Formal WhatsApp message format and examples
How to write a formal WhatsApp message, with eight examples in English and Hinglish: to a client, a quotation, a meeting request, a delay, an apology and a follow-up.
- 1
First formal message to a client
Good morning {name}. This is {your name} from {company name}. I am writing regarding {subject}. Please let me know a convenient time to discuss it. Thank you.
Hinglish: Good morning {name} ji. Main {company name} se {your name} hoon. Main {subject} ke sambandh mein likh raha hoon. Kripya batayein ki baat karne ke liye kaun sa samay theek rahega. Dhanyavad.
- 2
Sending a quotation
Dear {name}, as requested, please find attached our quotation for {requirement}. The total is ₹{amount}, valid until {date}. I am happy to clarify any point. Regards, {your name}, {company name}
Hinglish: Dear {name} ji, aapke kehne par {requirement} ka quotation attach kar raha hoon. Total ₹{amount} hai, jo {date} tak valid hai. Koi bhi baat clear karni ho toh bataiye. Regards, {your name}, {company name}
- 3
Requesting a meeting
Hello {name}, I would like to request a 20-minute meeting to discuss {topic}. Would {day 1} at {time 1} or {day 2} at {time 2} suit you? Thank you. {your name}
Hinglish: Namaste {name} ji, {topic} par baat karne ke liye main 20 minute ki meeting request karna chahta hoon. Kya {day 1} ko {time 1} ya {day 2} ko {time 2} aapke liye theek rahega? Dhanyavad. {your name}
- 4
Confirming a meeting
Dear {name}, this is to confirm our meeting on {date} at {time} at {place or link}. Please let me know if anything changes. Regards, {your name}
Hinglish: Dear {name} ji, {date} ko {time} baje {place or link} par hamari meeting confirm hai. Kuch badlav ho toh kripya bata dijiye. Regards, {your name}
- 5
Informing about a delay
Dear {name}, I regret to inform you that {delivery or work} will be delayed by {days} days because of {reason}. The new date is {date}. We apologise for the inconvenience and will keep you updated.
Hinglish: Dear {name} ji, khed ke saath batana pad raha hai ki {reason} ki wajah se {delivery or work} mein {days} din ki deri hogi. Nayi date {date} hai. Asuvidha ke liye maafi chahte hain, aapko update dete rahenge.
- 6
A formal apology
Dear {name}, we sincerely apologise for {issue}. We have {action taken} and it will not be repeated. Thank you for bringing it to our notice. {your name}, {company name}
Hinglish: Dear {name} ji, {issue} ke liye hum dil se maafi chahte hain. Humne {action taken} kar diya hai aur aage aisa nahi hoga. Hume batane ke liye dhanyavad. {your name}, {company name}
- 7
A formal follow-up
Hello {name}, I am following up on my message of {date} regarding {subject}. I would be grateful for an update when you have a moment. Thank you. {your name}
Hinglish: Namaste {name} ji, {subject} ke baare mein {date} ko bheje message par follow-up kar raha hoon. Jab samay mile, kripya ek update de dijiye. Dhanyavad. {your name}
- 8
A formal thank-you
Dear {name}, thank you for your time today and for choosing {company name}. We will share {next step} by {date}. Regards, {your name}
Hinglish: Dear {name} ji, aaj samay dene aur {company name} ko chunne ke liye dhanyavad. Hum {date} tak {next step} share kar denge. Regards, {your name}
Fill in the {curly bracket} parts with your own details before you send.
The format of a formal WhatsApp message
A formal WhatsApp message is shorter than an email but follows the same order:
- Greeting: "Good morning {name}" or "Dear {name}". Add "ji" or "Sir/Ma'am" where that is how you address the person.
- Who you are: your name and company, if they may not have your number saved.
- Purpose in one sentence: "I am writing regarding the quotation for 40 chairs."
- The detail or the request: dates, amounts, what you need from them.
- Closing: "Thank you" or "Regards", then your name.
Formal and informal: the same message two ways
| Informal | Formal |
|---|---|
| Hey, got the file? | Good afternoon {name}. Could you please confirm that you received the file? |
| Sorry, running late | I apologise, I will be 15 minutes late for our meeting. |
| Pls pay asap | A gentle reminder that the payment of ₹{amount} is due on {date}. |
| ok done | Thank you, this is noted and completed. |
Small things that make a message look professional
- Write full words. "Please" and "you", not "pls" and "u".
- Send one complete message, not six short ones.
- No voice notes for a first formal contact.
- Use emojis rarely, and never in an apology or a payment message.
- Message in working hours. A message at 11 pm reads as pressure.
- To highlight a date or an amount, use bold. Our WhatsApp text formatter adds the symbols for you.
Sending formal messages to many customers
Copying a message by hand works for a handful of chats a day. Past that, three things usually break: someone forgets to send it, two people reply to the same customer, and nobody knows which customer answered.
- WhatsApp Business app. A broadcast list reaches up to 256 contacts at a time, and only people who have saved your number receive it. Good for a small, known customer list.
- WhatsApp Business API. A message you start outside the 24-hour window must use a template that Meta has approved, and the customer must have agreed to hear from you. Our guide to template approval shows what gets approved, and the guide to opt-in covers consent.
- A shared inbox. With Responseify the whole team answers from one number, each chat has an owner, and you can send an approved template to a tagged group of contacts as a broadcast. There is a free plan, and you can book a free demo to see it on your own use case.
To estimate what a month of messages costs on the API, use the WhatsApp cost calculator.
Read next
Frequently asked questions
How do I write a formal message on WhatsApp?
Open with a greeting and the person's name, introduce yourself, state the purpose in one sentence, give the detail or request, and close with "Thank you" or "Regards" and your name. Use full words and send it as one message.
How do I start a formal WhatsApp message?
Use "Good morning {name}", "Hello {name}" or "Dear {name}". If the person does not have your number saved, add "This is {your name} from {company}" in the first line.
Can I use emojis in a formal WhatsApp message?
Keep them rare. A single friendly emoji is fine with a client you know well. Leave them out of first contacts, apologies, payment reminders and messages to senior people.
Is WhatsApp acceptable for formal business communication?
In India, yes: clients, vendors and parents expect it. Use it for short, time-bound messages and move long documents to email, with a WhatsApp line saying you have sent them.
Last updated 13 November 2026 by the Responseify team.
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