20+ WhatsApp Message Templates for Business (Free & Ready to Use)

Overview: WhatsApp message templates are reusable, pre-written messages businesses save and send repeatedly instead of typing the same message from scratch each time. Below are 20-plus copy-paste ready templates covering welcome messages, order updates, appointment reminders, payment follow-ups, festival offers, and re-engagement, each with a {{name}} variable for personalisation. These work as saved quick-reply messages in the WhatsApp Business App or a browser-based bulk sender, and as the starting text for a formal WhatsApp Business API template if your business sends through the API.

Typing the same appointment reminder or order update by hand, every time, for every customer, does not scale past a handful of conversations. A saved template fixes this: write the message once, personalise it with a name variable, and reuse it whenever the situation comes up. For sending the same template to many contacts at once, a WhatsApp bulk message sender free tool turns a single saved template into a full campaign. This guide gives you 20-plus templates across the situations Indian businesses use WhatsApp for most, explains the difference between a saved template and a formal WhatsApp Business API template, and shows how to put any of these into a bulk send.

The phrase WhatsApp message templates covers two genuinely different things, and mixing them up leads to confusion about what is actually required to use them.

If you are using the WhatsApp Business App or a browser-based bulk sender, you do not need Meta approval to use any of the templates in this guide. If you send through the official WhatsApp Business API, the same template text needs to be submitted and approved before use.

The full breakdown of how the WhatsApp Business API differs from browser-based sending, including pricing, is in WhatsApp marketing software compared. Not on WhatsApp Business yet? Walk through the setup in creating a WhatsApp Business account first.

Also Read: How to Unban a WhatsApp Number in 2026: Official Steps and a Sample Request Message

First impressions on WhatsApp happen fast. A welcome template tells a new contact you are responsive and sets the tone for everything after.

Template 1: New customer welcome

Hi {{name}}, thanks for reaching out to {{company}}. We have received your message and will respond shortly. In the meantime, feel free to share any details about what you need.

Template 2: First-time enquiry acknowledgment

Hi {{name}}, thanks for your interest in {{company}}. One of our team will get back to you within the next few hours. If this is urgent, let us know and we will prioritise your query.

Template 3: New subscriber confirmation

Hi {{name}}, you are now subscribed to updates from {{company}}. We will share offers, updates, and important information here. Reply STOP anytime to unsubscribe.

Order communication is where customers expect the most clarity. A good template removes the need for the customer to ask a follow-up question.

Template 4: Order confirmation

Hi {{name}}, your order #{{order_id}} has been confirmed. Total amount: {{amount}}. Expected delivery: {{date}}. We will update you when it ships.

Template 5: Shipping update

Hi {{name}}, your order #{{order_id}} has shipped and is on its way. Expected delivery: {{date}}. Track your order here: {{link}}.

Template 6: Abandoned cart reminder

Hi {{name}}, you left {{product}} in your cart. It is still available. Complete your order here: {{link}}. Reply if you have any questions before you check out.

Template 7: Out of stock notification

Hi {{name}}, {{product}} is currently out of stock. We will notify you the moment it is back. Thank you for your patience.

Appointment reminders are one of the highest-value uses of WhatsApp templates. They reduce no-shows directly and need almost no manual effort once set up.

Template 8: Appointment confirmation

Hi {{name}}, your appointment with {{company}} is confirmed for {{date}} at {{time}}. Reply 1 to confirm or 2 to reschedule.

Template 9: 24-hour reminder

Hi {{name}}, a reminder that your appointment is tomorrow, {{date}} at {{time}}, with {{company}}. See you then. Reply here for any changes.

Template 10: Booking follow-up

Hi {{name}}, thanks for visiting {{company}} today. We hope everything went well. Let us know if you have any questions or would like to book your next visit.

Template 11: Reschedule request

Hi {{name}}, we need to reschedule your appointment originally set for {{date}}. Please let us know a time that works for you, or reply here and we will find a new slot together.

Also Read: Why Your WhatsApp Messages Aren't Being Delivered (And How to Fix a 'Block')

Payment communication needs to be direct without sounding aggressive. These templates state the facts and the action clearly.

Template 12: Payment reminder

Hi {{name}}, this is a reminder that payment of {{amount}} for {{service}} is due on {{date}}. Pay here: {{link}}. Reach out if you have any questions.

Template 13: Payment confirmation

Hi {{name}}, we have received your payment of {{amount}} for {{service}}. Thank you. Your receipt is attached.

Template 14: Overdue payment follow-up

Hi {{name}}, our records show payment of {{amount}} for {{service}} is now overdue. Please settle this at your earliest convenience: {{link}}. Let us know if you would like to discuss.

Support conversations on WhatsApp move faster when the opening and closing messages are templated, leaving the agent free to focus on the actual issue in between.

