For IT service providers, keeping clients updated with real-time messages can be time-consuming. From onboarding and support tickets to security alerts and invoices — you’re constantly communicating.
That’s where WhatsApp Template Messages come in — and when powered by Automate AI, they become a real asset.
In this article, we’re sharing 20 ready-to-use WhatsApp templates made specifically for IT services businesses. Whether you’re managing software deployments, cloud hosting, cybersecurity, or tech support — these messages can help you save time, maintain professionalism, and respond faster than ever.
📌 Table of Contents
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What Are WhatsApp Template Messages?
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Why Use WhatsApp for Your IT Services?
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20 Custom WhatsApp Templates for IT Service Providers
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Tips for Writing High-Quality Template Messages
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How to Send Templates with Automate AI
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Conclusion
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FAQs
💬 What Are WhatsApp Template Messages?
WhatsApp Template Messages are pre-approved message formats designed for businesses to use outside of the 24-hour customer service window. These messages help you stay in touch with clients even if they haven’t recently reached out.
Whether it’s a billing reminder, security alert, or onboarding message, templates help you deliver information fast — while remaining compliant with WhatsApp’s communication policies.
With Automate AI, creating, submitting, and automating these templates is seamless — no tech headaches, no manual follow-ups.
Why WhatsApp Works So Well for IT Services
Here’s why thousands of tech service businesses are turning to WhatsApp for client communication:
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✅ Encrypted & secure for client confidentiality
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✅ Incredible open rates — over 90% in many cases
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✅ Fits perfectly into automation flows
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✅ Ideal for tickets, alerts, reports, and onboarding
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✅ Great for quick replies & long-term engagement
20 WhatsApp Template Messages IT Companies Can Start Using Today
Below are 20 message templates you can adapt for your business. These are designed for clarity, efficiency, and client confidence.
1. New Client Onboarding Message
Template Message:
Hi {{name}}, welcome aboard! 👋 We’re thrilled to have you with us at {{business-name}}.
Our onboarding team is already setting up your account and configuring access to your dashboard and services.
You’ll receive your credentials and welcome resources within the next 24 hours.
Need help getting started or have preferences to share? Just reply to this message — we’re always here to assist.
Let’s kick off this journey strong! 🚀
2. Consultation Booking Confirmation
Template Message:
Hi {{name}}, your session with our tech consultant {{agent-name}} is successfully scheduled for {{date}} at {{time}}.
📍 Meeting Location: {{location}}
🔗 Join here: {{meeting-link}}
We’re looking forward to learning about your IT needs and exploring solutions together.
Reply here if you need to reschedule or have specific questions you’d like us to prepare for.
3. Service Renewal Reminder 🔄
Template Message:
Hi {{name}}, this is a reminder that your subscription for {{service-name}} is set to expire on {{expiry-date}}.
To ensure continuous service with no disruptions, we recommend renewing today.
Renewing also keeps your support priority and automation settings intact.
Tap the button below to renew instantly.
[CTA Button]: Renew Now
4. Scheduled Maintenance Alert
Template Message:
Hi {{name}}, we’ll be conducting scheduled maintenance on {{maintenance-date}} between {{start-time}} and {{end-time}}.
During this window, some systems may experience temporary downtime or restricted access.
We’ll notify you the moment all services are restored.
Thanks for your understanding and continued partnership with {{business-name}}.
5. Security Alert Notification 🔐
Template Message:
Security Alert: Hi {{name}}, we’ve detected potentially suspicious activity on your account.
We recommend changing your password immediately and enabling 2-Factor Authentication (2FA).
If this wasn’t you, please reply here or contact our security desk at {{support-contact}}.
Your data safety is our top priority. Let’s secure your systems together 🔐
6. Support Ticket Status Update
Template Message:
Hi {{name}}, an update on your support ticket (ID: {{ticket-id}}):
🟢 Current Status: {{status}}
📝 Latest Note: “{{comment}}”
🔗 Track your ticket: {{ticket-link}}
Let us know if you have any follow-up questions — we’re on it.
7. Project Milestone Update 📊
Template Message:
Great news, {{name}}! We’ve just completed the {{milestone-name}} phase of your project: {{project-title}} ✅
Here’s what’s been delivered:
✔️ {{task-1}}
✔️ {{task-2}}
Next up: {{next-step}}
Expected Completion: {{timeline}}
We’ll keep you in the loop as progress continues.
8. Payment Confirmation 💳
Template Message:
Hi {{name}}, we’ve received your payment of ₹{{amount}} for {{service-name}}.
🧾 Transaction ID: {{transaction-id}}
📅 Date: {{date}}
Thanks for your prompt payment!
Need the invoice or a receipt? Just reply, and we’ll send it right over.
9. Trial Expiry Reminder
Template Message:
Hey {{name}}, your free trial of {{product-name}} ends on {{expiry-date}}.
