Download 42 Important WhatsApp Templates for CRM Communication

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Written by Kevin S - Oct 9th, 2024

Boost Customer Engagement and Drive More Sales By Using specially crafted Chatbot Templates.

Improve Customer Communication with Our WhatsApp CRM Templates

Our WhatsApp developers have crafted a comprehensive collection of communication templates designed to streamline interactions with your customers and optimize your sales process. These templates cover a wide range of scenarios—from lead management and customer support to billing and data enrichment—all tailored to integrate seamlessly with your CRM.

Helping Customer By Inegrating WhatsApp

Success in business is all about building and maintaining strong relationships.

Download Whatsapp Chatbot Templates for CRM

Download WhatsApp templates for Customer engagement though CRM

Why Use These Templates?


Boost Sales

Proactively engage with leads, manage follow-ups, and cross-sell with custom messages.

Improve Efficiency

Automate reminders, updates, and notifications to keep your team and customers informed.

Provide Best Customer Experience

Provide personalized and timely communication that builds trust and loyalty.

Download these templates and integrate them into your CRM to experience smoother communication with your customers, ultimately driving business growth and improving customer satisfaction.

1. Lead Generation & Follow-Up


Template Name: New_Lead_Confirmation

Purpose: Confirm lead submission and provide a follow-up.

Hello [Customer Name],

Thank you for your interest in [Product/Service]. We have received your inquiry. A representative will contact you soon. Meanwhile, you can reply with:

  1. More Information - To receive more details about our services.
  2. Schedule a Call - To book a meeting with our representative.
  3. Stop - To unsubscribe from further messages.

Regards,
[Company Name]


2. Order Confirmation


Template Name: Order_Confirmation

Purpose: Confirm order details and provide updates.

Hi [Customer Name],

Your order #[Order Number] has been confirmed. Here are the details:

  • Product: [Product Name]
  • Quantity: [Quantity]
  • Total: [Total Amount]
  • Estimated Delivery: [Delivery Date]

You can reply with:

  1. Order Status - To get the current status of your order.
  2. Cancel Order - To cancel your order.
  3. Support - To contact our support team.

Thank you for shopping with us!


3. Support Ticket Creation


Template Name: Support_Ticket

Purpose: Create a new support ticket in CRM.

Hello [Customer Name],

We have received your support request. Your ticket number is #[Ticket Number]. Our team will get back to you within [Response Time].

You can reply with:

  1. Status - To check the status of your ticket.
  2. Cancel - To cancel this ticket.
  3. Update - To add more information to your request.

Regards,
[Support Team]


4. Appointment Scheduling


Template Name: Appointment_Confirmation

Purpose: Confirm scheduled appointments and send reminders.

Hi [Customer Name],

Your appointment with [Advisor/Agent Name] has been confirmed for [Date and Time].

Please reply with:

  1. Reschedule - To reschedule your appointment.
  2. Cancel - To cancel your appointment.
  3. Confirm - To confirm the appointment.

Looking forward to meeting you!
Regards,
[Company Name]


5. Feedback Request


Template Name: Feedback_Request

Purpose: Collect customer feedback after a service or product delivery.

Hi [Customer Name],

We hope you had a great experience with [Product/Service]. We would love to hear your feedback. Please reply with a number between 1 and 5 to rate your experience (1 being the lowest and 5 the highest).

Thank you for your valuable input!
Best Regards,
[Company Name]


6. Custom Notification & Alerts


Template Name: Custom_Notification

Purpose: Send custom notifications or alerts.

Hi [Customer Name],

We have an important update for you regarding [Subject].

Please reply with:

  1. Details - To get more information.
  2. Ignore - To ignore this message.

Thank you,
[Company Name]


7. Payment Reminder


Template Name: Payment_Reminder

Purpose: Remind customers about upcoming payments.

Hello [Customer Name],

This is a reminder that your payment of [Amount] for [Product/Service] is due on [Due Date].

Please reply with:

  1. Pay Now - To pay your bill.
  2. Schedule - To schedule a payment.
  3. Support - To contact support.

Thank you,
[Company Name]


“Automation is not about replacing human touch but enhancing it to provide faster, more effective service.” – Anonymous

8. Lead Qualification


Template Name: Lead_Qualification

Purpose: Qualify a lead by gathering more details.