Template 15: Support ticket acknowledgment

Hi {{name}}, we have logged your query as ticket #{{ticket_id}}. Our team is looking into it and will respond within {{timeframe}}.

Template 16: Issue resolved follow-up

Hi {{name}}, we have resolved the issue you reported (ticket #{{ticket_id}}). Please confirm everything looks good on your end, or reply if you need further help.

Template 17: Feedback request

Hi {{name}}, thank you for choosing {{company}}. We would love to hear your feedback on your recent experience. Reply with a quick rating from 1 to 5, or share any comments.

Promotional templates carry more risk of feeling generic. Specificity, an opt-out line, and a single action are what keep them effective rather than spam-like.

Template 18: Festival greeting with offer

Hi {{name}}, wishing you a wonderful {{festival}} from all of us at {{company}}. As a small thank you, enjoy {{offer}} on your next visit. Valid until {{date}}.Reply STOP to unsubscribe.

Template 19: Re-engagement (lapsed customer)

Hi {{name}}, it has been a while since we last connected. We have missed having you. Here is {{offer}} to welcome you back, valid until {{date}}. Reply STOP to opt out.

Template 20: Referral request

Hi {{name}}, if you have enjoyed your experience with {{company}}, we would appreciate you referring a friend. Share this link: {{link}}. Thank you for your support.

Template 21: New product or service announcement

Hi {{name}}, we have just launched {{product/service}}. {{One line describing the benefit}}. Find out more here: {{link}}.Reply STOP to unsubscribe.

Every template above uses {{name}} and other bracketed variables. Getting personalisation right is what separates a template that reads as direct communication from one that reads as a mass broadcast.

• Always lead with the name variable — open with {{name}}, not buried mid-message. This is the single biggest factor in whether a message reads as personal.
• Only use variables your contact data actually supports — a template with {{order_id}} only works if every contact in the send genuinely has an order ID. Sending a literal {{order_id}} placeholder to someone with no order looks broken, not personal.
• Keep the variable count reasonable — one or two variables per message is usually enough. A message with five variables is fragile; one missing field breaks the whole message.
• Test before sending to the full list — send the templated message to a small group first and confirm every variable populates correctly.

A template is only useful at scale if you can send it to many contacts in one action rather than copying it into each conversation manually.

• Step 1: Open Roklo in your browser and go to Templates. Paste your chosen template and confirm the variables match your contact data fields.
• Step 2: Go to Groups and select or create the contact segment this template is relevant to. A payment reminder template should only go to contacts with an actual pending payment.
• Step 3: Go to Campaigns, select your template and your group, and choose to send immediately or schedule for a specific time.

The complete contact import and campaign steps are in how to send bulk WhatsApp messages. To queue a campaign for a future date and time instead of sending immediately, the full scheduling walkthrough is in scheduling messages on WhatsApp. For real-world examples of these templates in action across industries, read WhatsApp marketing examples that actually work.

If your business sends through the official WhatsApp Business API rather than the Business App or a browser-based tool, the same template text above needs to go through Meta's approval process before it can be sent.

• Submit through WhatsApp Manager — inside Meta Business Manager, under WhatsApp Manager, you create a new template, select a category (Marketing, Utility, or Authentication), and submit the body text for review.
• Approval takes minutes to hours — most templates are reviewed quickly, though times vary. A template using clear, non-promotional language in the correct category typically approves faster.
• Category determines cost and use case — Utility templates (order updates, appointment reminders) and Marketing templates (offers, promotions) are billed differently and have different rules about when they can be sent.
• Templates can be disabled later — if a template's quality rating drops due to block or report rates, Meta disables it until the underlying issue (usually message relevance or targeting) is fixed.

Keep it short enough to read in one glance

Most templates above are 2 to 3 sentences. A template that requires scrolling defeats the purpose of WhatsApp's quick, mobile-first nature.

State the action clearly

Reply 1 to confirm. Pay here. Track your order. Every template should leave the recipient certain of what to do next, if anything.

Include an opt-out line on promotional templates

Reply STOP to unsubscribe protects your account from spam reports on bulk promotional sends and gives recipients a respectful way to disengage.

Match the template to the right audience segment

A festival offer template sent to your entire list, including customers who unsubscribed from promotions, generates avoidable spam reports. Segment before you send.

WhatsApp message templates save time on every repeat conversation type a business has: welcoming new contacts, confirming orders, reminding about appointments, following up on payments, and re-engaging lapsed customers. The 20-plus templates above cover the situations most Indian businesses run into regularly, ready to personalise and use.

Whether you save these as quick replies in the WhatsApp Business App, submit them as formal templates through the API, or load them into a bulk sending tool, the underlying principle is the same: write the message once, get the structure right, and reuse it consistently.

If you want to save these templates and send them to your full contact list in a single campaign, Roklo is a free bulk message sender with built-in personalisation variables. Open your browser, sync your contacts, save your template, and your first campaign is live in minutes.