Waiting list message templates
A waiting list message offers a newly free slot or restocked item to someone who asked to be told. Offer it to one person at a time, give them a short time to reply, then move to the next person.
When to use it
Use these only for people who asked to join your waiting list. Being on the list is their permission to hear about openings, and nothing more.
Offer each slot to one person, in order, with a clear deadline. Messaging the whole list at once leads to disappointment and to identical messages going to many people.
When a slot is taken, tell anyone who replied too late, and confirm they are still on the list.
8 templates to copy
Copy a template, replace the words in square brackets, and read it once before you send it. Change anything that does not sound like you, because customers answer messages that sound like a real person who knows them.
1. Added to the list · WhatsApp · Friendly
Done, [name], you are on the waiting list for [service or item]. I will message you here if a [slot or item] comes up. Reply STOP any time if you would rather not hear.2. Slot offered · WhatsApp · Helpful
Hi [name], good news: a [service] slot has opened on [day] at [time]. Would you like it? I can hold it for you until [time].3. Short offer · WhatsApp · Short
Hi [name], [day] [time] is free for your [service]. Want it? Reply YES by [time].4. Instagram restock · Instagram DM · Friendly
Hey [name], the [item] you asked about is back! I have put one aside for you until [time] tomorrow. Shall I send the payment link?5. Messenger offer · Messenger · Friendly
Hi [name], you asked us to let you know about openings. We have one on [date] at [time]. Reply here if you would like it.6. Email offer · Email · Professional
Subject: A place has come up for [service]
Hi [name],
You asked to hear about openings for [service]. A place is available on [date] at [time].
If you would like it, please reply by [time on date]. After that, we will offer it to the next person on the list.
Best wishes,
[business]7. Slot taken · Any channel · Warm
Sorry, [name], that slot has been taken. You are still on the list, and I will message you about the next one.8. Removing from the list · Any channel · Friendly
No problem, [name], I have taken you off the waiting list. If you ever want to come back, just message me.What to avoid
- Messaging everyone on the list at once about one slot.
- Adding people to the list who did not ask to join.
- Keeping people on the list after they say stop or book elsewhere.
- Holding a slot without a deadline.
- Using the waiting list to send general promotions.
Give this to your AI agent
Paste this into your AI agent’s instructions and replace the words in square brackets. Your agent then follows the same rules every time. What else to tell your AI agent.
When a slot opens, offer it to the first person on the waiting list for that service, in their own chat, and hold it until [time]. If they do not reply in time, offer it to the next person. Only message people who asked to join the list, remove anyone who says stop, and never send one opening to the whole list at once.Channel rules that apply
- WhatsApp. WhatsApp restricts automation and bulk sending on ordinary and Business app numbers, so treat automated sending as a risk you manage rather than one you remove. Reply in chats customers started, and never broadcast these messages to a list. Spaces keeps a connected number to at most 200 messages and 10 new chats a day, and a newly connected number warms up over four weeks. WhatsApp limits
- Instagram. Instagram only lets you message someone who has not replied inside its messaging window, so replies in existing chats work best. Reply to people who messaged you, commented or asked to hear from you. Instagram limits
- Messenger. Like Instagram, Messenger limits messages to people who have not replied, so replies in existing chats work best. Keep to people who wrote to your Page first. Messenger limits
- Email. A new chat here is a new email thread. Replies on a thread someone started are not held back by the warm-up. Spaces sends one email at a time to one person, never bulk email. Email limits
Spaces lowers the risk of a restricted account with enforced limits, warm-up and pacing, but no tool can guarantee a platform will not act on an account. How Spaces keeps accounts safe.
FAQ
Can I message my waiting list about a cancellation?
Yes, because they asked to hear about openings. Offer the slot to one person at a time, in order, with a short deadline.
Why not message the whole waiting list at once?
It disappoints everyone but the fastest reader, and identical messages to many people are what platforms restrict. One at a time is fairer and safer.
How long should I hold a slot?
Long enough for a reasonable reply, often one to two hours for same-day slots and up to a day for later ones. Say the deadline in the message.
Can I send this waiting list message to all my customers at once?
No. Send each message to one person who contacted you, booked or bought from you. Bulk messages on WhatsApp, Instagram or Messenger are one of the quickest ways to get an account restricted, and Spaces refuses the same cold message sent to many people. A message written for one conversation also gets far better replies.
Can my AI agent use these templates for me?
Yes. Connect your accounts to Spaces and your AI agent can read each chat and reply in your words, using the note on this page as a guide. A scheduled message or a routine can also send a set reply at a time or on a trigger; routines send the exact words you give them and are not an AI. You can turn on approvals so nothing goes out until you say yes, and every message stays inside the account’s sending limits.
Let your AI agent answer for you
Spaces connects your own WhatsApp, Instagram, LinkedIn, Messenger, X and email accounts to the AI agent you already use, so it can reply in your words and keep every account inside safe sending limits. No card needed to start a trial.
Related
More bookings and appointments templates: Appointment reminder, Booking confirmation, No-show follow-up, Late cancellation reply. All message templates.