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    WhatsApp Messaging

    WhatsApp Message Templates

    Whatsapp Messaging

    WhatsApp Message Templates

    WhatsApp requires pre-approved message templates for any outbound messages sent outside the 24-hour conversation window. Templates must be submitted for approval and meet WhatsApp's content policies before they can be used.

    Understanding Templates

    WhatsApp enforces a template system for business messaging:

    • Within 24 hours of a contact's last message, you can send free-form messages without templates.
    • After 24 hours, you must use an approved template to re-initiate contact.
    • Templates are reviewed and approved by WhatsApp (typically within 24 to 48 hours).
    • Rejected templates must be edited and resubmitted for approval.

    Creating a Template

    Step 1:Navigate to Settings > WhatsApp > Message Templates.
    Step 2:Click "Create New Template."
    Step 3:Select a template category (Marketing, Utility, or Authentication).
    Step 4:Enter a template name (lowercase, no spaces, use underscores).
    Step 5:Select the language for the template.
    Step 6:Write the template body text. Use double curly braces for variables (e.g., "Hello {{1}}, your appointment is on {{2}}").
    Step 7:Add an optional header (text, image, video, or document).
    Step 8:Add optional quick reply buttons or call-to-action buttons.
    Step 9:Submit the template for WhatsApp approval.

    Template Categories

    • Marketing: Promotional messages, offers, and newsletters. These have the highest likelihood of being reviewed carefully.
    • Utility: Transactional messages like appointment confirmations, shipping updates, and account notifications. These are approved more quickly.
    • Authentication: One-time passwords and verification codes. These have specific format requirements.

    Template Approval Process

    • After submission, WhatsApp reviews your template for compliance with their business policies.
    • Approval typically takes between a few hours and 48 hours.
    • Approved templates show a green "Approved" status and are ready to use.
    • Rejected templates show a red "Rejected" status with a reason. Edit and resubmit as needed.
    • Common rejection reasons include promotional language in utility templates, missing variable placeholders, or content that violates policies.

    Tip: Create a library of templates for your most common outbound messages: appointment reminders, follow-ups, booking confirmations, and thank-you messages. Having approved templates ready means you can always reach contacts on WhatsApp regardless of the conversation window.

    Need more help? Contact Lead Fuel CRM support for personalized assistance.

    Have a question or want to connect with other Lead Fuel users? Join the Lead Fuel VIP Facebook Group

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