How to broadcast message on WhatsApp

To broadcast a message on WhatsApp, you first create a broadcast list by selecting contacts who have saved your number. Then you compose the message and send it. The broadcast will deliver your message individually to each contact, and replies come back as normal chats.

Why this comes up / what goes wrong

Small business owners in India often want to send the same message to multiple customers or leads at once—for example, a product update, offer, or event invite. WhatsApp is popular because many customers already use it daily. However, without knowing the exact steps, owners risk sending messages to wrong contacts, spamming people who don’t have their number saved, or missing replies. Many run sales on WhatsApp and spreadsheets but lack an organised way to broadcast and track messages effectively.

Step-by-step

1. Open WhatsApp Business app on your phone. This feature is available in WhatsApp Business, not the regular WhatsApp app.

1. Tap the three-dot menu icon at the top right corner.

1. Select 'New Broadcast' from the dropdown menu.

1. Add contacts to the broadcast list by selecting them from your contact list. Only contacts who have saved your number will receive the broadcast message.

1. Tap the green checkmark (or 'Create') after selecting contacts.

1. Type your message in the chat box that opens for the broadcast list.

1. Send the message by tapping the send button.

1. Wait for replies. Replies from recipients come as individual chats, not in the broadcast group.

1. Manage follow-ups by checking each chat or using tools like HelloGrowthCRM to log conversations and automate follow-ups.

Example (fictional figures)

A Delhi-based small retailer wants to announce a 10% discount on kitchen appliances to 50 customers on 15/07/2024.

• Number of customers selected: 50
• Original price of a mixer grinder: ₹2,500
• Discount: 10%

Calculate the discount amount:

₹2,500 × 10% = ₹250

Calculate the discounted price:

₹2,500 - ₹250 = ₹2,250

The retailer writes a message:

"Dear customer, enjoy 10% off on our mixer grinders. Now only ₹2,250! Offer valid till 20/07/2024. Visit our store or reply for details."

They follow the steps above to broadcast this message to the 50 contacts who have saved their number.

Common mistakes

1. Broadcasting to contacts who haven’t saved your number

• Prevent by verifying your contacts have saved your number; otherwise, they won’t receive the message.

1. Sending messages from regular WhatsApp instead of WhatsApp Business

• Use WhatsApp Business app for broadcast features.

1. Not personalising follow-ups

• Track replies individually and respond personally; avoid generic bulk replies.

1. Ignoring replies after broadcast

• Check and respond promptly to maintain engagement.

1. Broadcasting to too large a list at once

• Break large lists into smaller batches to avoid being flagged as spam.

1. Not logging conversations

• Use tools like HelloGrowthCRM to log WhatsApp conversations on lead records for better follow-up management.

Doing this in HelloGrowthCRM

HelloGrowthCRM integrates WhatsApp and SMS messaging directly into your CRM. When you broadcast messages or send follow-ups, conversations with each lead are logged automatically on their lead record. You can set up sequences—automated multi-step follow-ups over days or weeks—that stop as soon as the prospect replies. This helps your telecalling teams stay organised and respond faster without juggling spreadsheets or separate WhatsApp chats. Learn more about WhatsApp and SMS CRM and how the built-in CRM dialer supports your sales process.

Frequently asked questions

Can I broadcast messages to any WhatsApp contact? You can only broadcast messages to contacts who have saved your number in their phone. If they haven’t saved your number, they won’t receive the broadcast.

Is there a limit to how many contacts I can add to a broadcast list? WhatsApp allows up to 256 contacts per broadcast list. For larger audiences, create multiple broadcast lists or consider using CRM tools for segmenting and messaging.

What happens if a contact replies to a broadcast message? Replies come as individual chats, not in the broadcast group. You can respond privately to each contact.

Can I schedule broadcast messages in WhatsApp? WhatsApp Business does not have a native scheduling feature. For automated messaging and scheduling, tools like HelloGrowthCRM offer sequences and campaigns.

How do I avoid being marked as spam when broadcasting? Only message contacts who have opted in or saved your number. Avoid sending too many messages at once and personalise follow-ups.

Can I track who has received or read my broadcast message? WhatsApp shows blue ticks for read receipts if enabled, but it does not provide a broadcast-specific report. CRM tools can help track engagement better.

Key takeaways

• Use WhatsApp Business app to create broadcast lists and send messages to contacts who saved your number.
• Add up to 256 contacts per broadcast list; break larger lists into batches.
• Replies come as private chats; manage follow-ups individually.
• Avoid common mistakes like messaging unsaved contacts or ignoring replies.
• HelloGrowthCRM logs WhatsApp conversations and automates follow-ups with sequences.
• Use CRM tools for better organisation and to avoid spam flags.

Broadcasting messages on WhatsApp can boost your customer engagement when done right. To manage your leads and follow-ups efficiently, consider starting with HelloGrowthCRM’s Free Forever plan, which supports WhatsApp and SMS messaging for up to 200 leads without a credit card at Start on the Free Forever plan (200 leads, no credit card).