Guides · Updated 2026-10-23

WhatsApp Business Quick Replies: 40 Copy-Paste Templates and AI Prompts

If customers message your business on WhatsApp, you probably type the same answers every day: your hours, your prices, where you are, how to book, how to pay. Quick replies in the free WhatsApp Business app let you save those answers once and send them in two taps. This guide gives you 40 copy-paste quick replies for the questions small businesses get most, greeting and away messages, AI prompts to write your own in your voice, and the set-up steps and checks that keep it all sounding human. The prompts work in the free versions of ChatGPT, Google Gemini and Microsoft Copilot.

Short answer: in the WhatsApp Business app, open the Tools tab, tap Quick replies, then tap the add button, write the message and give it a short keyboard shortcut such as /hours. In any chat, type "/" to see your quick replies, pick one, edit it if needed, and send. You can store up to 50. Start with 10–12 replies for your most common questions, keep each one short, and always personalise the first line before you send.

Replace anything in [brackets] with your details. When you use AI to write or adapt a reply, use placeholders like [customer] and [order number] instead of pasting in real customer names, phone numbers or order details.

How quick replies, greeting and away messages work

The WhatsApp Business app has three built-in message tools. They're all free and found in the Tools tab (checked against the WhatsApp Help Center on 23 October 2026; menus can move between app versions).

To set up a quick reply: Tools → Quick replies → add (+) → type the message → set a shortcut → Save. Quick replies can include images and videos when you send them from your phone; media isn't supported in quick replies on WhatsApp Web or Desktop.

To send one: in a chat, type "/" in the message box (or tap the paperclip → Quick reply), choose the reply, edit it, and send. The app also creates default replies from your business profile, such as your address and hours, so fill in your profile first.

Worth knowing:

• The limit is 50 quick replies. That's plenty if each one answers one question well.
• A deleted quick reply can't be recovered. Keep a copy of your replies in a note or document outside WhatsApp, which also makes it easy to share them with staff or set them up on a new phone.
• The "outside business hours" away schedule only appears once you've set business hours in your business profile.
• If you connect WhatsApp's Business AI, greeting messages are turned off automatically, according to WhatsApp's help pages.

The 12 quick replies to set up first

Most small businesses can cover the majority of incoming questions with these. Use short, lowercase shortcuts you'll remember.

Copy-paste quick replies (40 templates)

Short works best on WhatsApp: one to three sentences, one question at a time, and a clear next step. Each template below is ready to save as a quick reply.

First contact and enquiries

1. /hi: Hi [name], thanks for messaging [business]! How can I help today?
2. /hi2: Hi, thanks for getting in touch. I'm [your name] from [business]. Could you tell me a bit about what you need, and I'll get back to you with options?
3. /info: Happy to help! So I can give you an accurate answer, could you send me: [item 1], [item 2] and [item 3]? Photos help too.
4. /later: Thanks for your message! I'm with a customer right now and will reply properly by [time].
5. /call: It might be quicker to chat on the phone. Is now a good time for a 5-minute call, or would [time] work better?
6. /notus: Thanks for thinking of us! That's not something we offer, but [other business or type of provider] should be able to help.

Hours, location and contact

7. /hours: We're open [days and hours]. Closed on [days/public holidays].
8. /where: You'll find us at [address]: [map link]. [Parking or access tip].
9. /holiday: Just so you know, we're closed from [date] to [date] and back on [date]. Messages will be answered when we're back.
10. /email: For [quotes/invoices/documents], please email [email address] so nothing gets lost. Thank you!

Prices and quotes

11. /price: Our [service/product] starts at [price]. The final price depends on [factor 1] and [factor 2]. Would you like a quote?
12. /quote: To send you an accurate quote, I'll need [details/photos/measurements]. I'll get it to you within [timeframe] once I have them.
13. /quotesent: I've just sent your quote for [job] to [email/this chat]. It's valid until [date]. Any questions, just reply here.
14. /quotefollow: Hi [name], just checking in on the quote for [job]. Happy to answer any questions or adjust it if needed.
15. /menu: Here's our current [menu/price list]: [link or image]. Let me know what you'd like!

Bookings and appointments

16. /book: You can book online here: [booking link]. Or send me the day and time that suits you and I'll check availability.
17. /slots: I have these times open: [slot 1], [slot 2], [slot 3]. Which works best for you?
18. /confirm: You're booked for [service] on [day, date] at [time] at [address]. Reply here if you need to change anything.
19. /remind: Hi [name], a reminder about your [service] tomorrow at [time]. Reply YES to confirm, or let me know if you need to reschedule.
20. /resched: No problem at all. Here are the next available times: [slot 1], [slot 2]. Which suits you?
21. /policy: Just so you know, we ask for [notice period] notice to cancel or change a booking. [Deposit or fee policy, only if you have one].
22. /waitlist: We're fully booked that day, but I've added you to the waiting list and will message you if a spot opens up.

