Every salesperson has those messages they rewrite from scratch forty times a week — and write worse on the fortieth time. The templates below cover the moments that appear most often in a WhatsApp sale. Copy, adapt to your voice, and save as a quick reply: the difference shows in the response rate in the very first week.
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The five principles of a message that gets a reply
Before the templates, what makes a text work on WhatsApp. Five rules explain almost all the difference between a replied message and an ignored one.
1. One message, one question. Text with three questions gets no answers. The client reads it in the middle of something else, on their phone, and replies with whatever is easiest — or postpones.
2. Closed question instead of open. "Which time works better: Thursday at 10h or Friday at 15h?" has a much higher response rate than "When can you?". The open question transfers work to the client; the closed one asks for just one tap.
3. Context before the ask. Always remind who you are and what it’s about, even if the conversation was yesterday. The person talked to five other companies in the meantime.
4. Truly short. Four lines on a phone screen. If it goes beyond that, cut it — or send the long info in a document and use the message to introduce it.
5. No manufactured pressure. "Last chance" repeated every week teaches the client to ignore it. Urgency only works when it’s real: closing schedule, ending batch, price rising on a set date.
First contact (3 templates)
1. Lead from an ad
"Hi, [name]! This is Rafael from [company]. I saw you requested info about [service] through our ad. To give you the right price upfront: is it for [option A] or [option B]?"
Identifies, contextualizes, and qualifies in three lines. The two-option question makes the client respond effortlessly and already divides the audience between two proposal paths.
2. Customer referral
"Hi, [name], how are you? This is Camila from [company]. [Referrer] gave me your contact and said you needed [service]. Would you like me to explain how it works, or would you prefer to see prices right away?"
Referrals have the highest conversion rate of all sources — and the name of who referred, right in the first line, sustains this advantage. Without it, the message becomes a cold approach.
3. Someone who reached out and disappeared before replying
"Hi, [name]! I saw you messaged last week about [topic] and we didn’t end up talking. Does it still make sense for you? If you want, I can send you the prices now."
Acknowledges the lapse without over-apologizing and returns the decision to the client. Works much better than "we have a promotion going on."
Sending proposals (2 templates)
4. Sending the quote
"[name], I prepared your proposal based on what we discussed: [one-line summary]. Attached is the file. I highlight two points: [differential 1] and [differential 2]. We can start as soon as the week of [date]. Any questions about what’s included?"
Proposal sent without text is a proposal that becomes a forgotten file. The summary proves you listened, the two highlights guide the reading, and the date creates movement without artificial pressure.
5. Second presentation, when the proposal has cooled off
"[name], before you put this proposal away: the point that mattered most to recent clients in your situation was [specific benefit]. If price is the issue, I can show you a smaller version to start. Worth a 10-minute chat?"
Follow-up: the cadence of 3 messages
Most lost sales on WhatsApp aren’t lost due to price — they’re lost due to silence after the proposal. A simple cadence solves much of this.
6. Follow-up after 24 hours
"[name], did you get a chance to look at the proposal? If you have any questions about timing or what’s included, just message me and I’ll explain quickly."
7. Follow-up after 3 days — with new info
"[name], I thought of you: we just delivered a [similar service] to a client with the same need and the result was [concrete result]. Can I send you how it turned out?"
The rule for the second follow-up: never just ask for a reply. Bring something new — a case, info, an alternative. Repeated asking causes blocking; new info causes conversation.
8. Follow-up after 7 days — the graceful closure
"[name], I imagine now isn’t the right time. I’ll stop reaching out so I don’t bother you. If it makes sense again, just send me a message and I’ll pick up where we left off. Wishing you success!"
This is often the message that gets the most replies in the entire cadence. It removes pressure and returns control — and many people reply just to say they hadn’t given up.
Objections (2 templates)
9. "It’s expensive"
"I understand, [name]. Just to help you properly: expensive compared to another quote you received, or expensive compared to what you planned to invest now? Depending on the answer, I have different paths to propose."
Two completely different objections hide behind the same phrase. The first asks for scope comparison; the second asks for size or installment adjustment. Responding without knowing which is the case usually results in unnecessary discounting.
