WhatsApp for Sales: 9 Templates Every Indian SMB Should Copy

Why WhatsApp, not just calls

Most Indian buyers will not pick up an unknown number on the first try. They will read a WhatsApp message from the same number within minutes. This is not a preference — it is how phones are used here.

WhatsApp also leaves a record. Every price you quoted, every date you promised, every brochure you sent sits in the chat. Your buyer can re-read it, forward it to a family member, or refer back when they are ready. A call ends; a message stays.

There is a practical split to understand. Personal WhatsApp works for one rep and a handful of buyers. The moment you want your team to respond from one business number, share conversations, or send templates at scale, you need WhatsApp Business API (WABA). Templates require approval from WhatsApp, but in return you get reliable delivery, verified branding, and message flows that do not get your number banned.

Cratio's WhatsApp Inbox sits on top of WABA. Your whole team replies from one business number. Every conversation is visible, assignable, and tied back to the lead record. No more chats trapped on a single rep's phone.

How to use these templates

Treat every template below as a starting point, not a final script. Replace the bracketed fields — [BUYER_NAME], [PRODUCT/PROPERTY], [PRICE], [REP_NAME] — with your own. Keep the tone, change the specifics.

Once you have a version that works, save it inside Cratio's WhatsApp Templates. Submit it for WABA approval once. From then on, any rep on your team can fire it from the CRM in two taps, with the buyer's name and lead details already filled in. No copy-paste, no typos, no off-brand wording.

The 9 templates

Template 1: Immediate first response (within 2 minutes)

Context: Send the moment a lead comes in from Housing, 99acres, Facebook, your website form — any source. Speed is the single biggest factor in whether a lead converts.

Hi [BUYER_NAME], this is [REP_NAME] from [COMPANY]. Thank you for your interest in [PRODUCT/PROPERTY]. I'll call you in the next 2 minutes on this number to understand your requirement better. If you're busy, reply here and I'll share details on WhatsApp. My direct number is [REP_NUMBER].

Use when a new lead enters your pipeline. Pair it with a call attempt — the message softens the cold ring.

Template 2: After the first call — sending details

Context: Right after you hang up. The buyer is warm, they remember the conversation, and they are expecting something from you.

Thank you for speaking with me, [BUYER_NAME]. As discussed, I've attached the [catalogue / pricing sheet / property brochure] for [PRODUCT/PROPERTY]. Let me know if you have any questions — happy to clarify on WhatsApp or call.

Use within 10 minutes of ending the call. Any longer and the urgency fades.

Template 3: Day-2 follow-up (no response yet)

Context: The buyer did not reply to your first message and did not take your call. Do not assume they are not interested — they may just be busy.

Hi [BUYER_NAME], following up on your enquiry for [PRODUCT/PROPERTY]. Would a quick 5-minute call at [SPECIFIC_TIME] today work for you? If that's not convenient, just reply with a time that suits.

Use on day 2 if there has been silence. Offering a specific slot gets a faster yes or no than "when are you free".

Template 4: Week-1 follow-up (staying top of mind)

Context: The buyer spoke to you once, showed some interest, but has not moved forward. They are comparing, thinking, or waiting on something.

Hi [BUYER_NAME], a quick update on [PRODUCT/PROPERTY] — [new pricing / new batch opening / construction milestone / limited unit]. Thought you'd want to know given your earlier interest. Let me know if you'd like to discuss.

Use once a week, maximum. Always lead with something new and useful — never "just checking in".

Template 5: Re-engagement (lead went cold, 3–4 weeks)

Context: The buyer stopped responding weeks ago. You are not chasing a sale here — you are checking reality.

Hi [BUYER_NAME], it's been a few weeks since we last spoke about [PRODUCT/PROPERTY]. Just checking — has your requirement changed, or have you already decided? Either answer is completely fine, just want to close the loop.

Use when a lead has been silent for 3 to 4 weeks. Giving them permission to say no often gets you a real conversation instead.

