Introduction
Business and marketing communications are essential as they connect companies to their customers. This first impression is the key to success, as a well-crafted introductory communication can set up the foundation for a strong relationship built on trust.
WhatsApp has established itself as the most preferred instant messaging platform. It is not just for personal communication. However, businesses also use WhatsApp to communicate and build customer rapport.
An introduction message on WhatsApp is a perfect way to start customer communication. It decides if customers are attracted to open the message or ignore it completely. Creating the ideal introductory message that works for your customers can be challenging but not impossible by following the best practices.
In this article, we discuss how to write the best introduction message templates for WhatsApp communication with examples. It is your go-to cheat sheet for mastering the ultimate art of business communication on WhatsApp, which never fails to get you a reply.
What is an introduction message on WhatsApp?
An introduction message on WhatsApp is an automated message sent to customers who start communication with your business. This message brings you the moment to let your skills shine for crafting a message that engages the customer and leaves a lasting positive impression.
The introduction message is your chance to welcome your customer warmly and build a connection. It establishes your brand image and subtly highlights ideas that resonate with your customer base.
Why is an introduction message on WhatsApp such a great deal?
According to a Statista report, WhatsApp has approximately 3 billion active users around the globe. Our current global population is around 8 billion, which means that every 4 in 10 people is an active WhatsApp user. It is a huge customer base that’s stupid to ignore for any market expansion strategies.
Recently, instant messaging has become the preferred mode of communication by millennials. It has inadvertently led to the rise of instant messaging platforms like WhatsApp, Telegram, and Signal. Gone are the days of tele calls for marketing to your leads. Moreover, phone calls can be deemed an additional expenditure compared to internet-based messaging platforms, which are much more affordable than phone tariffs.
With the fast-paced and busy lifestyle, most prefer messaging over phone calls.
As for emails, they are still a strong contender for business communication as they provide a medium for businesses to describe themselves in detail and offer links for additional content. However, surveys indicate that users often ignore emails.
Short messaging platforms have transformed how we communicate. With the active support of its parent company, WhatsApp has taken marketing by storm.
So, to understand why introduction messages on WhatsApp are so important, there are a few advantages of such messages that make them such a great deal.
Let’s have a look at them below;
- 1. Build connections: As the saying goes, “first impression is the last impression,” an introduction message is crucial to establish a positive brand image. It builds warmth between the company and its customers that can be the foundation of an unbreakable and lasting relationship.
- A positive first impression will encourage customers to be receptive to your sequential messages and be curious about your product or service.
- 2. Send acknowledgment: A healthy relationship builds upon consistent communication between two parties. Sending an acknowledgment is like reassuring the customer regarding receiving their message, and they can expect further help.
It opens a communication channel for customers to reach out to you instead of thinking they are left to fend for themselves amidst any crisis. - 3. Ensure smooth customer onboarding: By welcoming new customers through an introduction message on WhatsApp, you showcase their value to the business. The welcome message can pave the way to let them know of the next steps.
Such welcome messages can be automated and scheduled to trigger as a new customer contacts your business. To automate messages on WhatsApp, you should either use a WhatsApp Business app or a WhatsApp Business API. For WhatsApp Business API, you can check out Kenyt’s WhatApp Cloud API for sending introductory messages and more.
- 4.Take users to the next step: By sending a creatively planned introduction message on WhatsApp, you can provide helpful information regarding the next steps in their customer journey. You can even share an approximate timeline for the subsequent communication, setting up a clear expectation.
- 5.Connect beyond your business hours: We cannot be sure when a customer decides to message a business. It can be outside of your business hours. However, letting a new customer wait till your next login hours doesn’t sound like a good idea. You may risk losing them on the pretext of their non-responsive messages.
Automated messages designed to acknowledge customer messages or onboarding messages provide scope to communicate with customers beyond your working hours.
Best practices to consider while writing an introduction message on WhatsApp
An effectively planned introduction message on WhatsApp is critical to establishing a positive brand image and a lasting customer relationship. For a killer intro message, follow the below-mentioned best practices and win over every customer who connects with you.
- 1. Personalize your message: Personalization is essential to make customers feel valued. They wish to receive the complete value of their time and money.
You can be on a first-name basis while sending them an introduction message on WhatsApp. It makes it much more personal compared to a generically addressed message.