Hi [Customer Name],

Thank you for your interest in [Product/Service]. We would like to know more about your requirements to serve you better.

Please reply with:

  1. Budget - Your estimated budget.
  2. Timeline - Your expected timeline for the project.
  3. Decision Maker - If you are the decision-maker or if someone else is.

This will help us assist you more efficiently.
Best Regards,
[Sales Team]


9. Contact Information Update


Template Name: Contact_Update

Purpose: Request updated contact information from the customer.

Hi [Customer Name],

We are updating our records to serve you better. Could you please confirm or update your contact details?

Current Info:

  • Phone: [Phone Number]
  • Email: [Email Address]
  • Address: [Mailing Address]

Please reply with any updates or type Correct if the information is accurate.
Thank you!
[Customer Support Team]


10. Sales Opportunity Follow-Up


Template Name: Opportunity_Follow_Up

Purpose: Follow up on an ongoing sales opportunity.

Hello [Customer Name],

I hope you're doing well. I wanted to follow up on our discussion about [Product/Service].

Please let us know if you have any questions or if you'd like to schedule a demo. You can reply with:

  1. Questions - To ask any questions.
  2. Demo - To schedule a product demo.
  3. Proposal - To request a detailed proposal.

Looking forward to your response.
Best Regards,
[Sales Representative]


11. Task Assignment Notification


Template Name: Task_Assignment

Purpose: Notify employees about new tasks assigned through the CRM.

Hi [Employee Name],

A new task has been assigned to you in the CRM:

  • Task Name: [Task Name]
  • Due Date: [Due Date]
  • Description: [Task Description]

Please log in to the CRM to review the task details and update the status as you progress.
Best Regards,
[Your Company]


12. Meeting Reminder & Confirmation


Template Name: Meeting_Reminder

Purpose: Remind customers or team members about scheduled meetings.

Hello [Name],

This is a reminder for your meeting scheduled with [Employee Name] on [Date and Time].

Please confirm your availability by replying with:

  1. Confirm - If you will attend.
  2. Reschedule - To reschedule the meeting.
  3. Cancel - To cancel the meeting.

Thank you,
[Company Name]


13. Pipeline Stage Update Notification


Template Name: Pipeline_Stage_Update

Purpose: Notify sales representatives of changes in a deal’s pipeline stage.

Hi [Sales Rep Name],

The deal with [Customer Name] has moved to the [New Stage] stage in the sales pipeline:

  • Deal Value: [Deal Value]
  • Expected Close Date: [Close Date]

Please review the details in the CRM and take necessary actions to close the deal successfully.
Best Regards,
[Sales Manager]


14. Customer Information Request


Template Name: Customer_Info_Request

Purpose: Collect specific customer information for CRM updates.

Hi [Customer Name],

To personalize your experience, we would like to update your profile in our system. Could you please provide the following information:

  • Preferred Contact Time:
  • Preferred Mode of Communication (Phone/Email/WhatsApp):
  • Interests or Preferences:

Reply with your details at your convenience.
Thank you!
[Customer Support Team]


“Your most unhappy customers are your greatest source of learning.” – Bill Gates

15. CRM Data Verification


Template Name: CRM_Data_Verification

Purpose: Verify the accuracy of CRM data.

Hi [Customer Name],

We are conducting a data verification exercise to ensure our records are accurate. Could you please verify if the following details are correct?

  • Company Name: [Company Name]
  • Position: [Position]
  • Industry: [Industry]

Reply with Yes if correct or provide the updated information if needed.
Thank you for your cooperation!
Best Regards,
[Customer Support Team]


16. Deal Closure Notification


Template Name: Deal_Closure

Purpose: Notify relevant stakeholders about the closure of a deal.

Hi Team,

Great news! The deal with [Customer Name] has been successfully closed at [Deal Value]:

  • Closed By: [Sales Rep Name]
  • Deal Type: [Product/Service]
  • Next Steps: [Next Actions]

Let’s celebrate this success and move forward with the next steps as planned.
Best,
[Sales Manager]


17. Automated Customer Re-Engagement


Template Name: Customer_Reengagement

Purpose: Re-engage customers who have been inactive.

Hi [Customer Name],

We noticed you haven’t interacted with us in a while. We’d love to hear from you! Reply with:

  1. New Offers - To receive our latest offers.
  2. Schedule Call - To schedule a call with our team.
  3. Feedback - To share your thoughts with us.

