15 WhatsApp Business Auto Reply Templates

If your company has already successfully started customer communication via WhatsApp Business, you have probably already noticed the message templates. With this feature of the WhatsApp Business API and the WhatsApp Business app, you can standardize your customer communication, save time and unify the customer experience. But what exactly are WhatsApp message templates?

Message templates are standardized, WhatsApp-reviewed templates that you can use to handle common customer concerns. Unlike individual replies, message templates also allow you to actively write to your customers. This is not possible with individual messages. According to the WhatsApp business messaging policy, you can only send individual messages to a customer if they have previously sent them a WhatsApp message. And that too only within a 24h time window after receiving the first message from your customer. As you can see, individual chat messages are subject to relatively strong restrictions - all the greater are the advantages of message templates.

To help you get started right away with a set of useful WhatsApp business templates, we've listed 15 templates in this post that you can use across industries. The {{text modules}} enclosed in brackets are variables. Before submitting, these can be replaced with custom text. This way, customer-specific information such as the name or the order number is automatically integrated into the message template.

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Autoresponder welcome messages - greet your customers with an automatic reply on WhatsApp

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1. welcome message opened

Proposed name: autoreply_open

Text example:

Hello {{customer}}, thank you for your message. A representative will be in touch with you shortly. If this is about an order, please have your order number ready.

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2. welcome message closed

Proposed name: autoreply_closed

Text example:

Hello {{customer}}, thank you for your message. Unfortunately, you can reach us outside our opening hours. As soon as we are open again, we will contact you.

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Contact customers in a GDPR compliant manner: Messages to get the opt-in

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3. opt-in request

Proposed name: optin_request

Text example:

Hello {{customer}}. For easy communication with you, we would like to write to you via WhatsApp. To start the conversation, please reply with "Yes".

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4. opt-in request for response outside the session

Suggested name: session_optin_request

Text example:

Hello {{customer}}. Unfortunately, we were not able to answer yesterday. However, we are happy to be at your disposal again now. If you would like to continue the conversation, please answer "Yes".

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WhatsApp message templates for information and notifications to your customers

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5. information opening hours today

Proposed name: opening_hours_day_info

Text example:

Hello {{customer}}. Thank you for your message. According to our current opening hours, we are here for you today from {{time 1}} to {{time 2}}. If you have any further questions, please do not hesitate to contact us.

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6. information opening hours overview

Proposed name: opening_hours_info_total

Text example:

Hello {{customer}}. Thank you for your message. We are available on weekdays from {{time 1}} to {{time 2}} and on Saturday from {{time 3}} to {{time 4}}. Please note our day of rest {{rest day}}. If you have any further questions, please do not hesitate to contact us.

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7. order confirmation ‍

Proposed name: payment_info

Text example:

Hello {{customer}}. We have just received your payment for order number {{number}}. We will now send your order as soon as possible. If you have any further questions, please do not hesitate to contact us.

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8. shipping confirmation

Proposed name: shipping_info

Text example:

Hooray! Your order with order number {{number}} has just left our shipping center and is now on its way to you. You can track the status of your package via this link {{Tracking}}. If you have any questions, please do not hesitate to contact us.

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9. delivery confirmation

Proposed name: delivery_date_info

Text example:

It's time! Your order with order number {{number}} should be delivered on {{day}}, the {{date}} between {{time 1}} and {{time 2}}. Please do not hesitate to contact us if you have any further questions.

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10. appointment request

Proposed name: appointment_request_info

Text example:

Hallo! Vielen Dank für Ihre Terminanfrage. Folgenden Termin kann ich Ihnen anbieten: {{Tag}}, der {{Datum}} um {{Uhrzeit}}. Lassen Sie mich gerne wissen, ob dieser Termin passend für Sie ist.

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11. appointment confirmation

Proposed name: appointment_confirmation_info

Text example:

Thank you for booking your appointment. I will be happy to confirm your appointment on {{day}}, {{date}} at {{time}}. If you have any further questions, please do not hesitate to contact us.

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12. complaint receipt

Proposed name: claim_received

Text example:

Hello {{customer}}. We are sorry to hear that you have encountered a problem. We always try our best to assist our customers in such cases. We will take care of your concern immediately.

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13. info about a complaint

Proposed name: claim_info

Text example:

Hello {{customer}}. We are working under high pressure to find a solution. As soon as we could solve your problem, we will contact you again. In the meantime, you don't need to do anything else. We are always available to answer any questions you may have.

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14. forwarding to the responsible department or person

Proposed name: responsible_department_info

Text example:

To ensure the best possible processing of your request, the message has been passed on to the relevant department. An employee will contact you here shortly.

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15. responsible person is currently not present

Proposed name: responsible_absent_info

Text example:

Hello {{customer}}. The person responsible for processing your request {{employee}} is currently out of the office. {{Staff member}} will get back to you as soon as possible. Please be patient.

