WhatsApp Follow Up Message Templates That Actually Get Replies (22+ Copy-Paste)

The short answer: the best whatsapp follow up message is the one matched to the exact deal stage — post-inquiry, post-demo, after-proposal, or cold-revival. Most Indian SMB founders send the same generic check-in regardless of stage, which is why 78% of their follow-ups get ignored. This guide gives you 22+ stage-specific templates you can copy-paste today.

Most Indian founders follow up twice — once the day after the demo, once a week later — and then assume the lead is dead. They're not dead. They're waiting for the right whatsapp follow up message at the right time.

That's the real problem. Not lack of follow-up effort. Lack of a system — knowing exactly what to say at each stage of the deal, and when to send it.

Why Indian Sales Teams Lose Deals at the Follow-Up Stage

On Kraya's sales calls, founders consistently describe the same pattern: a promising call, a WhatsApp demo, then silence. They send one or two check-ins that get left on blue ticks, then move on.

"I sent the proposal on Tuesday. He said he'd get back to me by Thursday. I followed up Friday — no reply. I followed up Monday — nothing. After that I felt like I was begging, so I stopped."

— Owner, B2B software reseller, Pune

This is the follow-up failure loop. The lead hasn't said no. They've said nothing. And founders interpret silence as rejection when it's usually just a busy schedule, a delayed decision, or waiting for a whatsapp follow up message that feels valuable — not desperate.

The three root causes, in order of frequency:

1. No message templates. Each follow-up is written from scratch, which means it often never gets sent.
2. No timing logic. Following up too soon feels pushy. Too late loses momentum.
3. Same message every time. "Just checking in" is not a follow-up — it's a test of whether the lead will feel guilty enough to respond.

If you're using a WhatsApp CRM for Indian SMBs, you can automate the timing. But you still need the right message template for each stage. That's what this guide covers.

The Follow-Up Sequence by Deal Stage

Different stages need different messages. Sending a cold-revival whatsapp follow up message to a warm lead who just saw your demo is tone-deaf. Here's the full map:

Stage	When to Send	Goal	Tone	Expected Reply Rate
Post-Inquiry	Within 1 hour of enquiry	Qualify & book demo	Warm, fast	40–55%
Post-Demo Follow-Up 1	2–4 hours after demo	Capture decision intent	Helpful, clear	30–45%
Post-Demo Follow-Up 2	24 hours later	Handle objections	Supportive	20–30%
After Proposal Sent	24–48 hours after proposal	Get feedback / move forward	Confident	25–35%
Cold Lead Revival (7+ days)	7 days with no response	Re-engage without pressure	Low-friction	10–20%
Final Attempt	14–21 days no response	Close or release	Honest, non-pushy	8–15%

According to HubSpot's sales research, 79% of sales require 5+ follow-ups to convert — yet most sales reps quit after 2. The gap between where most teams stop and where deals actually close is your competitive advantage.

Stage 1: Post-Inquiry WhatsApp Follow Up Message Templates

These go out within the first hour of an enquiry. Speed matters here — the contact list is hottest in this window. A slow first response on WhatsApp Business is the fastest way to lose a warm lead before you've even started a conversation.

Leads contacted within 1 hour of inquiry are 7× more likely to qualify than those contacted after 24 hours. The first whatsapp follow up message after an enquiry sets the tone for the entire deal.

— LinkedIn Sales Solutions Report

Template 1 — Instant Acknowledgement

Hi [Name], thanks for reaching out to [Business Name].

I saw your enquiry about [product/service]. Can I ask — what's your main requirement? That'll help me show you the right options.

Takes 2 minutes on a quick call, or I can explain over chat — whatever's easier for you.

Template 2 — After No Reply to Template 1 (2 hours later)

Hi [Name], just following up on my earlier message.

If you've been busy, no worries — I'm here when you're ready. 

One quick question: are you looking for [Option A] or [Option B]? Even that helps me point you in the right direction.

Template 3 — Next Day, Lead Went Cold After Initial Interest

Hi [Name], checking in from [Business Name].

You enquired yesterday but we didn't get a chance to connect. Happy to answer any questions over chat or set up a 10-minute call.

What works best — today or tomorrow?

Template 4 — Inquiry + Social Proof

Hi [Name], saw your enquiry about [product/service].

Quick note — [X] businesses in [your city/industry] have used us for the same thing. Happy to share what worked for them if that's useful.

When's a good time for a quick call?