Orders and delivery

23. /order: Thanks for your order! Your order number is [number]. We'll message you when it's [ready/on its way].
24. /checking: Thanks for your patience. I'm checking on your order now and will update you by [time].
25. /shipped: Good news: your order [number] is on its way. You can track it here: [tracking link].
26. /ready: Your order is ready for collection at [address] during [hours]. Please bring [order number/ID].
27. /stock: Sorry, [item] is out of stock right now. It should be back around [date]. Would you like me to message you when it is, or suggest an alternative?
28. /returns: Sorry it's not right! Our returns process is here: [link]. Or tell me what happened and I'll help you sort it out.

Payments

29. /pay: You can pay by [method 1] or [method 2]. Please use [reference] as the reference so we can match your payment.
30. /deposit: To secure your booking, we ask for a [amount] deposit. You can pay here: [payment link].
31. /paid: Thank you, payment received! [Next step, e.g. "We'll see you on [date]."]
32. /due: Hi [name], a friendly reminder that invoice [number] for [amount] is due on [date]. You can pay here: [link]. Thank you!

For a full polite-to-firm sequence, see our invoice reminder templates.

On the day

33. /onway: Hi [name], I'm on my way and should be with you around [time].
34. /late: So sorry, I'm running about [minutes] minutes late because of [short reason]. I'll be with you by [time].
35. /done: All done! [One-line summary of the job]. Let me know if you have any questions.

After the sale

36. /thanks: Thanks so much for choosing [business], [name]! It was great to [work with you/see you].
37. /review: If you were happy with [service], would you mind leaving us a short review? It really helps a small business like ours: [review link]
38. /rebook: Hi [name], it's been about [time] since your last [service]. Would you like me to book your next one?
39. /sorry: I'm really sorry about [issue]. That's not the experience we want for you. Could you tell me a bit more so I can put it right?
40. /refer: Thanks again! If you know anyone else who needs [service], we'd be grateful if you passed on our number.

Ask every happy customer for a review in the same way, and never offer a discount or gift in exchange: see our review request prompts for the rules.

Greeting and away message templates

Greeting message (general):

Hi, thanks for messaging [business]! 👋 We usually reply within [timeframe] during [hours]. To help us answer faster, tell us: 1) what you need, 2) your [area/date/order number]. Prices and bookings: [link]

Greeting message (bookings business):

Welcome to [business]! You can book instantly here: [booking link]. For anything else, send us your question and we'll reply as soon as we can.

Away message (after hours):

Thanks for your message! We're closed right now and open again at [time] on [day]. We'll reply as soon as we're back. Urgent? Call [number].

Away message (on a job or busy day):

Thanks for getting in touch! I'm on a job today and will reply by [time]. If it's about an existing booking, please include your name and date.

Away message (holiday):

We're on a break from [date] to [date] and back on [date]. Your message is safe with us and we'll reply when we return. [Booking link] is open the whole time.

AI prompts to write your own quick replies

Paste these into ChatGPT, Gemini or Copilot. Always read the output, cut anything you don't actually offer, and check every price, time and policy before you save it.

General prompts

1. "I run a [type of business] in [city/country]. List the 15 questions customers most often ask on WhatsApp before they buy, then write a WhatsApp quick reply for each: maximum 2 sentences, friendly, plain English, with [brackets] for details I need to fill in. Suggest a short lowercase shortcut for each."
2. "Here are messages I send customers again and again: [paste 3–5 of your own messages with personal details removed]. Rewrite each as a reusable WhatsApp quick reply in the same tone. Keep them under 40 words."
3. "Rewrite these quick replies so they sound warmer and less robotic, but keep them short: [paste replies]."
4. "Write a WhatsApp greeting message for [business] that sets expectations about reply times ([timeframe]), asks for the 2 details I need to help ([detail 1], [detail 2]) and links to [booking/price link]. Maximum 45 words."
5. "Write 3 versions of an away message for [business]: after hours, on a busy job day, and closed for a public holiday. Each under 35 words, with an urgent-contact option."
6. "Translate these WhatsApp quick replies into [language], keeping them casual and short, and flag anything that sounds odd in that language: [paste replies]."

