WhatsApp Business Message Templates: 30+ Examples for UK SMBs

If you run a small business in the UK, you already know that customers expect fast replies. WhatsApp Business message templates let you respond in seconds rather than minutes — without typing the same thing over and over again.

Whether you are a plumber confirming a call-out, a salon sending appointment reminders, or a landscaper chasing a quote approval, the right templates save you time and make your business look professional.

Below you will find 30+ ready-made WhatsApp Business message templates you can copy, customise, and start using today.

What are WhatsApp Business message templates and why do they matter?

A message template is a pre-written message you can reuse across conversations. Instead of typing out the same greeting, quote follow-up, or payment reminder from scratch each time, you tap a template and send it in seconds.

There are two levels to this:

• WhatsApp Business app (free) — offers quick replies, a single greeting message, and an away message.
• WhatsApp Business API — lets you create unlimited custom templates with placeholders, buttons, and media. Templates must be submitted to Meta for approval before use.

For most UK sole traders and small teams, the free app's quick replies are a brilliant starting point. If you are scaling up or want to automate messages through a platform like Line, the API gives you far more flexibility.

Quick replies vs message templates (API) — what is the difference?

It is easy to confuse the two, so here is a quick breakdown:

Quick replies are shortcuts in the free WhatsApp Business app. You type a message once, assign it a shortcut (like /greeting), and recall it by typing that shortcut. They are stored on your device and only you can see the shortcuts.

Message templates (API) are pre-approved messages stored on WhatsApp's servers. They can include dynamic placeholders like {{1}} for a customer's name or {{2}} for a date. They are required when you want to start a new conversation with a customer after the 24-hour messaging window has closed.

If you are just getting started, quick replies are the way to go. As your business grows, moving to the API (through a provider like Line) unlocks automation, team access, and richer templates.

Greeting message templates

Your greeting message is the first thing a customer sees when they message you on WhatsApp. Make it count.

1. General business greeting

Hi [Customer Name], thanks for getting in touch with [Business Name]! We typically reply within 30 minutes during business hours (Mon–Fri, 8am–6pm). How can we help you today?

2. Trades and home services

Hello! Thanks for messaging [Business Name]. We cover all areas of [Service Type] across [Area]. Let us know what you need and we will get back to you with a quote as soon as possible.

3. Salon or beauty business

Hey [Customer Name]! Welcome to [Salon Name]. We would love to get you booked in. Let us know what treatment you are after and your preferred date, and we will check availability for you.

4. Retail or e-commerce

Hi there! Thanks for messaging [Business Name]. Whether you have a question about an order or want to know about availability, we are here to help. Just let us know what you need.

5. Professional services

Hello [Customer Name], thank you for contacting [Business Name]. We will review your message and get back to you within one working day. If your matter is urgent, please call us on [Phone Number].

Away message templates

Set expectations when you are out of hours or unavailable.

1. Standard out-of-hours

Thanks for your message! We are currently closed and will be back online at [Time] on [Day]. We will reply to your message as soon as we are back. If it is urgent, please call [Phone Number].

2. Weekends and bank holidays

Hi! We are closed for the weekend / bank holiday and will return on [Day]. Your message is important to us — we will get back to you first thing. Cheers!

3. Sole trader (one-person business)

Hey, thanks for getting in touch. I am currently on a job and unable to reply straight away. I will get back to you this evening or first thing tomorrow. Cheers, [Your Name].

4. Holiday or extended leave

Hi there! We are on annual leave from [Start Date] to [End Date]. We will reply to all messages when we return. For emergencies, please contact [Alternative Contact]. Thanks for your patience!

Quote and estimate follow-up templates

Chasing quotes is one of the biggest time sinks for tradespeople and service businesses. These templates make it effortless.

1. Sending a quote

Hi [Customer Name], thanks for asking us to quote on [Job Description]. Based on our visit/your photos, we estimate the work at £[Amount] (exc. VAT). This covers [Brief Scope]. The quote is valid for 30 days. Happy to answer any questions — just reply here.

2. Following up on an unanswered quote

Hi [Customer Name], just a quick follow-up on the quote we sent on [Date] for [Job Description] (£[Amount]). Wanted to check if you had any questions or if you would like to go ahead. No pressure at all — just let us know either way.

3. Quote accepted — confirming next steps

Brilliant, thanks for confirming [Customer Name]! We have pencilled you in for [Date/Time]. We will send a reminder the day before. If anything changes, just drop us a message. Looking forward to it.

4. Quote expired

Hi [Customer Name], hope you are well. The quote we sent on [Date] for [Job Description] has now expired. If you are still interested, we are happy to put together an updated quote for you. Just let us know!

Appointment confirmation and reminder templates

Reduce no-shows and keep your diary running smoothly.

1. Appointment confirmation

Hi [Customer Name], your appointment with [Business Name] is confirmed for [Date] at [Time]. Address: [Location]. If you need to reschedule, please let us know at least 24 hours in advance. See you then!

2. Day-before reminder

Just a friendly reminder that your appointment with [Business Name] is tomorrow, [Date] at [Time]. If you need to change anything, please reply to this message. Looking forward to seeing you!

3. Same-day reminder (trades)

Morning [Customer Name]! Just confirming we will be with you today between [Time Window] at [Address]. The engineer/tradesperson's name is [Name]. If there are any access instructions, please let us know. Cheers!

