Looking to streamline your client communication and boost engagement for your IT services business?
WhatsApp Template Messages are the perfect way to automate updates, support responses, and service notifications — all while keeping your conversations personalized and professional.
In this blog, we’re sharing 20 ready-to-use WhatsApp Template Messages for IT services business that you can directly use or customize to suit your brand tone. Whether you run a software development agency, cloud service provider, cybersecurity firm, or offer IT support, these templates are built to save you time and delight your clients.
Let’s dive in! 👇
Table of Contents
What are WhatsApp Template Messages?
Benefits of WhatsApp for IT Service Providers
20 Best WhatsApp Template Messages for IT Services Businesses
Key Points for Drafting WhatsApp Template Messages
How to Send WhatsApp Template Messages
Final Thoughts
FAQs
What are WhatsApp Template Messages?
WhatsApp Template Messages are pre-approved message formats used to send notifications or initiate conversations with users who haven’t messaged your business in the past 24 hours. These are especially useful for proactive communication like sending updates, alerts, and reminders.
With platforms like AiSensy, you can create, approve, and automate these templates with ease — and send them to thousands of users instantly.
Benefits of WhatsApp for IT Service Providers
Here’s why IT businesses are increasingly switching to WhatsApp for client engagement:
- 🔒 Secure, end-to-end encrypted messaging
- 🚀 98% open rates — way higher than email
- 🔁 Seamless automation for recurring updates
- ⏱️ Real-time communication with instant replies
- 🔧 Easier handling of onboarding, tickets, payments & alerts
20 Best WhatsApp Template Messages for IT Services Businesses
1. New Client Onboarding Message 🛠️
Welcome your client and set the tone for a smooth partnership.
Template Message:
"Hi {{name}}, welcome aboard! 👋 We’re excited to partner with you at {{business-name}}. Our team is currently setting up your account and project dashboard. You’ll receive your credentials and service access within the next 24 hours. In the meantime, feel free to reply to this message if you have any questions or preferences to share. Let’s build something great together! 🚀"
2. Consultation Booking Confirmation 📅
Confirm booked consultations or tech assessments clearly and professionally.
Template Message:
"Hi {{name}}, your consultation with our IT expert {{agent-name}} is confirmed for {{date}} at {{time}}. 📍 Location: {{location}} 🔗 Join via Zoom: {{meeting-link}} If you’d like to reschedule or need help preparing for the call, feel free to reply here."
3. Service Renewal Reminder 🔄
Remind clients when their software license or subscription is about to expire.
Template Message:
"Hi {{name}}, a quick reminder that your subscription for {{service-name}} is expiring on 📅{{expiry-date}}. To avoid any interruptions in service, we recommend renewing it at the earliest.⚠️ Click below to renew instantly.
Still got questions? We're ready to assist you.
[CTA Button]: Renew Now"
4. Scheduled Maintenance Alert ⚙️
Notify clients of upcoming system downtimes or upgrades.
Template Message:
"Hi {{name}}, please note that we’ll be conducting scheduled maintenance on your systems on {{maintenance-date}} from {{start-time}} to {{end-time}}. During this time, certain services may be temporarily unavailable. We’ll keep you updated and notify you as soon as everything’s back online. Thank you for your understanding and continued trust in {{business-name}}."
5. Security Alert Notification 🔐
Immediately inform users of any detected security threats.
Template Message:
"🚨 Important Alert: We’ve detected suspicious activity on your account, {{name}}. We recommend changing your password immediately and enabling 2-Factor Authentication (2FA). If you didn’t initiate any recent changes, please reply to this message or contact our security desk at {{support-contact}}. Your security is our top priority. Stay safe! 🔒"
6. Support Ticket Status Update 🛠️
Keep clients informed about the progress of their support requests.
Template Message:
"Hi {{name}}, your support ticket (ID: {{ticket-id}}) has been updated. 🔧 Current Status: {{status}} 📝 Last Comment: '{{comment}}' You can track the ticket and respond here: {{ticket-link}} Let us know if anything else is needed — we’re on it!"
7. Project Milestone Update 📊
Update clients on key project achievements and what’s next.
Template Message:
"Hi {{name}}, great news! We’ve successfully completed the {{milestone-name}} milestone of your project: '{{project-title}}'. Here’s what we accomplished: ✅ {{task-1}} ✅ {{task-2}} Up next: {{next-step}} Estimated completion: {{timeline}} We’ll keep you posted on further progress!"
8. Payment Confirmation Message 💳
Confirm receipt of client payments and share invoice info.
Template Message:
"Hi {{name}}, we’ve received your payment of ₹{{amount}} for {{service-name}}. Transaction ID: {{transaction-id}} Date: {{date}} Thank you for your timely payment! If you need the invoice or a receipt, just reply to this message and we’ll send it right over."
9. Trial Expiry Reminder 🧪
Nudge free trial users to upgrade before access ends.
Template Message:
"Hey {{name}}👋, your free trial for {{product-name}} is ending on {{expiry-date}}. To keep using our services without any breaks, upgrade your plan. Need help deciding? 🤔 Reply 'Help' and we’ll guide you through your options.
[CTA Button]: Upgrade Now
[CTA Button]: Help"
10. Account Manager Introduction 👨💼
Introduce your client to their dedicated point of contact.
Template Message:
"Hi {{name}}👋, I’m {{manager-name}}, your account manager at {{business-name}}. I’ll be your go-to person for any questions, issues, or updates related to your services. You can reply to this message anytime — I’m here to help! Looking forward to working closely with you."
11. New Feature Announcement 🚀
Inform users when you roll out a new feature or tool.
