Are you struggling to write the perfect WhatsApp messages for your customers? Do you wish you had ready-made templates to save time and boost engagement?
If yes, you’re in the right place! In this guide, we’ve put together 30+ ready-to-use WhatsApp message templates designed for different business needs — from welcoming new customers and sharing promotions to sending order updates and appointment reminders. These templates will help you communicate faster, sound professional, and keep your customers happy.
What are WhatsApp Message Templates?
WhatsApp Message Templates are pre-approved, customizable messages that businesses use to communicate with customers on WhatsApp in a structured and efficient way. They are mostly used in WhatsApp Business API but can also be applied in the WhatsApp Business app for quick replies.
These templates are ideal for sending notifications, updates, reminders, confirmations, and promotions without manually typing each message. They save time, ensure consistency, and improve customer engagement.
For example:
- Order confirmations
- Shipping updates
- Appointment reminders
- Promotional offers
In short, WhatsApp message templates help businesses automate communication while maintaining a personalized customer experience.
Why Use WhatsApp Message Templates for Business
Using WhatsApp message templates can transform the way your business communicates with customers. They help you respond quickly, maintain consistency, and deliver a professional experience. Let’s break down why these templates are so valuable:
Faster Customer Communication
Customers today expect instant replies. With WhatsApp message templates, you can respond to inquiries, send confirmations, or share updates within seconds. Whether it’s a shipping update, an appointment reminder, or a special offer, templates make your communication seamless and quick, improving the overall customer experience.
Save Time and Improve Efficiency
Typing the same messages repeatedly wastes time. Pre-approved templates automate repetitive tasks and allow your team to handle multiple queries simultaneously. For example, you can instantly send order confirmations, payment details, or support responses without rewriting messages each time. This boosts productivity and streamlines workflows.
Build Stronger Customer Relationships
Consistency is key to building trust. WhatsApp message templates ensure your tone, style, and branding remain uniform across all customer conversations. By sending personalized, timely, and relevant updates, you make customers feel valued and heard, ultimately fostering loyalty and long-term engagement.
Types of WhatsApp Message Templates
WhatsApp message templates come in different formats depending on your business needs. Whether you want to welcome new customers, confirm orders, or send promotions, these templates make communication faster and more professional. Here’s a breakdown of the most common types:
Welcome Messages
Make a great first impression with personalized welcome messages. These templates help you greet new customers, introduce your services, and set a friendly tone for future communication.
Example:
“Hi [Name], welcome to [Business Name]! We’re excited to have you on board. Let us know if you need any assistance.”
Order Confirmation Messages
Keep customers informed by confirming their orders instantly. These templates reduce confusion and build trust.
Example:
“Hi [Name], thank you for shopping with us! Your order #[Order ID] has been confirmed. We’ll notify you once it’s shipped.”
Shipping and Delivery Updates
Keep customers updated on their order status with real-time shipping and delivery notifications.
Example:
“Good news, [Name]! Your order #[Order ID] has been shipped. Track your package here: [Tracking Link].”
Payment Reminders
Use these templates to send gentle reminders about pending payments without sounding pushy.
Example:
“Hi [Name], this is a friendly reminder that your payment of [Amount] is due on [Date]. Please complete it to avoid service interruptions.”
Appointment Reminders
Reduce missed appointments by sending timely reminders to your customers.
Example:
“Hi [Name], this is a reminder for your appointment with [Business Name] on [Date] at [Time]. Reply ‘YES’ to confirm.”
Promotional Messages
Attract more sales by sending exclusive deals, offers, or announcements directly to your customers.
Example:
“Hi [Name]! Enjoy 20% off on your next purchase at [Business Name]. Offer valid till [Date]. Shop now: [Link].”
Feedback and Review Requests
Encourage customers to share their experience with your brand using polite and engaging templates.
Example:
“Hi [Name], we’d love to hear your feedback! Please take a minute to rate your experience: [Link].”
Support and Query Responses
Resolve customer issues quickly by using ready-to-use templates for common queries and support requests.
Example:
“Hi [Name], thank you for reaching out! We’ve received your query and will get back to you within [Timeframe].”
