How to create WhatsApp message templates for your UK business

Creating WhatsApp message templates helps UK small businesses communicate quickly and consistently with customers. Begin by identifying frequent messages your team sends, such as appointment reminders or payment follow-ups. Then draft concise templates with placeholders like {CustomerName} to personalise messages automatically. Save these templates in your messaging tool or CRM and test them before use.

Why this comes up / what goes wrong

Small business owners in the UK often handle sales and customer service through WhatsApp but lose leads or waste time typing repetitive messages. Without templates, messages can be inconsistent or delayed, causing lost sales opportunities. Many use WhatsApp alongside email and spreadsheets, which makes managing messages and follow-ups inefficient. Creating message templates solves these issues by standardising communication and speeding up responses.

Step-by-step

1. List common message types: Write down messages you send repeatedly, such as welcome messages, appointment confirmations, payment reminders, or follow-ups.

1. Draft clear, concise messages: Use simple language and keep messages short. Avoid slang, jargon or unnecessary words.

1. Add placeholders for personalisation: Use brackets with names like {CustomerName}, {AppointmentDate}, or {Amount} to allow automatic replacement when sending.

1. Check WhatsApp formatting rules: Use plain text and avoid unsupported emojis or special characters that may not display correctly.

1. Save templates in your CRM or messaging tool: Store templates centrally so your team can access and reuse them easily. If you use HelloGrowthCRM, WhatsApp conversations are logged on lead records and follow-ups can be sent as messages.

1. Test each template: Send test messages to yourself or a colleague to check placeholders work and formatting is correct.

1. Train your team: Make sure everyone knows how to select and send templates properly to maintain consistency.

1. Review and update templates regularly: Adjust templates based on customer feedback or changes in your services.

For more support, explore the free sales tools and calculators to improve your messaging and sales process.

Example (fictional figures)

A Glasgow-based solar panel installer wants to create a payment reminder template.

• Template message: "Hello {CustomerName}, this is a reminder that your payment of £{Amount} for your solar panel installation is due on {DueDate}. Please contact us if you have any questions."

• Example values:
• CustomerName = "Mr Smith"
• Amount = "1,200"
• DueDate = "15/07/2024"

• Final message: "Hello Mr Smith, this is a reminder that your payment of £1,200 for your solar panel installation is due on 15/07/2024. Please contact us if you have any questions."

• Arithmetic shown: £1,200 (Amount) + £0 (no extra fees) = £1,200 total due

This template saves time by reusing the message format and only changing the placeholders for each customer.

Common mistakes

• Writing overly long messages: Long messages lose customer attention. Prevent this by keeping templates under 200 words.

• Forgetting to use placeholders: Without placeholders, messages become generic and less personal. Prevent by clearly marking placeholders and testing.

• Using unsupported characters or emojis: Some characters break message display. Prevent by sending test messages before use.

• Saving templates in multiple places: Scattered templates cause confusion. Prevent by using a central system like HelloGrowthCRM.

• Not updating templates regularly: Outdated information frustrates customers. Prevent by scheduling regular reviews.

• Failing to train team members: Inconsistent use reduces effectiveness. Prevent by holding training sessions.

Learn more about managing WhatsApp conversations and follow-ups with a WhatsApp and SMS CRM.

Doing this in HelloGrowthCRM

HelloGrowthCRM logs WhatsApp conversations on each lead record, allowing your team to send follow-ups as WhatsApp messages directly from the CRM. While HelloGrowthCRM does not itself create WhatsApp message templates, you can save your message drafts externally and send personalised follow-ups efficiently. You can also download free sales templates and free sales tools and calculators without signing up to support your sales messaging.

Frequently asked questions

How do I get WhatsApp message templates approved in the UK? WhatsApp message templates used for business messaging require approval via the WhatsApp Business API. Businesses usually submit templates through their messaging provider or CRM platform for Meta’s review, ensuring compliance with WhatsApp policies. NEEDS EXPERT REVIEW

Can I personalise WhatsApp message templates? Yes, by using placeholders like {CustomerName} or {Date}, templates can be personalised automatically when sending messages, making communications more relevant.

Are WhatsApp message templates free to create and use? Creating templates is free, but sending messages via the WhatsApp Business API may incur costs depending on your provider. Check your messaging platform’s pricing for details. NEEDS EXPERT REVIEW

Can I use WhatsApp templates for marketing and sales follow-ups? Yes, templates are ideal for consistent marketing messages, appointment reminders, and sales follow-ups that comply with WhatsApp guidelines.

How do I update WhatsApp message templates? Update your saved templates in your CRM or messaging tool and resubmit them for approval if required. Regular updates keep messages relevant and accurate.

Key takeaways

• Identify frequent messages and write clear, concise WhatsApp templates.
• Use placeholders to personalise messages automatically.
• Save templates centrally for easy team access and consistency.
• Test templates for formatting and placeholder accuracy before use.
• Review and update templates regularly to keep them current.
• Use CRM tools like HelloGrowthCRM to log WhatsApp conversations and send follow-ups efficiently.

Start creating your WhatsApp message templates today to improve lead engagement and save time. For an easy way to manage WhatsApp messaging and sales follow-ups, start on the Free Forever plan (200 leads, no credit card).