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How to Add Message Templates to WhatsApp Business App

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Of course, the message templates can also be used in the WhatsApp Business app - although we strongly recommend the WhatsApp Business API for enterprise use. Here's why: "What is the WhatsApp Business API?" You can add a new message template to the WhatsApp Business app like this:

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Open the Meta Business Manager.
Click on the three dashes or "All Tools" in the menu on the left.
Select "WhatsApp Manager" from the overview.
Select the account for which you want to create the message template.
Click on the "Three dots" icon.
Click on "Manage message templates".
Click on "Create message template".
Now enter the content of your message template.
Header: Content in the header is optional.
Text: Content of your message template including variables.
Footer: Short line of text at the end of the message.
Buttons: Add a call-to-action (CTA) button or a quick response button.
To complete the process, click on "Send". The message template will now be sent to Meta or Facebook (the WhatsApp parent company) for review and will be enabled for use once the review is complete.

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How do I use the templates in Mateo's chat solution?

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Of course, you can use the message templates from this article directly in the Mateo chat solution. And not only for WhatsApp. With Mateo, you can access the stored message templates in all connected messaging channels. To add a new message template in Mateo, proceed as follows:

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Open the Mateo app in the browser.
Click the gear icon in the upper right corner to open the settings.
In the menu on the left under "Personalization" click on "Message templates".
Use the "+ Add" button at the top right to add a new message template.
In the pop-up window, enter the name of the message template, the category and the content.
Insert placeholders and customer fields. Customer fields are automatically filled in via Mateo's built-in contact management when the message template is sent.
Make sure that the checkmark is set at "Request WhatsApp verification". Only then you can use the message template outside the 24h time window.
Done! Once your message template is verified by WhatsApp, you can use it in all channels.

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Why should you also use Mateo for Messenger communication?

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Mateo offers a professional messaging tool that bundles several communication channels in a central user interface. WhatsApp is integrated via an API interface. The setup is done in close cooperation with Mateo's customer service team. At the beginning, Mateo identifies how the software can best be integrated through an inventory analysis. Mateo's team handles the majority of the technical setup, catering to individual customer requests. Integrating a landline number into Mateo's WhatsApp API interface is of course also possible. Within a very short time, all communication channels are united in the user interface provided by Mateo and the software is usable. A permanently assigned contact person is available for queries and provides further tips for highly efficient customer communication. All details are discussed in a free consultation appointment.

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Why should businesses use WhatsApp via an API provider and not the WhatsApp Business app?

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WhatsApp API offers many advantages over the standard version. Mateo has already published a detailed article about it ("What is WhatsApp Business API?"). The top 5 advantages of the API interface are:

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o GDPR compliant use

o In-depth statistics

o Unlimited number of devices

o Unlimited number of users

o WhatsApp newsletter dispatch GDPR compliant

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Thanks to the software, Mateo's customers have the opportunity to significantly increase the efficiency of their customer communication and at the same time make the relationship with the customer particularly personal. Customers particularly appreciate the following advantages:

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Central user interface

In addition to WhatsApp Business API, Mateo bundles many other communication channels such as email, Instagram, SMS or Facebook Messenger in a central inbox. The intuitive and clear user interface offers various helpful tools for particularly efficient customer communication.

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Custom Message Templates

Thanks to various message templates that can be created individually, the amount of paperwork is minimized and the efficiency of customer communication is increased. This means that personnel resources in the service area can be deployed elsewhere.

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With Mateo's WhatsApp API solution, newsletters can be sent in a GDPR-compliant manner. Due to the first-class open rate of 98% for WhatsApp messages, marketing can thus be carried out significantly better than via email or other channels.

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Privacy

Mateo's messaging tool is compatible with all German and European legally binding data protection requirements. If necessary, the software will be revised accordingly if the law is amended. For absolutely secure customer communication, all WhatsApp messages are encrypted end-to-end. All info on the GDPR when using WhatsApp can be read in this article.

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Scalability for all company sizes

The scalability of the messaging tool has been confirmed by the large number of companies already using Mateo with high satisfaction. Whether customers have just a few employees or many hundreds, the software works smoothly and, depending on the package, with an unlimited number of end devices and users. The fact that Mateo significantly reduces the workload in the customer service area opens up new growth opportunities for many companies.

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Low cost provider for WhatsApp Business API

With an entry-level price of just 79 euros per month, Mateo is a cost-effective provider for WhatsApp Business API solutions on the German market. Combined with the integration of additional communication channels and various helpful tools, Mateo offers excellent value for money. Mateo's personal customer support assists companies with every step of the integration, ensuring very low barriers to entry.

15 WhatsApp Business Auto Reply Message Templates

Autoresponder welcome messages - greet your customers with an automatic reply on WhatsApp

Contact customers in a GDPR compliant manner: Messages to get the opt-in

WhatsApp message templates for information and notifications to your customers

How to Add Message Templates to WhatsApp Business App

How do I use the templates in Mateo's chat solution?

Why should you also use Mateo for Messenger communication?

Why should businesses use WhatsApp via an API provider and not the WhatsApp Business app?

Central user interface

Custom Message Templates

Newsletter

Privacy

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Scalability for all company sizes

Low cost provider for WhatsApp Business API

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Start in just 15 minutes with Mateo

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