WhatsApp Sales Message Templates: 24 Examples Reps Actually Send

A WhatsApp sales message template is a pre-written message a rep sends to move a deal forward, and outside the 24-hour chat window Meta has to approve it before it can be delivered. The templates below are grouped by deal stage and written to pass review: they reference a real transaction or request the prospect made, they carry no promotional hook, and they end with one clear question. For US recipients, use the utility-category versions, because Meta has not delivered marketing templates to United States numbers since April 2025.

Two rules before the examples. First, anything you send inside an open 24-hour service window, meaning after the prospect messaged you, can be free-form: no template, no approval, no per-message Meta fee. Templates only matter when you are opening the conversation. Second, keep them short. A rep's WhatsApp message that runs longer than a phone screen reads like an email that got lost, and it converts like one.

Square brackets mark the personalization fields you map to CRM data. Swap them for your platform's variable syntax when you submit for approval.

First touch and lead response

These go out right after a prospect raises a hand: fills a form, requests a demo, downloads something gated, or replies to an ad. Speed is the whole game here, so automate the send rather than leaving it to a rep to notice.

1. Hi [First name], thanks for requesting a demo of [Product]. I'm [Rep], I'll be looking after your account. What's the main thing you're hoping to fix right now?
2. Hi [First name], I've got your request from [Company] about [topic]. Happy to answer here on WhatsApp if that's easier than a call. What's your timeline looking like?
3. Hi [First name], your quote request for [Product] came through. Before I put numbers together, roughly how many [users/units/locations] are we sizing this for?
4. Hi [First name], thanks for stopping by our booth at [Event]. You mentioned [problem]. Want me to send over how [Company] handled the same thing?

All four reference something the prospect actually did, which is both what gets a template approved and what gets a reply. A generic "just checking in to introduce myself" fails on both counts.

Booking and confirming the meeting

5. Hi [First name], you're booked in for [date] at [time] [timezone] with [Rep]. Here's the link: [link]. Reply RESCHEDULE if that time stops working.
6. Hi [First name], quick reminder your call with [Rep] is tomorrow at [time] [timezone]. Anything specific you want covered so we don't waste your half hour?
7. Hi [First name], we're on in 30 minutes. Joining link: [link]. Message me here if you have any trouble getting in.
8. Hi [First name], sorry we missed each other today. Want me to send a couple of times for later this week, or is a different format easier?

Meeting confirmations and reminders are the cleanest utility-category templates there are, which means they deliver to US numbers without issue. If you send only one type of WhatsApp template as a US team, make it this one. Our appointment reminder setup covers scheduling these automatically.

Quote and proposal follow-up

9. Hi [First name], your quote for [Product] is ready: [link]. It's valid until [date]. Want me to walk you through the line items?
10. Hi [First name], following up on the proposal I sent [day]. Is [specific concern] still the open question, or has something else come up?
11. Hi [First name], I updated the quote with [change] as discussed: [link]. Does that work for your budget cycle?
12. Hi [First name], your quote for [Product] expires on [date]. Let me know if you need more time and I'll extend it rather than have you start over.
13. Hi [First name], I noticed you opened the proposal a couple of times. Happy to answer anything in here, no call needed. What's the sticking point?

Number 13 is the one reps get wrong most often. It works because it offers an easy, low-commitment channel, not because it reveals you have tracking. Do not lead with the tracking.

Moving a stalled deal

14. Hi [First name], we last spoke about [topic] on [date]. Is this still on your roadmap for [quarter], or has it moved?
15. Hi [First name], I don't want to keep nudging if the timing's wrong. Would it be more useful if I checked back in [month]?
16. Hi [First name], is there someone else at [Company] I should be talking to about this, procurement or IT? Happy to loop them in.
17. Hi [First name], last one from me on this. If [problem] is still worth solving, I'm here. If not, no hard feelings and I'll close it out.

Template 17 is a breakup message and it outperforms most follow-ups, because it gives the prospect an easy out and people who are actually interested will not take it. Send it and mean it.