Template 6: Appointment confirmation

Context: A site visit, demo, or meeting is scheduled. Reduce no-shows by sending a clear confirmation.

Hi [BUYER_NAME], confirming our appointment on [DATE] at [TIME] for [site visit / demo / meeting] at [LOCATION or VIDEO_LINK]. I'll be there — my number is [REP_NUMBER] if you need to reach me. Kindly confirm with a "Yes" so I can block the slot.

Use 24 hours before the appointment, and again 2 hours before if you have had no reply.

Template 7: Post-site-visit / post-demo follow-up

Context: Within 2 hours of the visit or demo, while everything is still fresh.

Thank you for visiting [PROPERTY/OFFICE] today, [BUYER_NAME]. Based on our conversation, it looked like [SPECIFIC_FEATURE_THEY_LIKED] and [SECOND_FEATURE] stood out for you. I'll send across the [detailed quote / pricing comparison / EOI form] shortly. Do share any questions that come to mind.

Use the same day, within 2 hours. Mentioning what they responded to shows you listened.

Template 8: Payment reminder / next-step nudge

Context: The buyer has said yes in principle, but paperwork, token payment, or documentation is pending.

Hi [BUYER_NAME], just a friendly reminder — we're still waiting on [token amount / KYC documents / agreement signing] to move [PRODUCT/PROPERTY] forward. Happy to help you with the process, or have someone from my team walk you through it. Should we wrap this up [TODAY / TOMORROW]?

Use 48 hours after the verbal commitment. Stay warm — the sale is already won; do not cool it off with pressure.

Template 9: Referral request

Context: After a successful close. The buyer is happy, the memory is recent, and your brand is positive in their mind.

Congratulations again on [PURCHASE / DEAL], [BUYER_NAME]. It was a pleasure working with you. If any of your friends or family are looking for something similar, I'd be genuinely grateful if you passed my number along. No pressure at all — only if it feels right.

Use 2 to 4 weeks after the close, once the buyer has settled in. Referrals from the first 90 days are the highest-converting leads you will ever see.

Setting up templates in Cratio's WhatsApp Inbox

Create each template once inside Cratio. Fill in the bracketed fields as WABA-approved variables. Submit for approval — usually done within a day. After approval, the template is available to every rep, on every device, from inside the lead record.

The shared inbox is the part that changes how teams work. Every buyer conversation is visible to managers and handover-ready. If a rep goes on leave, the next rep picks up the thread without asking "what did you discuss last time" — it is right there in the chat.

WhatsApp Automation takes Template 1 off your to-do list entirely. The moment a new lead is assigned, Cratio sends the first-response template automatically. Your rep's 2-minute call is now a follow-up to a message that already landed, not a cold ring.

For warm lists that have gone quiet — last year's enquiries, old site visitors, dropped trials — WhatsApp Campaigns lets you send an approved template to a segmented list. Done once a fortnight, this alone revives leads that a calling team would never have time to re-touch.

The rules: what WhatsApp won't deliver

WABA has two modes. Understanding the difference will save you a lot of frustration.

The 24-hour window opens the moment a buyer messages you. Inside this window you can reply with anything — free-form text, media, voice notes — no template needed. Use this for real conversations.

Outside the 24-hour window, or when you are reaching out first, you must use an approved template. This is why Templates 1, 3, 4, 5, 6, 8, and 9 exist in the first place — they are the opener or the re-opener. Templates 2 and 7 usually fall inside an open window because the buyer just spoke to you.

Practical rule: if your buyer has not messaged you in the last 24 hours, use a template. If they have, just reply normally.

Getting started

Every template above lives in Cratio's WhatsApp Templates library the moment you save it. Pro plan includes the WhatsApp Inbox, Templates, and Automation, alongside the full CRM — ₹599 per user per month on annual billing.

Start with a 14-day free trial, no credit card. Load these nine templates, submit for approval, and put your first-response automation live in an afternoon.