4. Rescheduling

Hi [Customer Name], unfortunately we need to reschedule your appointment originally booked for [Date]. We apologise for any inconvenience. Could you let us know if [Alternative Date 1] or [Alternative Date 2] works for you?

Payment and invoice templates

Get paid faster with polite, clear payment messages.

1. Invoice sent

Hi [Customer Name], thanks again for choosing [Business Name]. Your invoice for £[Amount] is attached / has been sent to your email. Payment is due by [Due Date]. You can pay by bank transfer to: [Sort Code] / [Account Number], ref: [Invoice Number]. Any questions, just ask!

2. Payment reminder

Hi [Customer Name], just a gentle reminder that invoice [Invoice Number] for £[Amount] was due on [Due Date]. If you have already paid, please ignore this — thank you! If not, we would appreciate payment at your earliest convenience. Let us know if you have any queries.

3. Payment received — thank you

Hi [Customer Name], we have received your payment of £[Amount] — thank you! It has been a pleasure working with you. If you need anything in the future, do not hesitate to get in touch. Have a great day!

Review request templates

Reviews are gold dust for local businesses. Ask at the right moment and you will get them.

1. Simple review request

Hi [Customer Name], thanks for choosing [Business Name]! If you were happy with the work, we would really appreciate a quick Google review — it makes a huge difference for small businesses like ours. Here is the link: [Review Link]. Thank you!

2. Review request after job completion

Hi [Customer Name], hope you are pleased with the [Job Description] we completed on [Date]. If you have a spare minute, a short review on Google would mean the world to us: [Review Link]. Thanks so much for your support!

3. Review request with a personal touch

Hey [Customer Name], [Your Name] here from [Business Name]. It was great working on your [Job Description]. If you are happy with everything, I would be really grateful if you could leave us a quick review: [Review Link]. Every review helps us keep doing what we love. Cheers!

Job completion and follow-up templates

Stay in touch after the work is done — it builds repeat business and referrals.

1. Job completed

Hi [Customer Name], just to confirm that [Job Description] at [Address] is now complete. If you spot anything you are not 100% happy with, please get in touch within the next 7 days and we will sort it out. Thanks for choosing [Business Name]!

2. Follow-up check-in (1 week later)

Hi [Customer Name], just checking in to make sure everything is still looking good after the [Job Description] we completed last week. Any issues at all, just let us know. We are always happy to help!

3. Repeat business nudge

Hi [Customer Name], hope you are well! It has been [Time Period] since we [Job Description] for you. Just a heads-up — we recommend [Maintenance Tip / Follow-Up Service] around this time. Would you like us to pop round for a quick check? Just reply and we will get you booked in.

Seasonal and promotional templates

Drive business during quieter periods or peak seasons. Remember: if you are using the API, marketing templates require customer opt-in.

1. Seasonal offer

Hi [Customer Name]! With [Season] coming up, we are offering [Discount]% off [Service] when you book before [Date]. Spaces are limited — reply YES to book your slot. Terms apply. [Business Name]

2. Referral programme

Hi [Customer Name], thanks for being a loyal [Business Name] customer! Know someone who could use our services? Refer a friend and you both get £[Amount] off your next booking. Just share our number or ask them to mention your name. Cheers!

3. New service announcement

Hi [Customer Name], exciting news from [Business Name]! We now offer [New Service] alongside our existing [Existing Services]. Introductory pricing available until [Date]. Reply to find out more or book in.

4. End-of-year thank you

Hi [Customer Name], just a quick note from [Business Name] to say thank you for your custom this year. We really appreciate it. Wishing you a wonderful festive season and a happy New Year! We will be back on [Return Date] if you need us.

Tips for writing effective WhatsApp messages

Even the best template falls flat if the message is poorly written. Keep these principles in mind:

Keep it short

WhatsApp is not email. Aim for 3–5 short sentences per message. If you need to share detailed information, attach a PDF or link to a webpage rather than writing a wall of text.

Use the customer's name

Personalisation matters. A message that starts with "Hi Sarah" feels very different from "Hi there". If you are using the API, dynamic placeholders make this effortless.

Include a clear call to action

Every message should make it obvious what you want the customer to do next. Reply YES to confirm. Tap the link to leave a review. Let us know if you have any questions. Do not leave them guessing.

Match your tone to your brand

If you are a friendly, informal business, write like you speak. If you are a solicitor or accountant, keep it professional. The key is consistency — your WhatsApp messages should sound like the rest of your communications.

Proofread before saving

Typos and grammar mistakes undermine trust. Read your template out loud before you save it. If something sounds clunky, rewrite it.

Getting templates approved (API template approval process)

If you are using the WhatsApp Business API through a provider like Line, your message templates need to be approved by Meta before you can use them. Here is how the process works:

Manage your WhatsApp messages alongside everything else

Templates are only half the battle. To really save time, you need all your customer messages — WhatsApp, SMS, and calls — in one place.

Line gives you a UK business number with WhatsApp, SMS, voice calls, and a shared team inbox. No juggling multiple apps or missing messages because they came through the wrong channel. Pricing starts at just £1.70/mo with no contracts and no hardware needed.

Back to the complete WhatsApp guide