How to a Send Formal Message on WhatsApp?

Wondering How to send a formal message on WhatsApp? Sending formal messages on WhatsApp is similar to sending welcome messages that you send to your customers. WhatsApp is considered a popular messaging tool used for communication these days. Communicating with these customers plays a very important role in any business’s growth. In every growth and development strategy of businesses, WhatsApp is considered a significant tool for communicating with potent customers. 

Formal messages or greeting messages allow you to make a better or good impression on customers’ icons even if they contact you after business hours. Using formal messages on WhatsApp helps build strong customer relationships even after office hours.

Now you must think about what actually are formal messages, how to send those Formal messages on WhatsApp, and much more. Then hold on, because I have answers to all your questions. In this article, we will discuss everything you need to know about sending formal messages on WhatsApp. So let’s get started. 

Before learning about sending a formal message on WhatsApp, let’s understand What Formal messages actually are. Texting is an intimate process that is personal and informal between two people. Here formal texts are used by businesses to exchange information about products, services, missions, or news. For businesses sending a formal message can help leverage the personal nature of messages. It becomes important to strike the balance of tone of those messages.  

Why do you need to use WhatsApp for sending formal messages?

Customers, but not all users, pay attention when official messages are sent on WhatsApp. As a result, it is advised to develop several formal message kinds according to the location, time, and date of use. By doing this, organizations may increase message response rates and improve user experience, brand perception, and customer service.

You may get several advantages and assist in achieving the following goals by sending the proper message at the appropriate time:

  1. Speed up reaction time.
  2. increase client satisfaction.
  3. Boost client happiness by providing them with the appropriate information.
  4. Respond to clients if you can’t be reached during business hours.
  5. obtain potential customers.

Using formal messages for sending to customers on WhatsApp may have several other advantages:

They check user behaviour –  You must acknowledge getting a message in order to show customers that you don’t ignore them.

They leave a good first impression –  A cheerful greeting message will set a positive tone for your customer discussions.

They shorten response times – 88% of customers want brands to respond to their inquiries within an hour. You may reduce wait times and ease the stress on your customer service employees by using WhatsApp’s fast responses.

They create clear guidelines for your client communications – You have the ability to describe your future steps in a welcome message.

They improve the customer experience – Each of the mentioned benefits improves the client connection and the experience of the customer.

How Greeting messages are different from away messages?

You may write a “greeting message” to welcome and treat your customers.

If you aren’t immediately accessible to assist your clients, you may generate a “away message” to let them know.

The following is an example of a greeting:

Thank you for visiting Us. What might we do to assist?

Here is an example of a farewell note:

“Thank you for your message. We are currently offline, but we will respond in a day or two.

You may write a “greeting message” to welcome and treat your customers.

Why formal messages is important on WhatsApp?

This article will explain why sending a formal message on WhatsApp may benefit and improve the efficiency of your company.

1. Confirm receiving the message.

If they get a welcome message indicating that their contact has been received, they could expect additional help. It creates a channel of communication with the customer so they won’t be kept in the dark about whether you use WhatsApp or not.

As shown in the sample below, the message recognizes the opt-in and includes instructions on how to stop receiving communications from the company. This encourages trust that the business won’t force you to consume communications. Additionally, it reduces complaints about spam.

2. Build relationships with customers

Texts of greeting may make a good first impression. They provide buyers a glimpse into your personality, and if done well, they could be enough to convert leads into paying customers.

When you enter any café or restaurant, you will be greeted by the staff, and the welcome message you get on WhatsApp is akin to the “Can I help you?” question. Even if no help is necessary, you feel loved and cared for.

3. Use automation to contact new subscribers

When you’ve finished writing your WhatsApp welcome message, you can configure it to automatically send whenever a new contact messages your business. This makes it possible for you to maintain contact with your clients (or potential clients) even while you are offline, whether you are surfing in Sri Lanka or taking care of your company’s strategic needs.

To create these automations, use the WhatsApp Business App. You can instead make use of WhatsApp Business API in conjunction with a platform that communicates with them. 

4. Let customers know how your plan works.

Customers who visit a website for the first time are guided by a WhatsApp welcome message as to what action to take next. This demonstrates the different CTAs that encourage tapping and link to more communication.

How does a WhatsApp Formal message look like? 

1. Establish clear guidelines.

Your top goal should be to let your consumers know when they might expect a communication. Simply simply, knowing when to expect a response helps customers feel more secure.

Be extremely specific when defining these expectations. To demonstrate why, let’s look at two short instances.

“We’ll reply to you as soon as possible”.

“We’ll get back to you soon, we promise”.

The first illustration is a touch too broad and subject to several interpretations. As soon as possible might mean anything from one second to 10 hours.

The second example, on the other hand, creates a clear expectation and gives your staff the ability to go above and beyond.

2. Increase transparency as much as feasible

The second-best course of action is to be honest and direct.

Weak reasons for extended response times are disliked by everyone. If your team is a little overwhelmed on that particular day, there is no shame in just admitting that you are busy.

3. Add a touch of humanity.

I’ve noticed that a lot of welcomes, whether they are made by WhatsApp, live chat, or email, typically have a formal tone.

But just because the WhatsApp blast message is automated doesn’t mean you have to appear robotic.

In my opinion, you should constantly strive to sound as natural as you can. Maintain a professional tone, definitely, but avoid sounding like a lawyer. 

How to send formal messages on WhatsApp?

There are two ways to engage your clients with your business using a formal WhatsApp chat. We will cover these two methods of sending a formal message on WhatsApp below. On WhatsApp, you may send the following formal message types:

Use the WhatsApp Business App to send a formal message.

Use the WhatsApp Business API to send a formal message.

This will enable you to send a formal message on WhatsApp in order to expand your business and attract potential customers.

  • Sending Formal messages on WhatsApp Business

With the help of the WhatsApp business app, companies may communicate informally on WhatsApp. WhatsApp’s formal message setting is quite easy and simple. The methods for sending formal communications on the WhatsApp business app will be discussed.

  • Tap on the three dots in the top-right corner of the screen after launching and opening the WhatsApp business app.
  • Go directly to the area for business tools > welcome message
  • Toggle “send greeting message” on or off by clicking.
  • touch “greeting message,” make any necessary changes, and then touch “ok” to save your message.
  • Select ‘ recipients‘ and then one of the available selections in the app.

(Text this to everyone you get.)

  • Everyone except (send to all recipients minus the ones you specify) Send to anybody, not in your address book (i.e., clients not in your contact book)
  • only send to (just to selected consumers)

Sending formal messages using WhatsApp business API. 

In order to send a formal message on WhatsApp, you need the proper software that can connect to the API and allow you to create automation, such as a customized greeting message, if you opt to utilize the WhatsApp API rather than the WhatsApp Business app.


I hope you all have learned how to use the tools provided on WhatsApp to send a proper message. WhatsApp’s formal message engagement is unmatched by the majority of other channels. Because they have control over who they connect with or avoid by being aware of who gives them communications, users are engaged. As a result, you may expect high open rates and high levels of interaction if you are on a user’s contact list.

As the amount of client conversations increases, you must increase your personnel in order to support your WhatsApp users.

Also Read: Tips to Outsource Your Business Digital Marketing Services

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