Before you can send a WhatsApp message to someone who hasn’t messaged you first, you need a Meta-approved template. Templates are pre-written messages with variable placeholders — Meta reviews them to ensure they meet quality standards, and approval usually takes a few minutes.
The good news: once a template is approved, you can send it to thousands of contacts instantly. Here are five templates every business should have in their library.
1. Payment Reminder
Category: UTILITY (cheaper rate — ~₹0.13/message)
When to use: Monthly dues, subscription renewals, event fees, school fees, donations. Send 3–5 days before the due date, and again on the day.
Template text:
Hi {{1}},
This is a friendly reminder that your payment of ₹{{2}} for {{3}} is due on {{4}}.
You can pay via UPI to {{5}} or contact us if you need help.
Thank you,
{{6}}
Variable mapping:
{{1}}= Contact name{{2}}= Amount{{3}}= Purpose (e.g., “Monthly Membership Fee”){{4}}= Due date{{5}}= UPI ID or payment link{{6}}= Organisation name
Why it works: Specific, actionable, includes the payment method. Utility category means lower Meta fees and no promotional framing required.
2. Event Invitation
Category: MARKETING (~₹0.78/message)
When to use: Conferences, church programmes, workshops, product launches, community events. Send 7 days out and again 1 day before.
Template text:
Hi {{1}},
You're invited to *{{2}}* — {{3}}.
📅 Date: {{4}}
📍 Venue: {{5}}
🕐 Time: {{6}}
{{7}}
Reply YES to confirm your attendance, or tap the link to register:
{{8}}
Variable mapping:
{{1}}= Contact name{{2}}= Event name{{3}}= One-line event description{{4}}= Date{{5}}= Venue name{{6}}= Time{{7}}= Optional detail (speaker name, theme, etc.){{8}}= Registration link
Note: Because this is an unsolicited invitation, Meta classifies it as Marketing. Budget accordingly. If the contact has already registered and you’re sending a confirmation, that’s Utility.
3. Appointment Reminder
Category: UTILITY (~₹0.13/message)
When to use: Doctor’s offices, salons, consultants, service businesses — any time someone has booked a specific slot. Send 24 hours before and again 2 hours before.
Template text:
Hi {{1}},
Reminder: you have an appointment with {{2}} tomorrow at {{3}}.
📍 {{4}}
To reschedule or cancel, reply to this message or call {{5}}.
See you soon!
Variable mapping:
{{1}}= Contact name{{2}}= Provider/staff name{{3}}= Time{{4}}= Location or address{{5}}= Phone number
Why it works: Appointment reminders dramatically reduce no-shows. This template is short, clear, and gives the contact an easy way to respond — which opens a conversation window that lasts 24 hours.
4. Welcome / Onboarding Message
Category: UTILITY (~₹0.13/message)
When to use: When a new contact joins your list, registers for your service, or purchases for the first time. Send immediately on registration.
Template text:
Welcome to {{1}}, {{2}}! 🎉
We're glad you're here. Here's what to expect:
✅ {{3}}
✅ {{4}}
✅ {{5}}
If you have any questions, just reply to this message — we're here to help.
{{6}}
Variable mapping:
{{1}}= Organisation name{{2}}= Contact name{{3}},{{4}},{{5}}= Three key benefits or next steps{{6}}= Sign-off with team name or contact person
Note on the emoji: WhatsApp templates support Unicode emoji. Use them sparingly — one or two add warmth, more than that reads as spammy.
Tip: This is often the first branded WhatsApp message someone receives from you. Keep it warm, keep it brief, and make it clear that replies are welcome. This sets the tone for the relationship.
5. Post-Event Follow-Up
Category: UTILITY (~₹0.13/message, since it references a prior interaction)
When to use: 24–48 hours after an event, workshop, or service appointment. An underused but high-value touchpoint.
Template text:
Hi {{1}},
Thank you for joining us at {{2}} on {{3}}. It was great to have you there.
{{4}}
If you have any questions or feedback, we'd love to hear from you. Just reply to this message.
{{5}}
Variable mapping:
{{1}}= Contact name{{2}}= Event name{{3}}= Event date{{4}}= Optional personalised note (next steps, recording link, resource link){{5}}= Closing and organisation name
Why follow-ups matter: Most organisations send an invitation and nothing else. A follow-up message closes the loop, encourages feedback, and keeps the conversation going. Open rates on follow-ups are consistently high because the context is fresh.
Creating These Templates in ThinkMsg
All five of these templates can be created, submitted to Meta, and sent to your entire contact list from within ThinkMsg — with no developer required.
- Go to Templates → New Template
- Choose the category (Utility or Marketing)
- Write the template text with
{{1}},{{2}}placeholders - Submit to Meta — approval typically takes 2–10 minutes
- Create a campaign, map your CSV columns to the placeholders, and send