For example, if addressing them as, ” Hey Arya! Thanks for connecting. We hope you’re doing great. Give us some time to get back to you in a while.”
Doesn’t it sound friendly and convey warmth? Sure it does.
- 2. Add a human element: Though you may be using chatbots to craft message templates and let them lead the first-hand customer interaction, ensure the welcome message doesn’t sound like a bot response.
Let the tone be friendly to let your customers know it is a person responding to their message, not a bot. The bot may be efficient at providing resolution, but establishing a friendly connection with a human touch is essential.
For example: Hey Ariel! Thanks for reaching out. Our team is excited to assist you shortly.
There it is, a simple yet elegant example of providing a human touch to your introduction message on WhatsApp.
- 3. Set out expectations: It is best to be clear with your communication rather than be vague, which will only deter your customers because of the uncertainty in your message.
For example: Hey Rick! Thank you for connecting with us! Our team will be happy to assist you within the next 48 hours. We are excited to have you with us.
The above message is clear without uncertainty of when the customer will be contacted, instead of saying, ” Hey there! Thanks for reaching out! We will get back to you as soon as possible!
- 4. Acknowledge messages: Instead of keeping silent till resolution, reassure your customers by sending them acknowledgment through your introduction message on WhatsApp. Let them know that you have received their concern, and your team is working full speed to offer a resolution.
Example: “We acknowledge that we have received your concern. Rest assured, our team is working diligently to get back to you with an appropriate resolution.” subsequent communication, setting up a clear expectation.- 5. Introduce your team: It is much more comfortable for anyone to know whom they are talking to. You can introduce your team to your customer, who will be in charge of connecting with them in the subsequent communication.
For example: Our representative, William, will assist you with your query. He will connect with you very shortly.
It offers a touch of humanity and assures the customer that a person is behind their query resolution and they are not just at the mercy of a bot.
- 6. Inform of your working hours : Politely inform your customers of your working hours. It sets up an expectation for the customer to know when they may receive any communication from you.
Enriching your customers with important information can be potentially useful in the future. You may say, for example, ” The active hours of our team are from Monday to Saturday, 9 am to 6 pm. You can expect to receive the next communication in our working hours.”
- 7. Offer self-help: An introduction message on WhatsApp can send resourceful information links to the customer. It will let you engage them while your team works on the resolution or the next steps in the customer journey.
You can write, “While we prepare to connect with you shortly, you maybe interested in going through our knowledge bank for quick self-help resources on common queries.”- 8. Keep it short: Not to overwhelm your new customer, but it is best to keep your message template short and crisp.
- For example: “It is great to have you with us! Hang in there as our team prepares to get back to you within the next 24 hours”.
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10 Examples of introduction messages on WhatsApp
Here are 10 examples of introduction messages on WhatsApp, which you can use for various situations:
1. General Greeting
- “Hi there! I’m [Your Name] from [Company/Organization]. How can I assist you today?”
2. Business Introduction
Examples –
“Hello [Customer Name], welcome to [Company Name]! We’re excited to have you with us. How can we help you today?”
3. Follow-Up
Examples –
“Hi [Customer Name], this is [Your Name] from [Company]. I am just following up on our previous conversation. Do you have any questions or need further assistance?“
4. Product Introduction
Examples –
“Hello [Customer Name], thank you for your interest in [Product Name]. I’m [Your Name], here to provide all the details.“
5. Service Offering
Examples –
“Hi [Customer Name], I’m [Your Name] from [Company]. We offer [Service]. Would you like to know more about how we can help you?“
6. Event Invitation
Examples –
“Hello [Customer Name], I’m [Your Name] from [Company]. We have an exciting event and would love for you to join us. Here are the details…“
7. Feedback Request
Examples –
“Hi [Customer Name], this is [Your Name] from [Company]. We value your feedback. Could you please share your experience with our service?“
- Click on the [link] to share your feedback. It is a quick 5 mins feedback.