Stage 2: Post-Demo WhatsApp Follow Up Message Templates

The post-demo window is the highest-intent moment in the sales cycle. Your lead has seen what you do. Now they're either comparing options, waiting for internal approval, or just processing. The right whatsapp follow up message here acknowledges that — and makes the next step easy without adding pressure.

Template 5 — Same Day, 2–4 Hours After Demo

Hi [Name], thanks for taking the time today.

Quick recap of what we covered:
✅ [Key benefit 1]
✅ [Key benefit 2]
✅ [Key benefit 3]

What stood out most for you? Happy to go deeper on anything before you make a decision.

Template 6 — Post-Demo, Next Day

Hi [Name], following up from yesterday's demo.

If you have any questions that came up after the call, I'm here. 

Also — if you need to loop in someone else from your team before deciding, happy to do a second quick walkthrough for them too.

Template 7 — Post-Demo, Handling Decision Delay

Hi [Name], no pressure at all on timing.

Just wanted to make sure you had everything you need to decide when you're ready. Is there anything specific that's still unclear or that I can help clarify?

Template 8 — Post-Demo, Objection Handling

Hi [Name], I know [Price / Timeline / Feature] came up as a concern in the demo.

A few clients had the same hesitation. Here's how they worked through it: [brief 1–2 line explanation or offer to discuss].

Worth a quick 5-minute call to go over it?

Template 9 — Post-Demo, Decision-Maker Loop-In

Hi [Name], if your [partner / manager / team] needs to be part of the decision, I'm happy to do a 15-minute walkthrough for them directly.

Just let me know who to speak to and I'll set it up.

If you're sending these manually across 30+ leads, you need automation. See how WhatsApp broadcast message templates can scale this without losing the personal touch — and how to stay within WhatsApp Business API opt-in rules at scale.

Stage 3: After Sending Proposal — WhatsApp Follow Up Message Templates

Sending a proposal is not the end of your job. Most proposals die in the prospect's inbox because no whatsapp follow up message arrived at the right moment. Here's what works.

"I sent the quote on WhatsApp. He said 'ok will check'. That was three weeks ago. I didn't know what to say next — I didn't want to sound desperate."

— Owner, IT services firm, Ahmedabad (Kraya sales call)

The read receipt on your WhatsApp business message tells you they opened it. Now you need to bring them back into the conversation. A well-timed whatsapp follow up message at this stage can recover 30–40% of deals that would otherwise go silent.

Template 10 — 24 Hours After Proposal, No Reply

Hi [Name], just checking if you had a chance to look at the proposal I sent yesterday.

Happy to walk you through it line by line if that's easier — sometimes it's faster than reading through everything.

Template 11 — 48 Hours After Proposal

Hi [Name], following up on the proposal from [day].

If the pricing or scope needs adjustment based on your budget or requirements, let me know — we can work something out before you decide.

Template 12 — After Proposal, Competitive Pressure

Hi [Name], I know you're probably comparing a few options right now.

If it helps, I can give you a quick breakdown of how we're different from [Competitor/Alternative] — not to push you, just to make sure you have the full picture before deciding.

Template 13 — After Proposal, Asking for Feedback

Hi [Name], even if you've decided to go another route, I'd appreciate honest feedback on the proposal.

Was it the pricing, the scope, or something else? Helps me serve the next client better.

Stage 4: Cold Lead Revival — WhatsApp Follow Up Message Templates (7+ Days No Response)

At 7+ days of silence, a different type of whatsapp follow up message is needed. Hard selling makes it worse. The goal here is to re-open the conversation with low friction — not close the deal in a single message. For leads dormant this long, your approach should mirror WhatsApp cold outreach templates — treat them like a warm cold lead.

Template 14 — 7-Day Cold Revival, Value Angle

Hi [Name], it's been a while since we spoke about [product/service].

Sharing something that might be useful regardless of whether you move forward with us: [1 useful tip / insight / stat relevant to their business].

Hope things are going well at [Business Name].

Template 15 — 7-Day Cold Revival, New Development

Hi [Name], quick update since we last spoke — we've added [new feature / client / result] that directly addresses [their stated concern].

Thought you'd want to know before making a final call.

Template 16 — 10-Day Cold Revival, Low-Friction Check-In

Hi [Name], not sure if you're still looking at this or the timing changed.

No worries either way — just let me know with a quick yes or no and I'll update my records accordingly.

Template 17 — Cold Revival, Referral Offer

Hi [Name], haven't heard back — totally understand if the timing isn't right.

One thing: if you know someone who might need [product/service], I'd appreciate the referral. I'll make sure they get the same attention I gave you.