Template Message:
"Exciting news, {{name}}! We’ve just launched a new feature: {{feature-name}} 🚀 Now you can: ✔️ {{benefit-1}} ✔️ {{benefit-2}} ✔️ {{benefit-3}} Want to try it out? Tap below to access it now:
[CTA Button]: Explore Feature"
12. Feedback Request 🙋♂️
Ask for feedback after a service interaction or project phase.
Template Message:
"Hi {{name}}, how was your recent experience with our team? Your feedback helps us improve and deliver even better service. It’ll only take 30 seconds! Thanks in advance for your time 🙏
[CTA Button]: Leave Feedback"
13. Invoice Delivery Message 🧾
Share invoices quickly via WhatsApp.
Template Message:
"Hi {{name}}, here’s your invoice for {{service-name}}: 📄 Invoice ID: {{invoice-id}} 💰 Amount: ₹{{amount}} 📅 Due Date: {{due-date}}. Let us know if you have any billing questions.
[CTA Button]: Download Invoice "
14. New Service Launch 📣
Promote newly launched services or packages.
Template Message:
"Introducing {{new-service-name}} – our latest offering for businesses like yours! It’s designed to help you {{value-prop}}, without the hassle. Want to see it in action? Book a free walkthrough below:
[CTA Button]: Book Demo"
15. Migration Completed Message 🔁
Notify users after successful migration or deployment.
Template Message:
"Hi {{name}}, your system migration to {{platform-name}} is now complete ✅ All data and configurations have been transferred successfully. You can log in and resume operations from here: {{login-link}} Need help exploring the new environment? We’d be happy to assist!"
16. Monthly Performance Report 📈
Send summary reports to showcase service performance.
Template Message:
"Hi {{name}}, here’s your monthly service performance summary for {{month}}: 📊 Uptime: {{uptime}}% 🛠️ Support tickets resolved: {{tickets-resolved}} ⚡ Avg. response time: {{avg-response-time}} mins. Want a detailed report? Reply 'PDF' and we’ll send it to your inbox."
17. Post-Demo Follow-up 💬
Keep leads warm after product demos or walkthroughs.
Template Message:
"Hi {{name}}, thanks for attending the demo with {{agent-name}} earlier today! We hope you got a clear picture of how our solution can support your business. If you have any follow-up questions or would like a customized proposal, just reply here. Let’s take the next step together 🚀"
18. Weekly Tips / Best Practices 🧠
Share helpful tips or reminders to build trust and engagement.
Template Message:
"Tech Tip Tuesday 💡 Hey {{name}}, here’s a quick tip to keep your systems secure this week: 👉 Always update third-party apps & plugins — outdated software is a hacker’s favorite entry point. Need a full security audit? We’re just one message away."
19. Website Chat to WhatsApp 📲
Prompt website visitors to chat on WhatsApp.
Template Message:
"Have a question or need support? We’re online right now! Click below to start chatting with our IT specialists on WhatsApp.
[CTA Button]: Chat with Us"
20. Cross-Sell or Upsell Offer 📦
Pitch an additional service that complements the user’s current plan.
Template Message:
"Hi {{name}}, since you’re using our {{current-plan}}, you might benefit from our {{recommended-service}} too. It’s built to {{service-benefit}} and integrates seamlessly with your existing tools. Want a free trial?
[CTA Button]: Start Trial"
Key Points for Drafting WhatsApp Template Messages
Each template message is carefully reviewed by WhatsApp to ensure it complies with the WhatsApp Message Template guidelines. Here are a few key points to keep in mind:
- You can Use *Bold*, _Italics_, ~Strikethrough~ in the template text along with emojis to make it more effective.
- Ensure the message formatting is correct; otherwise, WhatsApp may reject the template.
- Add Call-to-Action or Quick Reply buttons, keeping the button text within the 20-character limit.
- Use emojis to add a personal touch to your messages🚀.
How to Send WhatsApp Template Messages
Want to send WhatsApp Template Messages? You’ll need a trusted WhatsApp Partner like AiSensy to make it happen.
AiSensy is a powerful WhatsApp Business API-based marketing platform. Here’s what you can do with AiSensy:
🚀 Broadcast messages to unlimited users — who have opted in.
🔐 Automate transactional notifications — worry-free, with end-to-end encryption.
💬 Chat 1:1 with customers to answer queries in real time.
🤖 Build chatbots with zero coding using the intuitive drag & drop interface.
🎯 Run retargeting campaigns on WhatsApp to reconnect with specific audiences.
📣 Launch Click-to-WhatsApp ads that drive instant conversations.
AiSensy makes sending WhatsApp Template Messages effortless while helping you grow and engage your audience. Ready to get started?
Final Thoughts
These WhatsApp Template Messages for IT Services Providers are your secret weapon for building trust, staying top-of-mind, and speeding up the sales cycle. Whether you’re managing multiple listings or just trying to stay organized, these templates help you do it all — at scale and with a personal touch.
Start using WhatsApp Template Messages for IT Services businesses today and convert more leads into happy clients!
WhatsApp Template Message FAQs
WhatsApp Template Messages are pre-approved messages that businesses use to communicate with users outside the 24-hour customer service window. These messages can serve various purposes, such as sending promotional content, product updates, abandoned cart reminders, or festive greetings.
Yes, every WhatsApp Template Message must be approved by WhatsApp before use. The review process ensures the content adheres to WhatsApp's policies and is free from errors, including grammatical mistakes.
No, once a WhatsApp Template Message is approved, you cannot modify it. However, dynamic values within the template can be updated when the message is sent.
WhatsApp Template Messages support text, images, files, and videos. However, text must always be included, meaning media alone cannot be sent as a template message.
WhatsApp prohibits spamming and harmful content. Businesses cannot send messages containing threatening language, promotions of harmful products (e.g., alcohol), or any form of abuse or harassment.