10. "I’ll think about it and get back to you"
"Sure, [name]! Just so I don’t bother you later: can I check in on [day] afternoon? And if you have any questions before then, just message me here."
Turns a polite goodbye into a commitment with a date. From then on, the next contact stops being insistence and becomes something agreed upon.
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Post-sale (2 templates)
11. Follow-up after delivery
"[name], it’s been a week since [delivery/service]. Is everything working as you expected? If you need any adjustments, just let me know and we’ll fix it."
12. Referral request at the right moment
"Great to hear that, [name]! One request, if it makes sense: do you know anyone going through what you went through before contacting us? If you can introduce me, I’ll take care of the rest with the same care."
The right moment is right after a spontaneous compliment — never a week later in a random message. It’s the only point in the conversation where asking for a referral sounds natural.
How to use without sounding scripted
- Rewrite in your own voice. If your team says "good morning, all good?", don’t force "dear client". A template is a structure, not a script to copy word for word.
- Save as a quick reply in the system, with variable fields marked. Time savings only exist if it’s a shortcut away — not in a document no one opens.
- Always fill in the brackets. A message arriving with "[name]" literally destroys trust instantly.
- Test one against the other. Run two texts for two weeks and compare response rates. It’s the kind of test any company can do and almost none do.
- Review every quarter. Templates age: prices change, services change, what was a differential becomes an obligation.
Mistakes that lower response rates
- Long audio on first contact. Someone who doesn’t know you won’t listen to three minutes. Audio after the conversation has warmed up, and short.
- Sending the message in five consecutive bubbles. Each bubble is a notification. Five notifications from an unknown number feel like an invasion.
- Starting with "hi, how are you?" and waiting for a reply. Wastes the only chance to say who you are and what it’s about.
- Copying email text. Email formality on WhatsApp sounds robotic or like a demand.
- Follow-up that only asks. Three "any updates?" in a row is the fastest way to get blocked.
- Not recording what was sent. Without shared history, two salespeople send the same thing — or no one sends anything.
Start with three
Don’t try to implement all twelve at once. Choose three — first contact, sending proposal, and follow-up after 24 hours — and save them as quick replies today. These three alone cover most of the volume of any WhatsApp sales operation.
After two weeks, check the response rate of each and adjust the text that’s lagging. Good messages don’t come from inspiration: they come from measured repetition, and that’s why teams that standardize text sell more than teams that improvise every conversation — not because they write better, but because they stop restarting from zero forty times a day. It’s the same logic as organizing sales on WhatsApp: turning what works into a standard.
Frequently asked questions
What is the best message for first contact on WhatsApp?
One that identifies who is speaking in the first line, reminds where the contact came from, and ends with a closed question with two options. Something like: 'Hi, [name]! This is Rafael from [company]. I saw you requested info about [service] through our ad. To give you the right price: is it for [option A] or [option B]?'. Avoid starting with 'hi, how are you?' and waiting for a reply — it wastes the only chance to introduce yourself.
How many times can I follow up without bothering?
A cadence of three messages works well in most operations: one after 24 hours, one after three days, and one after seven days. The rule to avoid bothering is that each follow-up brings something new — a similar case, an alternative, information — instead of just asking for a reply. The third message should close elegantly, returning control to the client.
How to respond when the client says it’s expensive?
First of all, find out which of the two objections it is. Ask if it’s expensive compared to another quote received or expensive compared to what the person planned to invest. The first asks for scope comparison, showing what’s included; the second asks for size or payment method adjustment. Responding without this distinction usually ends in unnecessary discounting.
Is it worth using ready messages or does it sound robotic?
It sounds robotic when the text is copied without adaptation and sent with brackets unfilled. A well-used template is a structure, not a script: it keeps the order — context, information, closed question — but uses the language your team already uses. The main gain isn’t time, it’s consistency: every client receives the same quality of contact, regardless of who attended.
Where should I store message templates?
Inside the service system, as quick replies accessible by shortcut, with variable fields marked. Templates stored in separate documents, spreadsheets, or each salesperson’s phone notes aren’t used in practice — and when they are, everyone uses a different version, which defeats the purpose of standardizing.
Templates a shortcut away
In VeyloCRM, each template becomes a quick reply with variable fields, available to the whole team — and the history shows what’s already been sent to each client.