, send in each contact's own time zone.

WhatsApp is built for conversations people welcome, and it can limit accounts that many people block or report, so send campaign templates only to people who know your business and expect to hear from you. Marketing messages (templates 11 to 15 and 20) need the person's consent in the UAE (TDRA rules and the PDPL), Saudi Arabia (PDPL) and, for consumers and sole traders, the UK (PECR). In the USA, get written consent before automated marketing messages. This is general information, not legal advice; check the current rules for the country you send to.

Where Nitro fits

Nitro is WhatsApp campaign software for Windows that sends through your own WhatsApp numbers, linked with Linked devices the same way WhatsApp Web works. It sends templates like these with name fields and spin text, and up to 50 versions of a message that rotate across your numbers. You can preview the message the way WhatsApp shows it, see a message check score, and send a test to yourself. Polls take 2 to 12 answers, PDFs and other documents go up to 100 MB with a caption, and pictures up to 5 MB.

Frequently asked questions

How do I write a follow-up message on WhatsApp without being pushy?

Give a reason for writing, such as new stock or an answer to a common question, and ask one easy question. Leave two days to a week between follow-ups, and offer to close the enquiry after the second or third.

Can I send the same template to everyone?

For one-to-one replies, yes. For campaigns, write two or three versions and use the person's name and spin text, so hundreds of people do not get the same words.

How long should a WhatsApp sales message be?

Two to four short lines is enough for most messages. Put the details in a PDF or picture, and keep the text for who you are, what you offer and what to do next.

Next step

Pick the five templates you will use most and write your own versions today. For the plan behind them, read our WhatsApp marketing strategy. To send them from your PC, see how Nitro works and get started and compare the Nitro plans.