1. Two ways to send, and they are not the same
The WhatsApp Business app: you write and send by hand from the phone. Fine for a small business with a few appointments a day, and it stops working when you stop keeping up.
Automatic sending through a WhatsApp business account: the system sends by rules. To open a conversation with a client who has not written to you in the last 24 hours, you need a message template Meta has approved in advance.
2. What to put in the reminder
A reminder that gets approved and that clients read includes:
- The business name, at the start. A message with no sender name, a date and an address looks suspicious.
- Date, time and address.
- One clear action: confirm or cancel with a button, not "reply 1 or 0".
- A few lines, without all capitals or lines of exclamation marks.
3. Sample wording
Hello [name], this is a reminder from [business]: your appointment is on [day] at [time], [address]. We look forward to seeing you.
Below it, two buttons: confirm arrival, and request a change or cancellation. This is only an example; write in your own business's voice.
4. Why templates are rejected
The reasons that come up most, and are easiest to fix:
- A variable, such as the client's name or the date, at the very start or end of the message. Meta does not accept a template that opens or ends with one.
- Two variables next to each other with no text between them.
- Wording that reads as marketing in a template filed as an appointment message.
- A missing business name, or a shortened link that hides where it goes.
5. When to send
Two reminders are a good default: one the day before, at a sensible morning hour, and one a few hours before the visit. Do not send at night.
If the business is closed on Saturday, Sunday's clients can receive theirs on Friday or Saturday evening. Check that the system lets you set sending days.
6. Consent and opting out
A reminder about an appointment the client made is a service message. A promotional offer is marketing, and needs the client's explicit consent.
When a client asks to stop, you stop. Check that the system records the request and does not message them again.
Questions people ask
Can I send automatic reminders from my personal WhatsApp?
No. Automatic sending goes through a WhatsApp business account. A personal account suits manual sending only.
Does it cost money?
Meta may charge for some messages depending on the type and country, and the system's vendor may charge too. Check Meta's current price list and the vendor's terms.
How long does template approval take?
Usually minutes to hours, but it varies. Write the template ahead of time, not on the day reminders are due to start.