Contract, signature, and payment

18. Hi [First name], the agreement for [Product] is with you for signature: [link]. Shout if legal wants anything changed.
19. Hi [First name], just a nudge that the contract is still waiting on a signature. Anything holding it up on your side?
20. Hi [First name], invoice [number] for [amount] is due on [date]. Payment link: [link].
21. Hi [First name], invoice [number] is now [days] days past due. Let me know if there's a PO issue and I'll sort it with our team.

These are textbook utility templates and they deliver to US numbers. They also happen to be where WhatsApp beats email hardest, because a signature chase in an inbox competes with two hundred other emails and a WhatsApp message does not. If invoice chasing is a bigger problem than a rep's nudges can fix, an automated system that chases every overdue invoice on a schedule takes it off the sales team's plate entirely.

Onboarding, renewal, and win-back

22. Hi [First name], welcome aboard. Your account is live and [CSM] takes over from here. I'm still in this thread if you need me.
23. Hi [First name], your [Product] plan renews on [date] at [amount]. Anything you want to change before it does?
24. Hi [First name], you were with us until [date]. We've since shipped [change] which was the thing you flagged. Worth another look?

Number 24 sits closest to the marketing line. Written like that it stays utility-flavored because it references the customer's own prior feedback. Written as "we miss you, here's 20 percent off" it becomes a marketing template, which means it will not be delivered to a US number.

How to get these approved

Meta reviews templates against a few consistent things. Submit the message with variable placeholders filled with realistic sample values, not "xxx", or it gets rejected for missing context. Pick the right category: if the message is tied to a transaction, request, or account event, it is utility, and mislabeling a promotion as utility gets it recategorized or rejected. Avoid all-caps, excessive emoji, and anything that reads like a discount pitch if you are submitting under utility. Most approvals land within minutes, though a first submission on a new account can take longer.

If something comes back rejected, our guide to a rejected WhatsApp template covers the usual causes. For a broader library across support and marketing use cases, see the WhatsApp message template examples collection, and for how templates fit into a team workflow, the WhatsApp for sales teams page.

Two habits that make templates work harder

Track reply rate per template, not just delivery. Delivery tells you Meta accepted it; reply rate tells you whether the wording earns a response. Kill anything under about 10 percent and rewrite it around a more specific trigger.

And use templates to reopen a window, not to have a conversation. The moment the prospect replies, you have 24 hours of free, unrestricted chat. That is where deals actually move. The template is just the door.

Frequently asked questions

What is a WhatsApp sales message template?

It is a pre-written message a sales rep uses to start or continue a conversation with a prospect. On the WhatsApp Business API, any message sent outside an open 24-hour service window must use a template that Meta has approved in advance, categorized as marketing, utility, or authentication. Inside the window, reps can write freely with no template.

Do WhatsApp sales templates need Meta approval?

Yes, if you send them to open a conversation. You submit the template with its variable fields and a category, and Meta reviews it, usually within minutes. Replies inside a 24-hour window that the customer opened need no approval at all, which is why teams work hard to get prospects to message first.

Can US sales reps send WhatsApp templates to prospects?

They can send utility and authentication templates, which deliver to United States numbers normally: meeting confirmations, quotes, contract and invoice notices, and one-time codes. Marketing-category templates have not been delivered to US numbers since April 2025 and fail with error 131049, so promotional templates do not reach American prospects on any platform.

How long should a WhatsApp sales message be?

Two to three short sentences, ending in one question. WhatsApp is read on a phone in a scrolling feed of personal messages, so anything that looks like a pasted email gets skipped. If you need to send detail, send the short message first and attach the document once they engage.

What is the best first WhatsApp message to a lead?

One that references the specific thing the lead just did: the demo they booked, the quote they requested, the form they filled. Name the trigger in the first line, introduce yourself in the second, and ask one question about their situation. Generic introductions get ignored and are also more likely to be rejected in template review.