We value your relationship with us and hope to serve you again soon.
Best Regards,
[Company Name]


18. Customer Onboarding


Template Name: Customer_Onboarding

Purpose: Welcome new customers and guide them through the onboarding process.

Hi [Customer Name],

Welcome to [Company Name]! We are excited to have you on board. To get started, please follow these steps:

  1. Account Setup - Set up your account.
  2. Product Training - Access our training resources.
  3. Support - Contact our support team for any help.

Let us know if you have any questions. We are here to help!
Best Regards,
[Customer Success Team]


19. Customer Profile Completion


Template Name: Profile_Completion_Request

Purpose: Request additional details to complete a customer’s profile in CRM.

Hi [Customer Name],

We’d like to complete your profile to provide you with a personalized experience. Could you please share:

  • Company Size:
  • Key Business Challenges:
  • Preferred Contact Time:

This information will help us serve you better.
Thank you!
[Customer Support Team]


20. Deal Renewal Reminder


Template Name: Deal_Renewal_Reminder

Purpose: Remind customers about upcoming deal renewals.

Hi [Customer Name],

This is a reminder that your subscription/service for [Product/Service] will expire on [Expiry Date]. Please reply with:

  1. Renew - To renew your service.
  2. Discuss Options - To discuss new options or upgrades.
  3. Support - To speak with our support team.

Thank you for choosing us!
Best Regards,
[Customer Success Team]


21. CRM Data Cleanup Request


Template Name: CRM_Data_Cleanup

Purpose: Request internal team members to review and update CRM records.

Hi [Employee Name],

We are conducting a CRM data cleanup. Please review and update the following records assigned to you:

  • Lead: [Lead Name]
  • Opportunity Stage: [Stage]
  • Next Follow-Up: [Date]

Make sure all fields are updated and accurate.
Thank you for your attention to this matter!
Regards,
[CRM Admin Team]


22. Activity Follow-Up Reminder


Template Name: Activity_Follow_Up_Reminder

Purpose: Remind sales reps or account managers to follow up on scheduled activities.

Hi [Sales Rep Name],

This is a reminder to follow up on the following activities:

  • Lead Name: [Lead Name]
  • Activity Type: [Call/Meeting/Email]
  • Due Date: [Date]

Please log your follow-up actions in the CRM.
Best Regards,
[Sales Manager]


23. Cross-Sell/Upsell Notification


Template Name: Cross_Sell_Opportunity

Purpose: Notify sales reps about potential cross-sell or upsell opportunities based on CRM data.

Hi [Sales Rep Name],

Based on recent interactions, there is a cross-sell opportunity with [Customer Name]:

  • Current Product: [Current Product]
  • Suggested Product: [Suggested Product]
  • Rationale: [Reason for Recommendation]

Please reach out to the customer and update the CRM with your notes.
Best Regards,
[Sales Manager]


“The best marketing doesn’t feel like marketing; it feels like a conversation.” – Tom Fishburne

24. Event Invitation & RSVP


Template Name: Event_Invitation

Purpose: Invite customers to events or webinars and collect RSVPs.

Hi [Customer Name],

You are invited to our upcoming event, [Event Name] on [Date & Time]. Please reply with:

  1. RSVP - To confirm your attendance.
  2. More Info - To get more information about the event.
  3. Unsubscribe - To opt-out of event notifications.

We look forward to seeing you!
Best Regards,
[Event Team]


25. Milestone Celebration Message


Template Name: Milestone_Celebration

Purpose: Celebrate customer milestones like anniversaries or high-value deals.

Hi [Customer Name],

Congratulations on reaching your [Milestone/Anniversary] with [Company Name]! 🎉

We truly value our partnership and look forward to many more successful years together.

Please let us know if there’s anything we can do to support your growth.
Cheers!
[Account Manager]


26. Inactive Lead Reactivation


Template Name: Inactive_Lead_Reactivation

Purpose: Re-engage leads that have gone cold in the CRM.

Hi [Lead Name],

We haven’t heard from you in a while, and we’d love to reconnect.

Please reply with:

  1. Schedule a Call - To discuss your needs.
  2. Send Info - To receive information about our latest offerings.
  3. Not Interested - To let us know if you’re no longer interested.

We look forward to hearing from you!
Best Regards,
[Sales Team]


27. Customer Success Check-In


Template Name: Customer_Success_CheckIn

Purpose: Regularly check in with customers to gauge satisfaction and offer support.