Either way, take care!

Template 18 — Cold Revival, Use Case Story

Hi [Name], was just working with a client in [their industry] who had a similar situation — [1-line description of problem]. Here's what we did: [1-line result].

Not sure if it's relevant to where you are now, but thought I'd share. Happy to talk if the timing's better these days.

Before automating cold revival sequences at scale, check our guide on WhatsApp automation ban risk — bulk messages to a contact list without proper opt-in can get your number flagged and hurt your sender reputation permanently.

Stage 5: Final Attempt WhatsApp Follow Up Message Templates

If you've sent 4–5 follow-ups with zero response, one more message is warranted. But it has to be different in tone — honest, non-pressured, and genuinely giving the lead a clean exit if they need one. This type of whatsapp follow up message often generates the highest reply rate in an entire sequence precisely because it removes pressure entirely.

Template 19 — The Honest Final Message

Hi [Name], I've reached out a few times now without hearing back — so I'll make this my last message unless you want to pick things up.

If the timing isn't right or you've gone another route, no problem at all. Just let me know so I can close the file on my end.

If you're still considering it, I'm here. Either way, wishing you well.

Template 20 — Final Message, Offer to Help Later

Hi [Name], sending my last follow-up here.

If [product/service] isn't a priority right now, I completely understand. Feel free to reach out whenever the timing is better — I'll still be here.

Take care!

Template 21 — Final Message, Ask for Reason (Optional)

Hi [Name], last check-in from my side.

If you have 20 seconds — can you let me know what held you back? Was it pricing, timing, or something else? Even a single word helps me improve.

No obligation to move forward. Just genuinely curious.

Template 22 — Final Message, Permission to Recontact

Hi [Name], wrapping up my follow-ups for now.

If things change in the next few months and you want to revisit this, I'm happy to reconnect. I'll reach out again in 90 days unless you tell me not to.

Hope business is going well!

Bonus: Appointment Reminder WhatsApp Follow Up Message Templates

These templates reduce no-shows by 40–60% when sent 1–2 hours before a scheduled call. For a complete set including post-appointment and reschedule templates, see our WhatsApp appointment reminder templates guide.

Template 23 — 1 Hour Before Scheduled Call

Hi [Name], reminder that we have a call scheduled in 1 hour at [time].

Here's the link / number: [details]

See you then!

Template 24 — No-Show Recovery

Hi [Name], looks like we missed each other today for the [time] call.

No worries — these things happen. Want to reschedule? I have slots available [Day 1] and [Day 2].

How to Use These Templates Without Getting Banned from WhatsApp Business

If you're using WhatsApp Business API to send a whatsapp follow up message at scale, a few non-negotiable rules apply. Ignoring them means your number gets flagged, your delivery rate tanks, and you lose access to the channel entirely.

The short version of what you must know:

• Opt-in is required. Every contact on your list must have explicitly agreed to receive WhatsApp messages from your business. No cold blasting — ever — on the API.
• Watch your sender reputation. If too many recipients block or report your messages, WhatsApp lowers your quality rating and can suspend your number. High delivery rate starts with high-quality targeting and well-crafted messages.
• Read receipt data is a signal. If your messages are getting opened but not replied to in bulk, that's feedback. Change the message, not just the send time.
• Stagger sends. Even with automation, don't blast the same message template to hundreds of contacts in a 10-minute window. Most BSPs let you set delivery windows — use them.
• Personalize the first line. Templates with a [Name] or [Business Name] variable consistently outperform generic message templates on delivery rate and reply rate.
• Use 24-hour window rules correctly. WhatsApp Business API restricts outbound templates after the 24-hour conversation window. Understand when you need a pre-approved template vs. a free-form reply.

For the full breakdown of what triggers a ban and how to run automated follow-up sequences safely, read our article on WhatsApp automation ban risk before you scale.

When to Automate vs. When to Send a WhatsApp Follow Up Message Manually

Not every stage needs automation, and not every message should be manual. Here's how to split the workload so you get speed without losing the personal touch that converts on WhatsApp.

Automate these touchpoints:

• Post-inquiry acknowledgement (Template 1) — speed is the only thing that matters here; a human writing this manually will always be slower.
• Appointment reminders (Templates 23 & 24) — these are purely logistical and have zero downside to automation.
• 7-day cold revival (Templates 14 & 15) — if you have 50+ leads in your pipeline, you will not remember to manually send this. Automate it with a CRM trigger.
• Post-demo recap summaries — a template with [Key Benefit 1/2/3] variables filled from your CRM is faster and more consistent than typing from memory.

