A WhatsApp template message is a pre-written message that Meta has approved. You need one to start a conversation, to write to someone after the 24-hour customer service window has closed, and for every campaign. In ReploChat you create, edit and delete templates on the WhatsApp Templates page, and they go to Meta for approval automatically. This guide shows how to create a WhatsApp template step by step, what each field does, and how to write templates that get approved.
When you need a template
- Starting a new chat: the first message you send to a customer must be a template.
- After 24 hours of silence: once 24 hours pass since the customer's last message, the inbox only lets you send templates until they reply.
- Campaigns, follow-ups, reminders and store automations all send approved templates.
Inside an open 24-hour window you can reply with normal text, images and documents. No template is needed.
Create a template step by step
- Open WhatsApp Templates in the sidebar. If you have several numbers, choose one under Phone Account, since each number has its own templates.
- Press the + button to open Create Template. To see a working example, press Load Marketing or Load Utility to fill in a sample you can edit.
- Template Name: lowercase letters, numbers and underscores only, for example
order_shipped_v1. Customers never see it. - Language: English (US).
- Category: Utility for transactional messages about something the customer did or asked for (order updates, appointment reminders), or Marketing for offers, announcements and anything promotional.
- Header (optional): Text (up to 60 characters), Image, Video or Document. For media headers, upload a sample file (JPG, PNG, MP4, 3GP or PDF, up to 16 MB) so Meta can review it. You choose the real file per campaign later.
- Body (required, up to 1,024 characters): your message. Press + Add Variable to insert a placeholder.
- Footer (optional, up to 60 characters): a short note such as "Reply STOP to unsubscribe".
- Buttons (optional): add up to 10 with + Add Button (see below).
- Fill in Variable Samples, check the preview, and press Submit for Approval.
Variables: numbered or named
Variables personalise a template for each customer. Choose the Variable Type first:
| Type | Looks like | Best for |
|---|---|---|
| Number | Hello {{1}}, your order #{{2}} is {{3}}. | Short templates |
| Name | Hello {{customer_name}}, your order #{{order_number}} has shipped. | Longer templates where you want to remember what each value is |
Every variable needs a sample (for example "Ayesha" and "1042"). Meta reviews the template with those samples filled in. When you send, you map each variable to the contact's name, phone or a fixed text in campaigns, or to order fields in store integrations.
Buttons
| Button | What it does | Example |
|---|---|---|
| Quick Reply | Sends the button text back as the customer's reply | "Confirm order" / "Cancel order" |
| URL | Opens a web page | "Track parcel" → https://… |
| Phone | Calls a number | "Call us" → +923001234567 |
| Form (WhatsApp Flow) | Opens one of your published WhatsApp Flows forms | "Book now" |
Button labels can be up to 25 characters. A Form button lists only forms already published on that number, and is the way to send a form outside the 24-hour window or in a campaign. For COD confirmation in store integrations, the template needs two Quick Reply buttons: the first confirms, the second cancels.
Approval, statuses and rejections
Select a template in the list to see its preview, category and status:
- APPROVED: ready to use in campaigns, the inbox and automations.
- PENDING: Meta is still reviewing. This is often quick, but it can take longer.
- REJECTED: can't be used. ReploChat shows Meta's Reason under the status. Edit and resubmit, or create a new version.
Status updates arrive automatically. If you created or edited a template directly in Meta's WhatsApp Manager, press the circular sync icon at the top of the list to pull it in.
Examples that get approved
Utility, order update:
Hi {{1}}, your order #{{2}} has been shipped with {{3}}. Track it here: {{4}}. Reply to this message if you need help.
Utility, appointment reminder:
Hi {{1}}, this is a reminder of your appointment at {{2}} on {{3}}. Reply 1 to confirm or 2 to reschedule.
Marketing, offer:
Hi {{1}}, our Eid collection is live with 20% off until Sunday. Tap below to browse. Reply STOP to unsubscribe.
Common reasons Meta rejects a template
- Wrong category: promotional wording in a Utility template. If it sells, choose Marketing.
- A variable at the very start or end of the body, or two variables side by side with no words between them.
- Too many variables for the amount of text, or samples that don't look like real data.
- Vague or misleading content, broken links, or links to URL shorteners.
- Asking for sensitive data such as full card numbers or passwords.
Edit or delete a template
- Edit: select the template and press Edit, then Save & Resubmit. Changes go back to Meta for review. Meta doesn't allow changing the name or language, or the category of an approved template, and an approved template can be edited only once a day (up to 10 times a month). A pending template can't be edited until review finishes.
- Delete: press Delete. The template is deleted from Meta too, and Meta won't let you reuse that name for 30 days. Add
_v2to the name if you need a replacement sooner.
Template limits and costs
How many templates you can create depends on your plan, and the Billing page shows your usage. Meta charges per template message sent, by category and the recipient's country, and bills your own WhatsApp Business Account directly. ReploChat adds no markup. Marketing messages usually cost more than utility ones, which is one more reason to pick the correct category.