8. Welcome Message
Examples –
“Hi [Customer Name], welcome to [Company Name]! We’re thrilled to have you on board. Let us know how we can assist you.“
9. Appointment Confirmation
Examples –
“Hello [Customer Name], this is [Your Name] from [Company]. Just confirming your appointment on [Date] at [Time]. Looking forward to seeing you!“
10. Promotion Announcement
Examples –
“Hi [Customer Name], I’m [Your Name] from [Company]. We have an exclusive offer just for you! Check out our latest promotion…“
You may also consider using some creative introduction messages on WhatsApp
1. Friendly and Fun
Examples –
“Hey [Recipient’s Name]! 🌟 I’m [Your Name], your new go-to person at [Company]. Ready to make your day awesome! How can I help?“
2. Casual and Relatable
Examples –
“Hi [Recipient’s Name]! 👋 I’m [Your Name] from [Company]. Take me as your assistant for all things [related to your service/product]. What’s up?“
3. Humorous
Examples –
“Hello [Recipient’s Name]! 😄 I’m [Your Name] from [Company]. If customer service were a sport, I’d be your MVP. How can I assist you today?“
4. Warm and Welcoming
Examples –
“Hi [Recipient’s Name]! 🌼 I’m [Your Name] from [Company]. I just wanted to say a big welcome! How can I make your experience with us even better?“
5. Enthusiastic
Examples –
“Hey [Recipient’s Name]! 🎉 I’m [Your Name] from [Company]. We are super excited to connect with you! How can I make your day brighter?“
6. Creative and Artistic
Examples –
“Hello [Recipient’s Name]! 🎨 I’m [Your Name] from [Company]. Take me as your creative partner in making [service/product] extraordinary. How can I assist?“
7. Tech-Savvy
Examples –
“Hi [Recipient’s Name]! 🤖 I’m [Your Name] from [Company]. Your tech-savvy guide to all things [service/product]. Need any help navigating?“
8. Inspirational
Examples –
“Hello [Recipient’s Name]! 🌟 I’m [Your Name] from [Company]. Here to inspire and assist you on your journey with us. How can I help you today?“
9. Playful
Examples –
“Hey [Recipient’s Name]! 🎈 I’m [Your Name] from [Company]. Ready to add a little fun to your day? What can I do for you?“
10. Mystery
Examples –
“Hi [Recipient’s Name]! 🕵️ I’m [Your Name] from [Company]. You can take me as your secret agent for [service/product]. How can I assist you today?“
Feel free to tweak these templates to suit your brand tone and the context of the conversation. Emojis are a fun way to turn serious interactions into a lighter tone. You can plan to use them as necessary.
Advantages of an introduction message on WhatsApp
A well-crafted introduction message on WhatsApp can offer several advantages, including:
- • Establishing a Connection: It helps initiate a conversation and establish a connection with the recipient.
- • Building Rapport: A personalized introduction can help to build rapport and trust.
- • Setting Expectations: Clearly stating your purpose or intention can help to set expectations for the conversation.
- • Saving Time: A well-structured introduction can save time by avoiding unnecessary back-and-forth.
- • Improving Engagement: A positive introduction can increase the likelihood of continued engagement and conversation.
- • Facilitating Networking: For professional purposes, a well-written introduction can help expand your network and connect with potential clients or collaborators.
By crafting a thoughtful and impactful introduction message on WhatsApp, you can increase your chances of making a positive first impression and building meaningful relationships on WhatsApp.
Conclusion
Crafting an engaging introduction message on WhatsApp is essential for making a positive first impression and building meaningful connections. By following the best practices outlined above, engaging, personalized, and effective messages are easy to create.
Remember to be genuine and respectful, and tailor your message to the person or group you are contacting. With a little effort, you can write WhatsApp introduction messages to build powerful relationships and connect with new people.
Frequently Asked Questions
You can mention your name, a brief introduction, and a reason for reaching out (e.g., shared interest or mutual friend).
To make your message more engaging, personalize the content, use humor or a relevant narrative, or ask a question to spark a conversation.
Keep the message professional, mention your company and position, and briefly explain why you’re reaching out.
Yes, emojis can add personality and help in expressing emotions. However, use them sparingly to avoid overwhelming the recipient.
It’s not necessary to include your phone number if you’re introducing yourself to someone you haven’t met before. Users can find it in your WhatsApp contact information.
About the Author
Nisha Sneha
Nisha Sneha is a passionate content writer with 5 years of experience creating impactful content for SAAS products, new-age technologies, and software applications. Currently, she is contributing to Kenyt.AI by crafting engaging content for its readers. Creating captivating content that provides accurate information about the latest advancements in science and technology has been at the core of her creativity.
In addition to writing, she enjoys gardening, reading, and swimming as hobbies.
