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Understanding WhatsApp Template Messages & How to Use Them Effectively

WhatsApp Business API has transformed the way businesses communicate with customers, enabling seamless engagement through WhatsApp Template Messages. These pre-approved message formats allow businesses to send notifications, updates, and alerts efficiently while maintaining compliance with WhatsApp’s policies.

In this guide, we’ll break down what WhatsApp Template Messages are, how they work, the approval process, and best practices for using them effectively in your business communication.

What Are WhatsApp Template Messages?

WhatsApp Template Messages are pre-approved message formats that businesses can use to initiate conversations with customers. Since WhatsApp Business API does not allow businesses to send outbound messages freely, template messages enable businesses to send structured and WhatsApp-approved communications, such as:

✅ Order confirmations
✅ Appointment reminders
✅ Payment updates
✅ Customer service follow-ups
✅ Shipping and delivery notifications
✅ Special offers and promotions

Unlike regular chat messages, template messages must follow WhatsApp’s guidelines and require customer opt-in before being sent.

WhatsApp Template Message Categories

WhatsApp Business API allows businesses to send template messages under various categories, including:

  • Transactional Messages – Order confirmations, booking updates, payment receipts.
  • Customer Support Messages – Responses to customer inquiries after the 24-hour window.
  • Marketing Messages – Promotional offers, discounts, and re-engagement messages (only if customers opt-in).
  • Account Updates – OTP verification, security alerts, and account status changes.

WhatsApp Template Message Approval Process

To use a template message, businesses must submit it for approval via the WhatsApp Business API or their Business Solution Provider (BSP). Here’s how the process works:

📌 Steps to Get a Template Message Approved:

  1. Create the Template Message – Draft your message with placeholders for personalization (e.g., customer name, order ID).
  2. Submit for Approval – Submit the template through WhatsApp Business API or your BSP (e.g., WABA MANAGER).
  3. WhatsApp Reviews the Template – WhatsApp evaluates the message to ensure it meets their guidelines.
  4. Approval or Rejection – If approved, you can start sending the template message. If rejected, make necessary modifications and resubmit.

⏳ Approval Time: Typically within 24-48 hours.

Best Practices for Using WhatsApp Template Messages Effectively

✅ Use Personalization – Add placeholders for customer names, order numbers, and appointment dates to make messages more engaging.
✅ Keep It Concise & Clear – Ensure messages are easy to understand and straight to the point.
✅ Avoid Spammy Language – Messages should be informative, not overly promotional or misleading.
✅ Include a Call to Action (CTA) – Encourage customers to reply, click a link, or take action.
✅ Follow WhatsApp’s Guidelines – Ensure your messages comply with WhatsApp’s policies to avoid rejection.
✅ Use Message Variables Properly – Dynamic placeholders (e.g., {{1}}, {{2}}) should be meaningful and relevant.

Example of an Approved Template Message:

Hello {{1}}, your order {{2}} has been shipped and is expected to be delivered by {{3}}. Track your order here: {{4}}.

How to Send WhatsApp Template Messages

Once your template message is approved, you can send it using WhatsApp Business API in the following ways:

  • One-on-One Messaging – Reach out to individual customers with personalized updates.
  • Bulk Messaging – Send notifications to multiple opted-in customers.
  • Automated Workflows – Integrate with CRM or chatbot solutions for automated messaging.

Final Thoughts

WhatsApp Template Messages are a powerful tool for businesses to communicate quickly, efficiently, and at scale. By understanding the approval process and implementing best practices, businesses can maximize their engagement, customer experience, and response rates.

Looking to set up WhatsApp Template Messages for your business? WABA MANAGER can help you streamline the approval process and optimize your WhatsApp marketing strategy. Get in touch today!

For more expert insights on WhatsApp Business API, visit WABA MANAGER.