To continue uninterrupted access and unlock full features, upgrade your plan now:
[CTA Button]: Upgrade Now
Need help choosing the right package?
Reply ‘Help’ and we’ll guide you personally.
10. Account Manager Introduction
Template Message:
Hi {{name}}, I’m {{manager-name}}, your dedicated Account Manager at {{business-name}}.
I’ll be your go-to contact for any updates, feedback, or service requests.
You can reply here anytime — I’m always happy to help.
Looking forward to supporting your goals!
11. New Feature Announcement
Template Message:
Hi {{name}}, we’ve just rolled out a new feature: {{feature-name}} 🎉
Here’s what’s new:
✔️ {{benefit-1}}
✔️ {{benefit-2}}
✔️ {{benefit-3}}
Excited to explore it? Tap below to dive in:
[CTA Button]: Try Feature
12. Feedback Request
Template Message:
Hi {{name}}, we’d love your thoughts on your recent experience with us.
It’ll only take 30 seconds and helps us serve you better 🙏
[CTA Button]: Leave Feedback
Thanks for helping us improve!
13. Invoice Delivery Message
Template Message:
Hi {{name}}, your invoice for {{service-name}} is ready:
🧾 Invoice ID: {{invoice-id}}
💰 Amount: ₹{{amount}}
📅 Due Date: {{due-date}}
Let us know if you have any billing queries.
[CTA Button]: Download Invoice
14. New Service Launch
Template Message:
Exciting news, {{name}}! We’ve launched {{new-service-name}}, designed to help you {{value-prop}} faster and more efficiently.
Want to see how it works? Book a walkthrough below:
[CTA Button]: Book Demo
15. Migration Completed Message
Template Message:
Hi {{name}}, your migration to {{platform-name}} has been completed successfully ✅
All services have been reconfigured and are now live.
You can access your dashboard here: {{login-link}}
Need a walkthrough or have questions? Just reply and we’ll assist you.
16. Monthly Performance Report
Template Message:
Hi {{name}}, your monthly performance summary for {{month}} is here:
📊 Uptime: {{uptime}}%
🛠️ Tickets Resolved: {{tickets-resolved}}
⚡ Avg. Response Time: {{avg-response-time}} mins
Want a full report in PDF? Reply ‘Send Report’ and we’ll share it with you.
17. Post-Demo Follow-up 💬
Template Message:
Hi {{name}}, thanks for joining the demo with {{agent-name}} today! 👨💻
We hope it gave you a solid understanding of how our tools support your business goals.
Questions or need a custom quote? Just reply — we’re happy to help.
18. Weekly Tips / Best Practices
Template Message:
Tech Tip of the Week 🔍
Hi {{name}}, did you know most security breaches come from outdated software?
👉 Always update plugins and third-party tools.
Want us to audit your environment? Just reply ‘Audit’ and we’ll set it up.
19. Website Chat to WhatsApp Prompt
Template Message:
Need help choosing the right IT solution? Our experts are online right now.
Click below to chat directly with our team on WhatsApp:
[CTA Button]: Start Chat
20. Cross-Sell or Upsell Offer 📦
Template Message:
Hi {{name}}, as a user of our {{current-plan}}, you might benefit from {{recommended-service}} as well.
It’s designed to {{key-benefit}} and integrates smoothly with your current setup.
Want to try it risk-free?
[CTA Button]: Start Free Trial
Tips for Writing WhatsApp Templates That Get Approved
To avoid rejections from WhatsApp, follow these writing guidelines:
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✅ Keep tone friendly and professional
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✅ Avoid all caps and misleading offers
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✅ Use dynamic placeholders like {{name}}, {{date}}, etc.
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✅ Emojis are allowed ✅ but don’t overdo them
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✅ Buttons should be under 20 characters
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✅ Add value with every message
💬 How to Send WhatsApp Template Messages via Automate AI
To send template messages, you need access to the official WhatsApp Business API — and that’s where Automate AI comes in.
With our platform, you can:
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🔄 Submit & manage templates easily
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📤 Broadcast to thousands of contacts with one click
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🤖 Automate messages for orders, alerts, renewals, and more
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💬 Chat live with customers using a multi-agent inbox
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📊 Monitor performance with detailed analytics
No code. No delays. Just powerful messaging on autopilot.
🎉 Start Using Templates Today
Ready to get started? Automate AI makes it easy with Free Forever Plan, no credit card required.
👇 Sign up now and start automating your client communication:
FAQs
What’s the difference between regular messages and template messages?
Template messages are required when messaging outside the 24-hour response window. They must be approved by WhatsApp before use.
Can I edit a template after approval?
You can’t change the structure once it’s approved — but dynamic fields (like names or dates) can be updated in real time.
Do templates support media?
Yes! You can send PDFs, images, or videos — but there must always be at least one text line.
Is approval required for each message?
Only for the template itself — once approved, you can reuse it as many times as needed.
