Business Prompt Pack
💬 WHATSAPP BUSINESS REPLIES
1. Price Reply (Professional)
When to use: When customer asks for product/service price on WhatsApp
Write a friendly and professional WhatsApp reply sharing the product price. Include key features briefly. Offer to answer questions. Keep it concise and WhatsApp-friendly.
Example Output: Hi! Thank you for your interest in [Product/Service]. The price is ₹[Amount]. Key features: [Feature 1], [Feature 2]. Would you like to know more or place an order? I'm here to help!
2. Price Reply (With Discount)
When to use: When customer asks price and you want to offer a discount
Write a friendly WhatsApp reply sharing the price with a discount offer. Create urgency without being pushy. Include discount terms clearly.
Example Output: Hi! The regular price is ₹[Amount], but we have a special offer: ₹[Discounted Amount] if you order by [Date]. This includes [Features]. Limited time offer. Would you like to proceed?
3. Availability Reply
When to use: When customer asks if product/service is available
Write a clear WhatsApp reply about product availability. If available, mention next steps. If not available, offer alternatives or timeline.
Example Output: Hi! Yes, [Product/Service] is available. We can deliver/complete it by [Timeline]. Would you like to place an order? I can share more details.
4. Delay Apology (Professional)
When to use: When you need to apologize for a delay in delivery or service
Write a sincere apology message for a delay. Take responsibility. Provide new timeline. Offer compensation if appropriate. Keep it professional and empathetic.
Example Output: Hi [Customer Name], I apologize for the delay in [Service/Delivery]. We're working to resolve this and expect to complete it by [New Date]. I understand this is inconvenient and appreciate your patience. I'll keep you updated. Thank you for your understanding.
5. Invoice Sharing Reply
When to use: When customer asks for invoice copy on WhatsApp
Write a professional WhatsApp reply sharing an invoice. Confirm payment details. Offer help if needed. Keep it clear and GST-friendly.
Example Output: Hi! Please find the invoice attached. Amount: ₹[Amount] (GST included). Payment details: [Payment Method]. If you need any clarification or have questions, let me know. Thank you!
6. Follow-Up After No Reply
When to use: When customer hasn't replied after initial message (2-3 days)
Write a gentle follow-up message on WhatsApp. Reference the previous conversation. Ask if they have questions. Keep it friendly and non-pushy.
Example Output: Hi [Customer Name], Just checking in about [Previous Topic]. Did you have any questions? I'm here to help whenever you're ready. Thank you!
7. Order Confirmation
When to use: When confirming a customer's order on WhatsApp
Write a clear order confirmation message on WhatsApp. Include order details, amount, and next steps. Express appreciation.
Example Output: Hi! Your order is confirmed. Order #[Number]: [Product/Service] - ₹[Amount]. Expected delivery/completion: [Date]. Payment received. Thank you for your business! I'll update you on progress.
8. Thank You After Purchase
When to use: After customer completes purchase
Write a warm thank-you message after purchase. Express appreciation. Invite for future business. Keep it genuine and brief.
Example Output: Thank you for your purchase! We really appreciate your business. If you need anything else or have questions, just message me. Looking forward to serving you again!
9. Handling Objections - "Too Expensive"
When to use: When customer says price is too high
Write a professional response when customer says price is too high. Acknowledge their concern. Highlight value. Offer alternatives if possible.
Example Output: I understand your concern about the price. Let me explain the value: [Key Benefit 1], [Key Benefit 2]. We also have [Alternative Option] at ₹[Lower Price] if that works better. Would you like to discuss options?
💰 PAYMENT REMINDERS
10. Soft Payment Reminder
When to use: First reminder after payment is due (3-5 days late)
Write a polite and professional payment reminder message. Mention the pending amount clearly. Use a friendly tone that assumes the delay is unintentional. Keep it short and respectful.
Example Output: Hi [Customer Name], I hope you're doing well. Just a friendly reminder that ₹[Amount] is pending from invoice #[Invoice Number]. Please let me know if you need any clarification or if there's an issue. Thank you!
11. Second Follow-Up Reminder
When to use: Second reminder (7-10 days after first reminder)
Write a professional but firm payment reminder message. Mention the pending amount and original due date. Express urgency without being aggressive. Offer to help resolve any issues.
Example Output: Hello [Customer Name], I'm following up on the payment reminder I sent earlier. Invoice #[Invoice Number] for ₹[Amount] was due on [Date]. Please process the payment at your earliest convenience. If there's any issue, let me know and I'll help resolve it. Thank you.
12. Final Payment Reminder
When to use: Final reminder before escalation (14+ days late)
Write a firm but professional final payment reminder message. Mention the pending amount, due date, and consequences of further delay. Maintain professionalism while showing urgency.
Example Output: Hello [Customer Name], This is a final reminder regarding invoice #[Invoice Number] for ₹[Amount], which was due on [Date]. Payment is now overdue by [Number] days. Please process the payment within [Timeframe] to avoid any service interruption. If payment has already been made, please share the transaction details. Thank you.
13. Professional Escalation Message
When to use: When payment is significantly overdue and needs escalation
Write a professional escalation message for overdue payment. Mention the amount, due date, and next steps. Maintain professionalism while clearly stating consequences. Offer a final opportunity to resolve.
Example Output: Hello [Customer Name], Invoice #[Invoice Number] for ₹[Amount] is now [Number] days overdue (original due date: [Date]). We have sent multiple reminders but haven't received payment. To avoid further action, please process the payment by [Final Date] or contact us immediately to discuss a payment plan. We value our relationship and want to resolve this amicably. Thank you.
14. Payment Confirmation Reply
When to use: When customer confirms payment
Write a professional thank-you message acknowledging payment receipt. Express appreciation and maintain positive relationship.
Example Output: Thank you for the payment of ₹[Amount] for invoice #[Invoice Number]. Payment received and confirmed. We appreciate your business and look forward to serving you again. If you need anything else, please let us know.
Usage Tips
- Response Time: Reply within 2-4 hours during business hours
- Tone: Match customer's tone (formal/informal)
- Timing: Space payment reminders 3-5 days apart
- Personalization: Always include customer name, amount, and invoice number
- Professionalism: Never use aggressive or threatening language
- Follow-up: Keep records of all reminders sent
Business Prompt Pack - SmallBizAI | ₹199 / $5