Industry prompts

7. Salons and spas: "Write 10 WhatsApp quick replies for a [salon/barber/nail bar]: booking, price list, patch tests, running late, cancellation notice of [hours], deposit, aftercare reminder, rebooking in [weeks], review request and gift vouchers."
8. Trades and home services: "Write 10 WhatsApp quick replies for a [plumber/electrician/cleaner]: ask for photos of the problem, call-out fee [amount], earliest availability, on my way, running late, job done, quote follow-up, payment details, warranty question and review request."
9. Restaurants and cafés: "Write 10 WhatsApp quick replies for a [restaurant/café/takeaway]: today's hours, menu link, table booking, large groups, allergy questions (tell the customer to speak to staff on arrival and that we can't guarantee allergen-free food unless that's true), order ready, delivery area, function enquiries, lost property and review request."
10. E-commerce: "Write 10 WhatsApp quick replies for an online shop selling [products]: sizing help, stock check, shipping times to [regions], tracking link, delayed order, returns, damaged item, payment options, discount code questions and thank-you after delivery."
11. Real estate: "Write 10 WhatsApp quick replies for a real estate agent: viewing booking, 'is it still available?', price and levies/rates questions, documents needed for an offer, valuation request, viewing reminder, after-viewing follow-up, new listing alert opt-in, unavailable property alternatives, and thanks."
12. Fitness studios and personal trainers: "Write 10 WhatsApp quick replies for a [gym/studio/personal trainer]: class timetable, trial session, membership prices, what to bring, booking a session, cancellation policy, missed session check-in, rebooking, member referral and review request. Don't give medical advice; suggest checking with a doctor where relevant."
13. Clinics and dental practices (admin only): "Write 10 WhatsApp quick replies for a [dental practice/physio clinic] covering admin only: booking, appointment reminder, forms to complete, parking, fees and medical aid/insurance questions, cancellation policy, running late, and recall reminders. Never ask for symptoms or medical details over WhatsApp; invite the patient to call instead."
14. Coaches, consultants and freelancers: "Write 10 WhatsApp quick replies for a [coach/consultant/freelance designer]: discovery-call booking, packages and prices, what happens next, proposal sent, proposal follow-up, deposit, scheduling sessions, files received, project delivered and testimonial request."

Rules that keep quick replies working for you

• Personalise the first line. Add the customer's name or a reference to what they asked before you hit send. A reply that obviously ignores their question does more harm than a slow one.
• Answer one thing per message. If they asked about price and availability, send two short replies or edit one, rather than pasting a wall of text.
• Keep facts in one place. When prices, hours or policies change, update your quick replies the same day (and your business profile, so the default replies stay right).
• Don't let AI invent your policies. AI tools will happily add a "24-hour cancellation policy" or "free delivery over [amount]" you don't have. Delete anything that isn't true for your business.
• Keep customer data out of AI tools. Write your replies with placeholders. Don't paste customer names, phone numbers, addresses, ID numbers or health details into a chatbot.
• Only message people who expect it. Replying to someone who messaged you is fine. Sending promotions to people who haven't agreed to receive them can break WhatsApp's business rules and the privacy or marketing laws in your country, so check both before you send offers.
• Back them up. Keep a copy of all your quick replies, greeting and away messages in a document, because deleted quick replies can't be restored.

Frequently asked questions

How do I set up quick replies in WhatsApp Business?

Open the WhatsApp Business app, go to the Tools tab and tap Quick replies. Tap the add button, type your message, set a keyboard shortcut such as /hours, and tap Save. To use it, type "/" in any chat, choose the reply, edit it if needed, and send.

How many quick replies can I save in WhatsApp Business?

The WhatsApp Business app lets you store up to 50 quick replies. Start with 10–12 for your most common questions and add more as patterns appear, rather than filling all 50 at once.

Can I use quick replies on WhatsApp Web?

Yes, you can send quick replies from WhatsApp Web and Desktop by typing "/" in a chat. Media files such as images and videos in quick replies aren't supported on Web or Desktop, so keep image-based replies for your phone.

What is the difference between a greeting message and an away message?

A greeting message is sent automatically when a customer messages you for the first time, or after 14 days without messages in that chat. An away message is sent automatically when you've set yourself as away: always, on a custom schedule, or outside your business hours.

Can ChatGPT write WhatsApp Business replies for me?

Yes. ChatGPT, Gemini or Copilot can draft a full set of quick replies for your type of business in a minute, and rewrite them in your tone or another language. Check every price, time and policy before saving, and use placeholders instead of real customer details.

Are WhatsApp quick replies the same as auto-replies?

No. Quick replies are saved messages you choose to send yourself, so you can edit them first. Greeting and away messages are the automatic replies in the WhatsApp Business app. The WhatsApp Business Platform (API), used with third-party inbox tools, offers more automation, usually at a cost.

More help with customer messages: read our guides on replying to negative reviews with AI, AI prompts for customer reviews and invoice reminder templates, or the AI guides for salons and beauty businesses, trades and home services, restaurants and cafés and online shops.

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