Hi [Customer Name],

Just checking in to see how everything is going with [Product/Service].

Please let us know if there’s anything we can assist you with. Your feedback is important to us!

You can reply with:

  1. Great - If everything is going well.
  2. Needs Improvement - If you have any concerns or suggestions.
  3. Support - To get in touch with our support team.

Looking forward to your response!
Best Regards,
[Customer Success Manager]


28. Nurture Campaign Check-In


Template Name: Nurture_Campaign_CheckIn

Purpose: Reach out as part of a nurture campaign to provide valuable content and maintain engagement.

Hi [Customer Name],

We hope you’re finding our resources helpful. Here’s our latest article: [Link].

Would you like more content on:

  1. [Topic 1]
  2. [Topic 2]
  3. [Topic 3]

Please reply with the number of your choice. We look forward to providing more valuable insights!
Best Regards,
[Marketing Team]


29. Contract Expiry Alert


Template Name: Contract_Expiry_Alert

Purpose: Notify customers or internal teams about upcoming contract expirations.

Hi [Customer Name],

Your contract for [Product/Service] is set to expire on [Expiry Date].

Please reply with:

  1. Renew - To renew your contract.
  2. Discuss Options - To explore other plans or services.
  3. Support - To get in touch with our team for assistance.

We look forward to continuing our partnership.
Best Regards,
[Account Management Team]


30. Data Improvement Request


Template Name: Data_Enrichment_Request

Purpose: Request additional data from customers to enrich CRM records.

Hi [Customer Name],

To serve you better, we would like to complete your profile in our system. Could you please provide the following details:

  • Company Website:
  • Annual Revenue:
  • Number of Employees:
  • Primary Business Goals:

This will help us tailor our services to your needs.
Thank you for your cooperation!
Best Regards,
[Customer Success Team]


31. Internal CRM Task Completion Reminder


Template Name: Internal_Task_Completion

Purpose: Remind internal teams to complete pending tasks within CRM.

Hi [Employee Name],

This is a reminder to complete the following CRM tasks assigned to you:

  • Task: [Task Description]
  • Due Date: [Due Date]

Please update the task status in the CRM once completed.

Thank you for your attention!
Best Regards,
[CRM Admin]


32. Lead Reassignment Notification


Template Name: Lead_Reassignment

Purpose: Notify sales reps or managers about lead reassignment in the CRM.

Hi [Sales Rep Name],

The lead [Lead Name] has been reassigned to you.

  • Lead Source: [Source]
  • Current Stage: [Stage]
  • Next Action: [Action Required]

Please review the details in the CRM and follow up accordingly.

Best Regards,
[Sales Manager]


33. Customer Segmentation Survey


Template Name: Segmentation_Survey

Purpose: Collect data for customer segmentation in the CRM.

Hi [Customer Name],

We are refining our customer services and would like to know more about your business.

Please answer a few quick questions:

  1. What is your industry?
  2. How many employees do you have?
  3. What is your primary business challenge?

Your responses will help us provide better support.
Thank you!
[Customer Success Team]


34. Inactive Account Outreach


Template Name: Inactive_Account_Outreach

Purpose: Reconnect with inactive accounts to re-engage them.

Hi [Customer Name],

We noticed you haven’t engaged with us for a while.

Please let us know if you’re still interested in:

  1. Product Updates - Stay informed about new features.
  2. Discount Offers - Receive exclusive discounts.
  3. Account Closure - Close your account if you’re no longer interested.

We value your relationship and look forward to reconnecting.
Best Regards,
[Customer Success Team]


35. Internal CRM Process Feedback


Template Name: CRM_Process_Feedback

Purpose: Gather internal feedback on CRM processes and workflows.

Hi [Employee Name],

We’re looking to improve our CRM processes and would love your feedback.

Please reply with:

  1. Process Efficiency - How efficient are the current CRM processes?
  2. Suggestions - Do you have any suggestions for improvement?
  3. Challenges - Any challenges you’re facing with the CRM?

Your input will help us optimize our workflows.
Best Regards,
[CRM Admin Team]


“A satisfied customer is the best business strategy of all.” – Michael LeBoeuf

36. Service Level Agreement (SLA) Violation Alert


Template Name: SLA_Violation_Alert

Purpose: Notify internal teams or customers about SLA violations.

