Creating a great WhatsApp message template helps your business respond quicker, maintain consistency in your conversations, and guide customers through the funnel without having to start from scratch with every message. Templates are a time saver for small teams! They eliminate missed replies, lack of clarity, and repetitive manual tasks for sales and support teams. The important thing is to understand which messages can be saved as replies and which can be approved via WhatsApp Business.

This guide provides you with 25+ WhatsApp welcome message templates for group welcome messages, order updates, booking reminders, customer support, and re-engagement. It also covers the working of WhatsApp Business templates in 2026, their creation process, and how to integrate them with an AI sales agent to ensure that the conversation doesn't end after “sent.”

What is a WhatsApp message template?

A WhatsApp message template is a reusable message format that helps a business send consistent replies or updates. There are two common types：

Normal WhatsApp text message template

Saved pre-written replies for ongoing customer chats, covering pricing, shipping, bookings and support for instant responses.

WhatsApp Business API Template

Official formal templates for business-initiated messages, alerts and post-service follow-ups. All require Meta approval prior to use.

For example:

“Hi {{1}}, your order {{2}} has been shipped. Track it here: {{3}}.”

The placeholders are variables. They allow each message to include the customer name, order number, appointment time, tracking link, or other details.

25+ WhatsApp message template samples

Welcome / first-contact message templates

1. Hi [Name], thanks for reaching out to [Business Name]. How can we help today?

2. Welcome to [Business Name]. We can help with [product/service], pricing, and booking.

3. Hi [Name], thanks for your interest. What are you looking for right now?

4. Thanks for messaging us. Our team usually replies within [time].

5. Hi [Name], we received your message from [source]. Do you need details, a quote, or a booking?

WhatsApp group welcome message samples

A WhatsApp group welcome message sample should be short and clear. Avoid sending a long rule list as the first message.

6. Welcome to [Group Name], [Name]. This group is for [purpose]. Please check the pinned message first.

7. Hi everyone, welcome to [Group Name]. We share [topic] updates here.

8. Welcome, [Name]. Feel free to introduce yourself with your name, location, and goal.

9. Hi [Name], glad to have you here. Updates are posted every [day/time].

10. Welcome to the group. Please keep messages relevant and avoid repeated promotions.

E-commerce & order update templates

11. Hi [Name], your order #[Order Number] has been confirmed.

12. Good news, [Name]. Your order #[Order Number] has been shipped. Tracking link: [Link]

13. Hi [Name], your package is out for delivery today.

14. Your order #[Order Number] has been delivered. Reply here if anything is missing or damaged.

15. Hi [Name], [Product Name] is back in stock. Order here: [Link]

16. Hi [Name], you left [Product Name] in your cart. Do you still need help choosing?

Appointment/booking reminder templates

17. Hi [Name], your appointment with [Business Name] is on [Date] at [Time]. Reply CONFIRM to keep it.

18. Hi [Name], your booking is confirmed for [Date] at [Time]. Address: [Location]

19. Reminder: your appointment starts in [X hours]. Please arrive [X minutes] early.

20. Hi [Name], we noticed you missed your appointment. Would you like to reschedule?

21. Hi [Name], we have an opening on [Date] at [Time]. Should we reserve it for you?

Customer support & off-hours templates

22. Thanks for your message. Our support hours are [hours]. Please leave your question here.

23. Hi [Name], please send your order number so we can check this faster.

24. Thanks for waiting. We have assigned your request to the right team.

25. Hi [Name], please send a photo or screenshot so we can review the issue.

26. This may need a human agent. We will transfer your conversation now.

Re-engagement / reactivation templates

27. Hi [Name], are you still interested in [Product/Service]?

28. Hi [Name], you asked about [Service] before. We now have [new offer/update].

29. Hi [Name], your previous quote is valid until [Date]. Reply YES if you want to continue.

30. 
    

    

WhatsApp Business message templates explained

WhatsApp Business message templates are structured messages used through the WhatsApp Business Platform or API. Meta may review, approve, reject, or pause these templates before they can be sent to customers.

There are three main template categories:

Templates can also include variable placeholders, such as {{1}}, {{2}}, and {{3}}. These placeholders let businesses insert details like customer names, order numbers, appointment times, tracking links, or verification codes.

When a customer messages your business first, WhatsApp opens a 24-hour customer service window. During this time, your business can reply with service messages, and the window resets when the customer sends a new message. You can check the official rule in the WhatsApp Business Platform pricing.

The 72-hour rule applies to free entry points, such as click-to-WhatsApp ads or Facebook Page CTA buttons. During this period, WhatsApp does not charge for eligible messages, but ad spend or third-party platform fees may still apply.

