WhatsApp message templates for B2B sales
Ten short WhatsApp messages for B2B reps: a first reply, a quote, a delivery update, a sample check and a polite nudge, all in a respectful tone.
By the PromptLab team6 October 20264 min read
In many markets, buyers of chemicals, packaging and industrial supplies would rather use WhatsApp than email. It is quick, they already have it open, and a short message gets a short answer. The trade-off is that it feels personal, so the tone matters more than the template.
These messages are short, polite and one idea each. No subject lines, no long blocks. They are meant to be sent from your company's WhatsApp Business number, to buyers who have contacted you or agreed to be messaged. For the wider approach, read how to sell to B2B buyers on WhatsApp.
Replying to a first message
Hello [First name], thanks for your message. This is [Your name] from [Company], and I can help with [Product]. Could you tell me the quantity and delivery location you need? I'll come back with a price today.
Use it within the hour when a new buyer writes to your Business number.
Hello [First name], thanks for writing. Our office is closed now and opens at [Time] on [Day], and I'll reply first thing. If it's urgent, you can call [Phone].
Use it when you see the message after hours.
Quotes and prices
Hello [First name], I've just emailed you quote [Quote number] for [Quantity] of [Product] at [Price] per [Unit], delivered to [Location]. It's valid until [Date]. Let me know if anything needs to change.
Use it when the formal quote is in their email and you want them to see it.
Hello [First name], for [Product] in [Pack size], the price is [Price] per [Unit] at [Quantity]. Delivery to [Location] is [Cost or "included"] and takes about [Number] days. I can send a formal quote if you'd like.
Use it for a straightforward price question. Follow up with a written quote if they go ahead.
Hello [First name], a courtesy note: our price for [Product] changes on [Date] because of [Reason]. Orders confirmed before then stay at the current price. I'll email the new price list today.
Use it for a long-standing customer. Send the formal notice by email as well, using our price increase letter templates.
Orders, samples and delivery
Hello [First name], thank you. Your order for [Quantity] of [Product] is confirmed. Dispatch is planned for [Date], with delivery on [Date]. I'll send tracking when it leaves.
Use it right after the buyer says yes.
Hello [First name], your order left our warehouse today and should reach you by [Date]. Driver: [Name], [Phone]. Please tell me if there's any problem on arrival.
Use it on the day the order ships.
Hello [First name], I hope the [Product] sample arrived safely. Once you've tried it, I'd be glad to hear how it went. A short note is enough.
Use it a few days after the sample arrives. More in our sample follow-up templates.
Following up without pushing
Hello [First name], just checking whether you've had a chance to look at quote [Quote number]. If the timing has changed, no problem: tell me and I'll check back in [Month].
Use it three or four working days after a quote, and not more than twice.
Hello [First name], thank you for the repeat order. I've put it through today. If you need a larger quantity next time, let me know early and I'll plan stock for you.
Use it to thank a repeat buyer and nudge them to plan ahead.
How to personalise them
WhatsApp rewards a human tone.
- Use the buyer's language. If they write in Spanish or Arabic, answer in it. Translate the template before you send it.
- Keep it to a few lines. If you need a table, send the quote by email and tell them on WhatsApp.
- Respect their time. Don't send voice notes unless they do, and avoid messages late in the evening.
- Message people who agreed to it. Only write to buyers who contacted you or asked for WhatsApp.
Send them from your CRM
Frequently asked questions
Is WhatsApp appropriate for B2B sales?
In many markets, yes. Buyers often prefer it for quick questions, order updates and confirmations. Use email for formal documents such as quotes and contracts, and WhatsApp to point at them.
Should I use my personal WhatsApp or a business number?
Use a business number. It keeps customer conversations off personal phones and lets a team share them. PromptLab connects your WhatsApp Business number to its Inbox.
How long should a B2B WhatsApp message be?
Two to four lines. State what you are sending or asking, give the key number, and stop. Longer content belongs in an attachment or an email.
Can I message a buyer who has not contacted me first?
Be careful. Local rules and WhatsApp's own policies apply, so write only to people who have agreed to be contacted that way. When in doubt, send an email and ask whether they would like to continue on WhatsApp.
What about Telegram?
PromptLab also supports Telegram through your company's own bot. The buyer messages the bot first. See Telegram in PromptLab.