WhatsApp Templates: Your All-in-One Guide for Business

WhatsApp templates are a great way for businesses to keep in touch with customers using the WhatsApp Business API. These are ready-to-go messages for things like order updates, appointment reminders, and special offers. With WhatsApp templates, you can keep communication clear, make customer service easier, and help your team save time.

Here’s everything you need to know about WhatsApp templates, from setup to tips for making the most of them.

What Are WhatsApp Templates?

WhatsApp templates are pre-approved message formats that let businesses send important updates. Since they’re already reviewed and approved by WhatsApp, these messages can be sent anytime, even outside the usual 24-hour chat window. Templates work well for things like order updates, customer service messages, or promotional offers.

Why Use WhatsApp Templates?

Easy Communication

Templates let businesses send out quick, reliable messages to customers.

Lighter Workload for Support Teams

Automating common messages saves time and makes it easier for support teams to focus on more complex questions.

Higher Engagement

Templates help you send timely offers and updates that keep customers interested and can lead to more sales.

Better Customer Experience

Customers appreciate clear, consistent updates, which build trust over time.

Types of WhatsApp Templates

WhatsApp templates fall into three main categories: Marketing, Utility, and Authentication. Each type has a specific purpose:

1. Marketing Templates

Marketing templates are perfect for sending customers updates about new products, special sales, or discount codes.

Examples:

• “Hi [Customer Name], don’t miss our sale with up to 50% off! Check it out here: [link]”
• “Hi [Customer Name], our new arrivals are here! Discover more: [link]”

2. Utility Templates

Utility templates cover important updates like order confirmations, shipping notifications, or appointment reminders.

Examples:

• “Hi [Customer Name], your order for [Product] has been confirmed and will ship within 24 hours.”
• “Hi [Customer Name], this is a reminder for your appointment on [Date and Time].”

3. Authentication Templates

Authentication templates help with account security, like verification codes or password reset messages.

Examples:

• “Hi [Customer Name], use this code [Verification Code] to verify your account.”
• “Hi [Customer Name], your password has been reset successfully. If this wasn’t you, please contact support.”

Setting Up WhatsApp Templates

Once your WhatsApp Business account is set up, here’s how to create and submit a template:

Step 1: Log In

Go to Business Tools and click on Message Templates.

Step 2: Create New Template

Select "New Template" and choose the category (Marketing, Utility, or Authentication).

Step 3: Pick Language and Name Template

Choose a language and add a name to help you find the template later.

Step 4: Build Your Message

Add placeholders like [Customer Name] for personalization. You can also include images or videos to make it more engaging.

Step 5: Submit for Review

When your template is ready, submit it. WhatsApp usually reviews templates within 48 hours.

Examples of WhatsApp Templates for Different Needs

Marketing Templates:

Product Launch

“Hi [Customer Name], check out our latest product, [Product Name]! Explore more here: [link]”

Promo Code

“Hi [Customer Name], use code SAVE20 for 20% off your next order! Limited time only: [link]”

Utility Templates:

Order Confirmation

“Hi [Customer Name], your order for [Product] has been confirmed. It will ship soon.”

Shipping Update

“Hi [Customer Name], your order has shipped! Track it here: [tracking link]”

Authentication Templates:

Account Verification

“Hi [Customer Name], please verify your account by clicking this link: [link]”

Password Reset

“Hi [Customer Name], your password has been reset. Contact us if you didn’t request this.”

Tips for Using WhatsApp Templates Effectively

• Personalise the Message: Using the customer’s name or details makes messages feel more direct.
• Keep It Clear and Simple: Focus on the main point and keep your message easy to understand.
• Add Images or Videos: Visuals can make your message more eye-catching and memorable.
• Include a Call to Action: Help customers know what to do next with prompts like “Shop Now” or “Confirm Appointment.”
• Time Messages Well: Send messages when customers are most likely to see and respond, such as during business hours.

Common Reasons for Template Rejection

WhatsApp templates need to meet certain standards. Here are a few reasons templates might get rejected:

• Overly Promotional Language: Avoid pushy sales language.
• Incorrect Placeholder Use: Check that placeholders are set up correctly.
• Sensitive Information: Avoid including private or sensitive info in templates.

Frequently Asked Questions (FAQs) about WhatsApp Templates

Q: Can I edit a template after it’s approved?

A: No, once a template is approved, it can’t be changed. If updates are needed, you’ll need to create and submit a new version.

Q: How long does it take for WhatsApp to approve a template?

A: Typically, approvals take around 48 hours, though sometimes it might be a bit longer.

Q: Can emojis be used in WhatsApp templates?

A: Yes, emojis are allowed and can help make your message feel friendlier.

Q: How many templates can I create?

A: There’s no limit, so feel free to create templates for different purposes as needed.

Final Thoughts: Making the Most of WhatsApp Templates

WhatsApp templates are a simple and efficient way to keep customers in the loop, boost engagement, and improve customer satisfaction. By selecting the right template category, keeping messages clear, and using personalization, templates can become a valuable tool for better business communication.

If you haven’t started using WhatsApp templates yet, give them a try—they’re a powerful way to streamline communication, improve customer service, and help drive sales.