Message templates for customer chats
These are ready-to-copy message templates for the moments small businesses write about most: reminders, confirmations, price questions, complaints, delays and thank-yous. Each page has templates for WhatsApp, Instagram DMs, Messenger, LinkedIn and email, plus a note you can give your AI agent.
Every template is written for a one-to-one message to someone who contacted you, booked with you or bought from you. Replace the words in square brackets, such as [name] and [time], and change anything that does not sound like you.
Each page also covers when to send the message, what to avoid, and the rules each channel applies. None of these templates is meant for bulk sending: reminders, review requests and notices go to one person at a time.
By situation
Bookings and appointments
Confirm, remind, rebook and fill gaps in the diary.
Enquiries and sales
Answer the first message well and follow up once.
Complaints and problems
Calm, fair replies when something has gone wrong.
Orders and delivery
Keep buyers informed, including when things run late.
After the visit
Say thank you and ask for a review, one person at a time.
Hours and closures
Answer people who write while you are closed.
By channel
Most pages have versions for each channel. Here is where to find them.
- WhatsApp: appointment reminder, booking confirmation, price enquiry reply, out-of-hours reply, welcome message, refund request reply, angry customer reply, review request, no-show follow-up, late cancellation reply, order update, delivery delay, “is this still available?” reply, discount request reply, hand over to a person, quote follow-up, missed call follow-up, holiday closing notice, waiting list, thank you after a visit. WhatsApp sending limits.
- Instagram DM: appointment reminder, booking confirmation, price enquiry reply, out-of-hours reply, welcome message, refund request reply, angry customer reply, review request, no-show follow-up, late cancellation reply, order update, delivery delay, “is this still available?” reply, discount request reply, hand over to a person, holiday closing notice, waiting list, thank you after a visit. Instagram DM sending limits.
- Messenger: appointment reminder, booking confirmation, price enquiry reply, out-of-hours reply, welcome message, refund request reply, angry customer reply, review request, no-show follow-up, late cancellation reply, order update, delivery delay, “is this still available?” reply, discount request reply, hand over to a person, quote follow-up, missed call follow-up, holiday closing notice, waiting list, thank you after a visit. Messenger sending limits.
- LinkedIn: appointment reminder, booking confirmation, price enquiry reply, welcome message, review request, discount request reply, hand over to a person, quote follow-up, thank you after a visit. LinkedIn sending limits.
- Email: appointment reminder, booking confirmation, price enquiry reply, out-of-hours reply, welcome message, refund request reply, angry customer reply, review request, no-show follow-up, late cancellation reply, order update, delivery delay, “is this still available?” reply, discount request reply, hand over to a person, quote follow-up, missed call follow-up, holiday closing notice, waiting list, thank you after a visit. Email sending limits.
FAQ
Are these message templates free to use?
Yes. Copy them, change them and use them in your own chats. They are examples to adapt, so edit them to match how you talk to your customers.
Which channels do the templates cover?
WhatsApp, Instagram DMs, Facebook Messenger, LinkedIn and email. Some templates work on any channel and are marked that way.
Can I use these templates for bulk messages or broadcasts?
No. They are written for one-to-one messages to people who contacted you or expect to hear from you. Bulk messages are what platforms restrict, and Spaces refuses the same cold message sent to many people.
Can my AI agent send these for me?
Yes. Connect your accounts to Spaces and your AI agent can reply in each chat using these templates as a guide. Each page includes a short note to paste into your agent’s instructions.
What do the words in square brackets mean?
They are placeholders, such as [name], [date], [time] and [price]. Replace each one with the real detail before you send the message.
Is it safe to automate WhatsApp messages?
WhatsApp restricts automation on ordinary and Business app numbers, so there is always some risk. Spaces lowers it by keeping every connected number inside sending limits and warming new numbers up, but it cannot guarantee WhatsApp will not act on an account.
Let your AI agent use them
Spaces connects your own WhatsApp, Instagram, LinkedIn, Messenger, X and email accounts to the AI agent you already use, and keeps every account inside safe sending limits. No card needed to start a trial.
Read more: what to tell your AI agent, WhatsApp message templates, explained, sending limits and connecting your AI agent.