Hi [Team/Customer Name],

An SLA violation has been detected in the case #[Case Number] related to [Issue/Service].

  • Response Time Exceeded: [Duration]
  • Next Steps: [Recommended Actions]

Please review the case in the CRM and take immediate action.
Best Regards,
[Support Manager]


37. Case Escalation Notification


Template Name: Case_Escalation

Purpose: Inform relevant stakeholders about escalated support cases.

Hi [Customer Name],

Your support case #[Case Number] has been escalated due to [Reason].

Our senior team is now looking into the issue, and we will provide you with an update soon.

Please reply with:

  1. Status - To get the current status.
  2. Support - To speak to a support manager.

We apologize for the inconvenience and thank you for your patience.
Best Regards,
[Support Team]


38. Lead Scoring Update


Template Name: Lead_Scoring_Update

Purpose: Notify sales reps about significant changes in lead scores.

Hi [Sales Rep Name],

The lead score for [Lead Name] has been updated to [New Score] based on recent interactions.

  • Reason for Update: [Reason]
  • Recommended Action: [Suggested Next Steps]

Please review the lead details in the CRM and prioritize accordingly.
Best Regards,
[Sales Operations]


39. Product Usage Alert


Template Name: Product_Usage_Alert

Purpose: Notify customers or internal teams about product usage patterns.

Hi [Customer Name],

We noticed that your usage of [Product/Service] has significantly [increased/decreased].

Please reply with:

  1. Discuss Options - To discuss ways to optimize your usage.
  2. Support - If you’re facing any issues.
  3. Ignore - If no action is needed.

We’re here to ensure you get the most out of our services!
Best Regards,
[Customer Success Team]


40. Referral Program Invitation


Template Name: Referral_Invitation

Purpose: Invite customers to join a referral program.

Hi [Customer Name],

We’re excited to invite you to our referral program!

Refer friends or colleagues and earn rewards for each successful referral.

Please reply with:

  1. Join Now - To join the program.
  2. More Info - To learn more about the program.
  3. No Thanks - If you’re not interested.

Thank you for being a valued customer!
Best Regards,
[Marketing Team]


41. Billing Issue Alert


Template Name: Billing_Issue_Alert

Purpose: Notify customers about billing discrepancies or issues.

Hi [Customer Name],

We have identified a discrepancy with your recent billing.

  • Invoice Number: [Invoice Number]
  • Issue: [Issue Description]

Please reply with:

  1. Discuss - To speak with a billing representative.
  2. View Invoice - To review the invoice details.
  3. Support - To connect with support for more information.

We apologize for any inconvenience and are here to assist.
Best Regards,
[Billing Team]


42. Customer Success Story Request


Template Name: Success_Story_Request

Purpose: Request customer participation in a success story or case study.

Hi [Customer Name],

We’re thrilled with the results you’ve achieved using [Product/Service] and would love to feature your success story.

Please reply with:

  1. Yes - To participate in a case study.
  2. More Info - To learn more about what’s involved.
  3. No Thanks - If you’re not interested.

Thank you for being a valued customer, and we look forward to sharing your success!
Best Regards,
[Marketing Team]


Conclusion

Beyond WhatsApp - Custom Chatbot Development for Your Business Software

These 42 templates are not just limited to WhatsApp—they can also be integrated into custom chatbot solutions for your business software. Whether it’s your CRM, website, or any other custom application, our WhatsApp chatbot developers can help you design and implement personalized chatbot flows that enhance communication and improve operational efficiency.

Our expert developers can create custom chatbot solutions that.

Integrate Seamlessly with Your CRM - Automate customer interactions, lead nurturing, and data collection directly within your CRM system.

Escalate Website Engagement - Use chatbots on your website to engage visitors, answer FAQs, and capture leads in real-time.

Boost Productivity in Custom Software - Implement chatbots in your business applications to streamline internal processes, automate repetitive tasks, and provide instant support.

We work closely with you to design chatbot conversations that reflect your business needs, ensuring smooth communication across all platforms. Let us help you and your customer experience and drive business growth with AI based chatbot solutions!

“Every contact we have with a customer influences whether or not they’ll come back. We have to be great every time or we’ll lose them.” – Kevin Stirtz

Kevin S
Sr. Developer, Bizupsol

Helping Enterprise for Digitalization