For 2026, businesses using AI should also follow WhatsApp Business Solution Terms. General-purpose AI assistants face tighter restrictions, while business-specific automation for support, booking, order updates, and sales can still be used when it follows opt-in, privacy, and data-use rules.

How to create a WhatsApp message template

The way you create a WhatsApp message template depends on how you use WhatsApp. Quick or saved replies can be created for active chats if you are using only the WhatsApp Business App. If you use the WhatsApp Business Platform or API, you need to create approved business platform message templates for outbound messages, reminders, and follow-ups.

Step 1: Create the message in Business App or API

To configure quick replies, greeting or away messages for the WhatsApp Business App, visit Business Tools. To create a template on WhatsApp Business Platform or API, use WhatsApp Manager, Meta Business Manager or your API provider. 

Select the appropriate category from the beginning: Marketing, Utility, or Authentication. Write the body of the message, and insert variables and buttons as necessary.

Step 2: Submit the template for Meta review

After the template is created, submit it for Meta approval. Meta will check whether the message category, content, variables, and use case match WhatsApp’s rules.

Before submitting, check three points:

• The message has one clear purpose.

• The selected category matches the message content.

• Variables such as {{1}} and {{2}} are easy to understand from the full sentence.

Step 3: Avoid common rejection reasons

A template may be rejected if the message is vague, misleading, too promotional for a Utility category, missing context, or using too many variables. Sensitive content, unclear offers, broken links, and unsupported claims can also cause approval issues.

A weak template looks like this:

“Hi {{1}}, we have a special update for you. Click here now: {{2}}.”

A stronger version gives more context:

“Hi {{1}}, your order {{2}} has been shipped. You can track the delivery here: {{3}}.

Clear wording, correct category selection, and specific customer context make a WhatsApp Business message template easier to approve and safer to send at scale.

Best practices for WhatsApp message templates

A good message template for WhatsApp should be brief, concise and actionable. Most users read WhatsApp messages quickly; thus, the message ought to clarify why you're reaching out to them and what they must do next.

Keep the message short

Use one clear purpose for each template. Avoid long introductions, extra background, or multiple offers in one message.

Personalize useful details

When it's helpful to the message, include the customer's name, order number, appointment time, or tracking link. Avoid adding too many variables; otherwise, the message may not be clear.

Use a clear CTA

Give the customer instructions for the next action.  For example: “Reply YES,” “Track your order,” “Confirm your booking,” or “Choose a time.”

Match the right template category

Use Utility for Order/Booking updates, Marketing for promotions and Authentication for verification codes. The content should be consistent with the category you have selected.

Follow opt in / opt out guidelines

Only send templates to users who have opted in to receive templates. If anyone requests to be removed, do so from all future campaigns.

Localize multilingual templates

For multiple markets, make multiple templates, not translate them word for word.   Use a straightforward and courteous tone with Spanish and Portuguese templates. Be sure to use simple action words like “Confirmar,” “Acompanhar,” “Reservar,” or “Responder” so that customers will know what to do next.

From template to sale — don't stop at "sent"

A WhatsApp template can open the conversation, but the next step matters more. After customers reply, businesses still need to answer questions, qualify intent, follow up, and move the customer toward booking or purchase. As an AI sales agent, Dealism helps connect WhatsApp templates with AI sales, so the conversation can continue automatically after the first message is sent.

Core functions after a template is sent:

• Instant replies
  Answer common questions about price, delivery, product details, service hours, or availability without waiting for a human agent.

• Lead qualification
  Ask for key details such as budget, needs, location, preferred time, or urgency to identify high-intent customers.

• Booking support
  Guide interested customers from a reminder or inquiry message to a confirmed appointment through the AI booking agent.

• Follow-up automation
  Continue the conversation when a customer does not reply, asks for more time, or needs another reminder.

• Simple auto-reply flow
  Use WhatsApp auto reply for repeated questions, basic support, and off-hours responses.

With Dealism, WhatsApp templates become part of a larger sales workflow. The template opens the chat. The AI agent answers, qualifies, follows up, and helps turn interested customers into confirmed leads, bookings, or orders, and improves ad conversions.

FAQ

What is the ideal number of message templates to have in WhatsApp Business?

Use core templates (8-12) as a starting point. Email welcome messages, order reminders, booking reminders, missed appointment follow-ups, abandoned shopping cart emails, support replies, and reactivation messages. Only add more when your team is repeating the same message.

Do you use buttons in WhatsApp message templates?

Use buttons where the next step is straightforward, for example, to confirm a booking, track an order, visit a page, or contact support. If the client has to clarify anything, a standard response might be more effective.

When to update WhatsApp message templates?

Update templates when customers repeatedly misinterpret the message, don't engage with the CTA, ask the same subsequent question, or bounce after receiving the message. Typically, this signals that the messaging, timing, and/or next step is missing or needs improvement.