WhatsApp Template Message Guide

This is a complete guide on what are Template Messages & how to create WhatsApp Template messages easily using AiSensy. 

What exactly are WhatsApp Template Messages?

If you're using WhatsApp Business API, to initiate a conversation with a user, you need to send WhatsApp Message templates approved by WhatsApp. 

You can create WhatsApp Templates for Promotional Offers, Order Confirmation, Abandoned Cart recovery, Product Launches, Weekly Newsletters & much more depending on your Industry. 

 Now, each template message goes under the careful eye of WhatsApp to ensure that it fits the WhatsApp Message Template Guidelines

WhatsApp Template Messages help you Spark 3x-5x more engagement by initiating conversations with users. 


Well, Messages sent on WhatsApp have ๐Ÿ‘‡ 

Steps to create WhatsApp Template Messages with AiSensy

  • 1

    Go to manage

    Go to Manage ๐Ÿ‘‰ Template Message and click on the โ€œ+ Newโ€ button on the top right corner. 

    You can also choose a pre-approved Template message from the WhatsApp Template Message Library and submit it for approval. 

    Go to template messages
  • 2

    Fields you need to fill!


    Following are the fields and the format of the input text โ€“

    1. Template Category*

    2. Template Type*

    3. Template Language*

    4. Template Name*

    5. Template Format*

    6. Interactive Actions (Optional)

    Let's dive deep into how you need to fill each of these fields ๐Ÿ‘‡ 

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  • 3

    Select Template Message Category

    Given the pricing update coming to WhatsApp API starting June 1, 2023, templates in AiSensy will now be classified under Utility, Authentication & Marketing.

    1. Utility - Transaction-focused messages used to confirm/ cancel a transaction or a subscription.
    2. Authentication - OTPs & login code messages used to authenticate a user.
    3. Marketing - All messages that relate to a business's products & services (except for transactional messages)
    Template category new
  • 4

    Choose Template Message Type & Language


    Template Type- Specify the type of WhatsApp Message you want to send. It can be TEXT, IMAGE, VIDEO & FILE. The template type needs to be sent with the message for approval. 

    If media type is chosen, don't attach a sample!

    You cannot just send images. You must add text along with the images, videos or files you want to send. 

    Template Language- English is the default Template Message language. You can choose the language of your WhatsApp template message from all the global languages and vernacular as well. 

    For each template message, you can only pick one language.

    Template type & language
  • 5

    Name the WhatsApp Template Message

    Template Name- It is the unique name you need to give to the Template message.  

     FORMAT โ€“ The template name can only be in lowercase alphanumeric characters and underscores. Special characters and white spaces are not allowed. 

    Template name
  • 6

    Add the Template Message Format

     The template format is your WhatsApp template message content. The template message can have various dynamic values, unique to every user such as Name, OTP Number, Order ID, Payment Links etc. 

    These dynamic values are depicted by {{1}}, {{2}}, {{3}} and so on and so forth as shown in the image on the right.

    If you want to make some text bold, use the same rules applied in the WhatsApp App โ€“ putting asterisks (*) at the start and end of the phrase (*Bold Text*) and underscores for Italics (_Italics Text_).

    FORMAT โ€“ The template message can be non-promotional but should not be more than 1024 characters.

    Template format
  • 7

    Add Interactive Actions

    There are two types of Interactive Actions you can add to your message:

    1. Call to Action

    2. Quick Replies

    You can either add "CTAs" or a "Quick Replies" to a WhatsApp Template Message. You can't have both in one Template Message.

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  • 8

    Call to Actions

     There are 2 types of Call to Action buttons:

    1. URL- URL must begin with 'https://' & have a valid domain name

    2. Phone Number- The phone number should include the country code

    A template message can have a URL or a Phone Number or a URL & a Phone Number both as it's Call to Action.   

    Add call to actions
  • 9

    Quick Replies

    Quick Replies are canned responses that allow your users to reply with the click of a button. Using these, you're more likely to receive a response from customers

    There can be a maximum of 3 Quick Replies that can be sent with a template message (limitation by Facebook itself) and can have a maximum of 20 characters. 

    Add Quick Replies
  • 10

    Edit & Submit

    Finally, proofread the template message for mistakes or grammar errors before clicking the submit button. Once submitted, you can't make changes to the same WhatsApp Template Message.  

    Once you're sure the message is ready to be reviewed, click 'Submit'.

    Submit for approval (1)
  • 11

    Sync with WhatsApp to know approval status

    WhatsApp Template Messages typically take 1 minute - to 24 hours to get approved!

    After submitting template messages, hit the "sync with WhatsApp" button to update the status of the Template Message after submitting. 

    If it still doesn't show, refresh the tab once & then check the approval status. 

    Sync status

Types of WhatsApp Template Messages

 There are multiple types of WhatsApp Template Messages you can create. These include:

1. Simple Text/Media-based WhatsApp Template Message - You can include text, images, videos & other rich media in Template Messages. 

2. WhatsApp Template Message with CTA Buttons - Using WhatsApp Business API-based platform AiSensy, create Template Messages with Clickable Buttons. Add Links or Mobile Number to make your Templates more actionable. 

3. WhatsApp Template Message with Quick replies - Quick Replies are buttons which allow your users to send a message without typing it out.ย 

E.g. For taking customer feedback, you can add Quick Replies at the end of the message such as, "I am very happy", "I am Satisfied", "Not Happy"

WhatsApp Template Message Examples

Here are references of how Businesses are using WhatsApp Templates to 3x their sales and automate important Business Updates

  • Whatsapp abandoned cart use case
  • College application completion reminder sent on whatsapp
  • WhatsApp Template Message for Feedback + offer strategy whatsapp business api use case (1)
  • Sample WhatsApp Business Message Template
  • Sample WhatsApp Business Message Template
  • Sample WhatsApp Business Message Template for Hotel Booking Confirmation

Broadcast Promotional Messages (Officially)


Well, WhatsApp recently allowed Businesses to Broadcast and Automate Promotional Messages via Whatsapp Business API

You can Now create promotional WhatsApp template Messages & Send Exciting Offers, Discount Coupon codes and Festival Wishes to boost your sales 3x.

We have created 100+ pre-approved High-converting WhatsApp Templates which you can view in the link below ๐Ÿ‘‡  

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Key Points while drafting WhatsApp Template Messages

  1. You can Use *Bold*, _Italics_, ~Strikethrough~ in the template text along with emojis to make it more effective.
  2. The formatting of the message should be correct otherwise WhatsApp rejects the message.
  3. You can add Call to Actions or Quick Reply Buttons in a message with a character limit of 20 characters.ย 
  4. It's recommended that you don't use a URL shortener while adding links.ย 
  5. You can use emojis to personalize your messages.ย 

WhatsApp template Message FAQs