How to Write the First WhatsApp Message to a New Customer: Examples
You want to text the person whose business card you got at the trade show this evening. There’s a blank message box on the screen, and this question keeps popping into your head: What should I write so they’ll remember me—and not think it’s a sales pitch? The first message is tough, because the other person doesn’t know you yet—or only vaguely remembers you. In a chat with an unregistered number, WhatsApp usually displays the block and report options as well—meaning the person will make a decision in a matter of seconds.
This article explains how to craft that first message to someone who’s already made contact with you: people who filled out a form, gave you their number at a store, left a business card at a trade show, or sent you a question. Sending cold messages to numbers you don’t know at all isn’t the focus of this article, and we don’t recommend it. The business names in the examples are fictional.
The Sole Purpose of the First Message
The first message doesn’t have to make a sale. Its purpose is to get the person to respond to you. So instead of trying to explain everything, answer these three questions:
| The recipient’s question | Response in the Message | Example |
|---|---|---|
| Who is this? | Name and company | I’m Selin from Mavi Baskı |
| How did they get my number? | The moment we met | You stopped by our booth at yesterday’s trade show |
| What does he want from me? | One simple question | Would you like me to send you a catalog? |
The second line is the one most often skipped. If the person doesn’t remember where they gave you their number, even a well-written message will come across as a message from a stranger.
Bad and Good Examples Side by Side
Bad example
Hello! Our company is one of the leading organizations in the industry and offers high-quality printing solutions with 15 years of experience!!! Visit our website now for business cards, brochures, catalogs, posters, and more 👉 www.ornek.com CALL US AND WIN!
In this message, the recipient doesn’t know who you are, doesn’t understand why you’re writing, and is met with a link right off the bat. There’s no reason for them to respond.
Good Example
Hello Mr. Hakan, this is Selin from Mavi Baskı. You stopped by our booth at yesterday’s trade show and asked about packaging printing. Would you like me to send you a few samples that might suit your needs?
There are three sentences, no link, and just one word is enough to reply. If the person isn’t interested, it’s easy for them to say so.
Ready-to-Use Templates for Different Situations
Person filling out a web form
Hello, Ms. Zeynep, this is Can from Atlas Language School. You requested information about the evening class via the form on our website. Do you know your language level, or should we schedule a brief placement interview first?
A person who left their number at the store
Hello Mr. Murat, this is Ali from Demir Hardware. I took your number today when you called about the drill bit, and I told you I’d let you know when it arrived. The product is here—would you like me to set it aside for you?
Person requesting a price quote
Hello Ms. Elif, this is Deniz from Ege Cleaning. You called about office cleaning. To prepare an accurate quote, I need two pieces of information: how many square meters is the office, and how many days a week? Just reply here.
Someone who came through a referral
If one of your customers gave your number to a friend, be careful. That person hasn’t given you permission to contact them. A better approach is to ask your customer to give them your number instead:
If your friend is interested, you can share our number with them. We’d be happy to help when they reach out to us.
The person who messages you first
If a customer messages, “What’s the price?” your first message should be your response. Keep it brief here as well: answer the question first, then ask a single follow-up question. If you want to automate the initial greeting, check out our auto-reply message examples.
One-on-One or in a Group?
In the first message, a personalized approach is usually best. If there are only a few people, message them individually and include a detail specific to that conversation. Even if you need to message dozens of people at once—such as after a trade show—the text should be based on a common theme: the same trade show, the same form, the same event.
In WapFlow, you can add people to a group in this situation, use the [isim] and include the context of your introduction in the text. Using small variations {Merhaba|İyi günler} will not change how the message is read. Check the contact list beforehand to ensure the sentence doesn’t break for people with blank names. For the message itself, refer to the guide on creating a campaign.
Still, don’t forget one important distinction: sharing a phone number does not always imply permission to receive commercial messages. Before sending promotional content, review the permission status in our IYS and KVKK guides and seek legal advice specific to your situation.
Language and Tone
- Use “you” (siz). In most industries, using “you” (sen) with someone you don’t know comes across as too familiar. If the person writes in a friendly tone, you can soften your tone as well.
- Use titles correctly. Saying “Mr. Hakan” is better than addressing someone whose name you don’t know as “Dear Customer.” If you’re unsure of a person’s gender, use only their first name.
- Don’t send a voice recording in your first message. The recipient might not be in a place where they can listen to it.
- Don’t attach files. They might not want to open a document from an unknown number. Ask first, then send.
- Put the question at the end. The last thing the recipient sees on the screen should be what to do.
- Keep it to one message. Write a single short message instead of three separate ones.
Set Up Your Profile
The person receiving the message will often check your profile before replying. Even well-written text can raise suspicion if your profile photo, business name, and short description are left blank. Use your logo or a team photo as your profile picture. If you’re using WhatsApp Business, be sure to fill in your address and business hours as well.
What Should You Write If You Get a Reply?
The “yes” that follows your first message is the most valuable moment. Don’t send a long sales pitch right away. Send what you promised and ask for the next small step.
Thank you, Mr. Hakan. I’m attaching the packaging samples below. Which product are you considering? I can suggest the appropriate dimensions based on that.
If the person says “no,” don’t drag it out:
I understand, thank you. I won’t contact you again. Have a good day.
Stick to this. If you’re using WapFlow, you can add the number to the block list so it’s skipped in future campaigns.
If There’s No Response
Silence doesn’t always mean disinterest—the person might just be unavailable at the moment. But resending the exact same message isn’t the solution either. You can send a shorter note once, a few days later:
Hello Mr. Hakan, you might be busy. Just let me know if you’d like the examples—I won’t message you again.
Leave it at that. Phrases like “You saw my message—why didn’t you reply?” will push the person away. If manually tracking this follow-up is difficult, you can set up a short sequence on the Flows page consisting of a message, a wait period, and a “Did they reply?” condition. If there’s no reply, let the workflow end—don’t add a second reminder.
Final Check Before Sending
- Read the message aloud. Would you speak this way in person?
- Does the person recognize you in the first sentence?
- Is the introduction included in writing?
- Is there just one question?
- Is the link or file really necessary?
- Is the name spelled correctly?
Frequently Asked Questions
Should I mention the price in the first message?
If the person asked about the price, yes—a vague answer will cause them to lose trust. If they didn’t ask, it’s better to find out what they need first.
Can I use emojis?
One is fine, but not using any at all isn’t a mistake either. Try to make the message clear rather than just decorating it.
What time should I message them?
If the person just reached out to you, replying the same day helps ensure they remember you. Avoid late-night hours.
Can I use a pre-written template?
Yes, as a template, but make sure to fill in the details with real information each time. For general-purpose messages, you can check out our bulk message templates.
If you want to personalize your messages and track responses from a single dashboard, you can review the plans on the pricing page.