30+ WhatsApp Message Templates You Can Use
Creating WhatsApp messages from scratch every time can be time-consuming, especially when you’re managing multiple customers daily. To make your work easier, here are 30+ ready-to-use WhatsApp message templates for different business situations. You can copy, customize, and send them instantly to engage your customers effectively.
Welcome Messages
- Welcome Message for New Customers
“Hi [Customer Name], welcome to [Business Name]! We’re excited to have you here. Let us know if you need any assistance.” - Introductory Welcome Message
“Hello [Customer Name], thank you for connecting with [Business Name]. We’re here to make your experience seamless and enjoyable.” - Loyalty Welcome Message
“Hi [Customer Name], welcome back to [Business Name]! We’re thrilled to serve you again.”
Order Confirmation Messages
- Basic Order Confirmation
“Hi [Customer Name], thank you for shopping with [Business Name]. Your order #[Order ID] has been confirmed.” - Order Processing Update
“Hello [Customer Name], your order #[Order ID] is now being processed. We’ll notify you once it’s shipped.” - Digital Product Confirmation
“Hi [Customer Name], your digital purchase is confirmed. You can access your product here: [Link].”
Shipping and Delivery Updates
- Shipping Notification
“Hi [Customer Name], your order #[Order ID] has been shipped and is on its way. Track it here: [Tracking Link].” - Out for Delivery Update
“Hello [Customer Name], your order #[Order ID] is out for delivery today. Please ensure someone is available to receive it.” - Delivery Confirmation
“Hi [Customer Name], your order #[Order ID] has been delivered successfully. Thank you for shopping with us!”
Payment Reminders
- Friendly Payment Reminder
“Hello [Customer Name], this is a gentle reminder that your payment of [Amount] for [Product/Service] is due on [Date].” - Overdue Payment Notice
“Hi [Customer Name], our records show that payment for [Product/Service] is pending. Please complete it to avoid service disruption.” - Subscription Renewal Reminder
“Hi [Customer Name], your subscription for [Service Name] will expire on [Date]. Renew now to continue uninterrupted access.”
Appointment Reminders
- Upcoming Appointment Reminder
“Hello [Customer Name], this is a reminder for your appointment at [Business Name] on [Date] at [Time].” - Same-Day Appointment Reminder
“Hi [Customer Name], just a quick reminder about your appointment today at [Time]. We look forward to seeing you.” - Reschedule Confirmation
“Hello [Customer Name], your appointment has been successfully rescheduled to [New Date & Time].”
Promotional Messages
- New Product Launch
“Hi [Customer Name], we’ve just launched [Product Name]! Check it out here: [Link].” - Exclusive Discount Offer
“Hello [Customer Name], enjoy an exclusive [Discount]% off on your next purchase. Use code [Code] before [Date].” - Limited-Time Sale Announcement
“Hurry up! Our [Sale Name] is live. Grab your favorite products at up to [Discount]% off. Shop now: [Link].”
Feedback and Review Requests
- Post-Purchase Feedback Request
“Hi [Customer Name], we hope you’re enjoying your recent purchase! Please share your feedback here: [Link].” - Service Review Request
“Hello [Customer Name], your opinion matters to us. Kindly leave a review about your experience: [Link].” - Product Rating Request
“Hi [Customer Name], rate your recent purchase from [Business Name] and help us improve: [Link].”
Support and Query Responses
- Support Ticket Acknowledgment
“Hello [Customer Name], we’ve received your query and our support team will get back to you shortly.” - Resolved Issue Confirmation
“Hi [Customer Name], your reported issue has been resolved. Please check and confirm.” - Follow-Up on Support Request
“Hello [Customer Name], just checking in to ensure your issue has been fully resolved. Do let us know if you need further help.”
General Business Notifications
- Holiday Greetings
“Hi [Customer Name], wishing you a wonderful [Holiday Name]! Thank you for choosing [Business Name].” - Business Hour Updates
“Hello [Customer Name], our operating hours have changed. We’re now open from [Time] to [Time], [Days].” - Service Downtime Notification
“Hi [Customer Name], we’re currently experiencing scheduled maintenance. Services will resume by [Time]. Thank you for your patience.” - New Branch Opening Announcement
“We’re expanding! [Business Name] is now open at [New Location]. Visit us for exclusive offers!” - VIP Customer Invite
“Hi [Customer Name], you’re invited to an exclusive preview of our new collection. Join us at [Date & Time].” - Re-Engagement Message
“Hello [Customer Name], we miss you at [Business Name]! Here’s a [Discount]% voucher to welcome you back: [Link].”