Send these manually:

• After-proposal follow-ups (Templates 10–13) — these need to reference the actual proposal content and any specific concerns raised. A generic automated message here feels cold and damages trust.
• Final attempt messages (Templates 19–22) — the honest, human tone is the point. An automated "this is my last message" loses all credibility.
• Any message that references a specific objection from the conversation — these can't be templated at the variable level without CRM data enrichment.

The right setup: automate the top-of-funnel and dormant-revival touchpoints, send the late-stage messages manually with templates as starting points. A WhatsApp CRM built for Indian SMBs handles the trigger logic so you only write the messages that genuinely need a human behind them. That's roughly 30% manual effort for 100% coverage of your pipeline.

5 Rules for Every WhatsApp Follow Up Message You Send

These apply regardless of stage, industry, or deal size. Violate any of them and your follow-up sequence stops working.

1. One message, one ask. Don't combine "did you see the proposal?" with "can we schedule a call?" and "also, I wanted to mention our new plan." One whatsapp follow up message, one CTA. Everything else is noise.
2. Keep it short. Most templates above are 3–5 lines. That's intentional. WhatsApp is a personal channel — long messages get skimmed or ignored. If you need more space, use a voice note.
3. Never resend the same message. Each follow-up in the sequence must add something new — new information, new angle, new offer, or at minimum a shifted tone. Repeating the same text signals that you have nothing new to say.
4. Match the platform's context. WhatsApp is where people talk to their friends and family. Don't write like you're sending a formal email. Direct, warm, and brief wins every time.
5. Know when to stop. After your final attempt template, stop. Following up beyond 5–6 attempts with zero response is rarely productive — and at scale, it can affect your sender reputation with WhatsApp Business. A clean exit leaves the door open for a future referral or recontact.

Frequently Asked Questions About WhatsApp Follow Up Messages

How many times should I follow up on WhatsApp before stopping?

5–6 follow-ups across 3 weeks is a solid ceiling for warm leads — someone who's had a demo or requested a proposal. Cold leads (no prior contact from your side) typically get 3–4 attempts. After that, send a single final "closing the file" message and stop. The data from multiple sales studies shows diminishing returns sharply after the 6th attempt. If you want the research breakdown, see our guide on how many follow-ups are too many in WhatsApp sales sequences.

What's the best time to send a WhatsApp follow up message to Indian SMB leads?

For Indian B2B leads: 10am–12pm and 4pm–6pm on weekdays get the highest read receipt rates. Avoid Monday mornings (founders are in planning mode) and Friday evenings (mentally checked out). Saturday 10am–noon works well for B2C leads and self-employed founders who check WhatsApp on weekends. Avoid national holidays — your message competes with family group forwards and usually gets buried.

Can I use these templates via the WhatsApp Business API?

Yes, but with conditions. Messages sent outside the 24-hour conversation window must use pre-approved message template formats submitted through your BSP (Business Solution Provider). Templates with variables like [Name] and [Product] can be approved in advance. The free-form versions above are best used inside active conversations or as manually-sent messages via WhatsApp Business. Check your BSP's template dashboard for the exact submission and approval process — most take 24–48 hours.

What if a lead says "not interested" to my follow-up?

Respect it immediately. Remove them from your whatsapp follow up message sequence — do not send one more "just making sure" reply. A respectful, graceful exit does two things: it leaves the door open for a referral (leads who felt respected often refer peers), and it protects your sender reputation on WhatsApp Business. A lead who blocks your number after an unwanted follow-up is a quality signal that WhatsApp's algorithm registers against you.

What's the difference between a follow-up and spam on WhatsApp?

Intent and value. A follow-up adds something the lead doesn't already know — a new use case, a resolved concern, a result from another client, or a time-sensitive offer. Spam repeats the same ask with no new information. These templates are structured to always add value at each stage. Strip out the value and you have spam. The practical test: would you find this message helpful if it arrived in your WhatsApp from a vendor you'd spoken to once?

How do I write a follow-up message that doesn't sound desperate?

Three things fix the desperation problem: First, give the lead a genuine exit option — "no worries if the timing's changed" signals confidence, not desperation. Second, lead with something new in every message — an update, a result, a question — rather than just asking for a decision. Third, keep the message short. A long whatsapp follow up message with multiple asks reads as desperate because it's clearly compensating for silence. The shortest templates above often get the highest reply rates for exactly this reason.