Best Practices for Using WhatsApp Message Templates in 2026
Using WhatsApp message templates effectively can improve customer experience and enhance business communication. Here are some best practices to make the most out of them:
Keep Messages Short and Clear
Customers prefer quick and straightforward communication. Avoid adding unnecessary details and focus on the key message. A concise message saves time and improves readability.
Example:
“Hi [Name], your order #1234 has been confirmed. We’ll notify you when it’s shipped.”
Personalize Your Messages
Adding personal touches helps your messages feel less automated. Use the customer’s name and relevant order or service details to make the message more engaging.
Example:
“Hi Sarah, thank you for choosing us! Your appointment is scheduled for tomorrow at 4 PM.”
Use a Friendly and Professional Tone
Balance professionalism with a friendly tone to keep your brand approachable. Avoid using jargon or overly formal language unless necessary.
Example:
“Hi [Name], your package is on the way! Expected delivery: tomorrow.”
Include Relevant CTAs
Encourage customers to take action by adding clear and relevant calls to action (CTAs). Whether it’s tracking an order, making a payment, or booking an appointment, CTAs improve engagement.
Example:
“Hi [Name], your payment is due today. Pay now using this secure link: [link].”
Follow WhatsApp Business Policies
WhatsApp has strict guidelines for using message templates, especially for promotional content. Make sure your templates comply with these rules to avoid account restrictions or bans. Always seek customer consent before sending messages.
Common Mistakes to Avoid
When using WhatsApp message templates, it’s important to maintain a balance between automation and personalization. Avoid these common mistakes to ensure better engagement and customer satisfaction:
Overloading Customers with Messages
Sending too many templates in a short period can overwhelm customers and lead to frustration. Over-messaging may also result in users muting or blocking your number.
Tip:
- Space out your messages
- Prioritize quality over quantity
- Send updates only when necessary
Using Generic or Robotic Templates
Templates that sound too robotic or impersonal reduce customer trust. Avoid using the same message format for every customer without customization.
Example of a bad template:
“Your order is confirmed.”
Better alternative:
“Hi [Name], your order #1234 has been confirmed! We’ll notify you once it ships.”
Ignoring Customer Replies
WhatsApp is designed for two-way communication. If you use templates to start conversations but fail to respond to replies, it creates a poor customer experience.
Best practices:
- Monitor responses regularly
- Use quick replies to engage effectively
- Provide human support when needed
Final Thoughts
WhatsApp message templates make customer communication faster, easier, and more effective in 2026. Whether you’re sending order updates, appointment reminders, or promotional offers, using pre-approved templates helps maintain professionalism and consistency while saving time.
To get the best results, focus on personalizing your messages, keeping them clear and concise, and following WhatsApp’s business policies. When used correctly, message templates can improve engagement, build trust, and enhance the overall customer experience.
Frequently Asked Questions (FAQs)
What are WhatsApp message templates?
WhatsApp message templates are pre-approved messages that businesses use to send automated updates, reminders, and promotions to customers via the WhatsApp Business platform.
Are WhatsApp message templates free?
Yes, creating templates is free, but WhatsApp may charge per message when using them through the Business API, depending on the message category and recipient location.
How do I get my WhatsApp message templates approved?
You need to submit your templates via the WhatsApp Business Manager. WhatsApp reviews them to ensure they follow the platform’s policies and typically approves them within 24 hours.
Can I personalize WhatsApp message templates?
Yes, you can personalize templates by adding variables such as the customer’s name, order number, or appointment date to make your messages more engaging and relevant.
What happens if my WhatsApp template gets rejected?
If a template is rejected, review the reason provided by WhatsApp, make the necessary adjustments, and resubmit it for approval.
Can I use WhatsApp message templates for promotions?
Yes, you can use templates for promotions, but they must follow WhatsApp’s policies. Avoid spammy or misleading content to prevent template rejection.
