Everything you need to know about WhatsApp introduction messages
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First impressions are particularly important for businesses when trying to acquire new customers in an ecosystem as competitive as it is today. Modern businesses can easily use WhatsApp Business to initiate conversations with customers, starting with an introduction message.
After a great experience, 72% of customers are likely to spread the word about your business to six or more people [Zoom].
An introduction message is a customized message that businesses send to customers when they first connect with their brand. Introduction messages can also be sent to reconnect with customers after 14 days of no contact after post first interaction. These messages help brands to establish a professional and engaging first impression, paving the way to initiate many more conversations with their customers.
Not only do introduction messages help you set a good first impression, but they also set the tone for further interactions. They give customers a clear direction on how to proceed with the brand, which channels to explore, and how to get in touch.
Let’s walk through the key differences between a WhatsApp introduction message and a WhatsApp greeting message, as well as the key elements of a high-converting WhatsApp introduction message. This blog will also take you through the types and templates of WhatsApp introduction messages.
WhatsApp greeting vs away message: Key differences explained
A WhatsApp greeting message is an informal, warm way to greet your customers when they reach out to you on WhatsApp.
On the other hand, a WhatsApp Away message is an automated message sent to your customers when your business or agents cannot immediately attend to them. It is a way to tell your customers that their queries will be attended to when your business comes back online at the earliest time.
For example, a greeting message can look like this:
“Hello [Name]! Welcome to Fashion Apparel. We’re happy to be of assistance. Type in your query below, and we will get someone to help.”
On the other hand, an away message may look like this:
“Thank you for connecting with Fashion Apparel, [Name]. We are currently in the process of moving offices, so please allow us two business days to get back to you. Meanwhile, you can browse through the resources below to see if they help. Thank you for understanding!”
Here are a few other differences between a greeting message and an introduction message:
While a greeting message is meant to welcome your customers to your brand, an away message is meant to inform them that you are temporarily unavailable but they can expect a response soon.
Key elements of a high-converting WhatsApp introduction message
Did you know that 66% of users have purchased chatting with a brand on WhatsApp? WhatsApp messages carry immense weight that you can use to boost your sales with the right strategy.
Below are the key elements of a high-converting WhatsApp message:
Personalization
A Segment report reveals that 89% of businesses believe personalization is a crucial element for success in the coming years. Your WhatsApp introduction message should, therefore, focus on providing a personalized introduction to your business, including services and products that are the most relevant for the customer.
Clarity and conciseness
Your audience is busy and would not like to be presented with long messages. Although introduction messages need to be detailed, they can be concise and clear about the information presented. Use simple language and avoid jargon to get to the point quickly.
Clear CTA
A good message requires a clear direction that takes your customers to the desired action. Use action words like “Learn more,” “Register now,” or “Start shopping” to encourage your customers to start doing.
According to a study, using a clear CTA improves conversion rates by 161%!
Multimedia
Use multimedia like images and PDFs to include more detail about your brand in a way that is not in the customer’s face. Give them the option to explore at their own volition instead of typing out a long message.
Types of WhatsApp introduction messages
There can be several types of WhatsApp introduction messages depending on the purpose and focus of the message. You can choose what suits your business needs best.
Business introduction message
- Purpose: To introduce your business to a customer formally.
- Focus: Highlights who you are, what you do, the unique offerings you provide, etc.
- Example: Hello [Name], welcome to Gallabox. We are happy that you have joined our community. How can we help you today?”
Service/offering introduction message
- Purpose: To promote a specific service or product to new customers.
- Focus: Highlights the value proposition of a specific service or product.
- Example: “Hello [Name], we are Little Lemon. We now provide classic cocktails that go with various cuisines and enhance your eating experience. Chat with us now to learn more.”
Team introduction message
- Purpose: To assign a point of contact or introduce the assigned team to the customer.
- Focus: Humanizes your brand by introducing humans into the equation.
- Example: “Hello [Name], I am John from Chic Interiors, assigned as your POC. You can contact me any time for questions or updates.”
Onboarding introduction message
- Purpose: To welcome new customers to the brand and provide them with resources.
- Focus: Combine an introduction message with the necessary instructions to board a brand.
- Example: “Hello [Name], I’m John from Aura Learning, your account manager. Please follow these instructions to complete your profile with us.”
Examples of WhatsApp introduction messages
Let’s now take a look at a few examples of WhatsApp introduction messages. Feel free to templatize them and use them to engage your customers:
Ready-to-use WhatsApp introduction message templates
In this section, we have curated some ready-to-use WhatsApp introduction message templates that you can use for all types and purposes:
- Introduce your business: “Hello [Name]! Welcome to [Business]. We are experts in [Core service and products]. We envision a world where [Unique value proposition]. We invite you to view our full suite of services and products by clicking on the link below. Or type “Chat” to get in touch with our executive.”
- Introduce your services: Hello [Name], this is [Agent] from [Business]. We are excited to share the launch of our newest service – [Service description] – in the industry of your business. It focuses on solving [Core problem]. Let us know if you would like to learn more or schedule a demo.”
- Introduce your team: “Hello [Name], I am [Agent] from [Business], your point of contact for any further support. I am available any time to guide you through [Service/product]. You can message me if you have any questions!”
- Introduce an event: “Hello [Name], we are thrilled to invite you to [Event] organized by [Business]. The [Event] is designed to help you explore [Services or products] that assist your business with [details]. The event is on [Date/place/time], RSVP by clicking on the button below.”
- Introduce a collaboration: “Hello, [Name], I am [Agent] from [Business]. Your progressive and innovative work in the industry aligns well with our vision and mission. I would love to discuss a partnership opportunity with you in [field], which could bring [potential mutual benefits] to both our firms. If you are available for a quick chat, let’s connect.”
- Introduce a product: “Hello [Name]! [Business] is launching a brand-new product line – the [Product] – that is designed to [Benefits]. Being a valued customer, we have reserved a sneak peek for you. You can click the link below to explore the product.”
How to write an effective WhatsApp introduction message?
An introduction message is the first communication your business initiates with its customers. Therefore, they need to be engaging and informative at the same time. Let’s go over a few handy tips that can help you craft an impactful WhatsApp introduction message:
Keep it brief, engaging
Keep your message brief and get to the point quickly. The tone you use should be welcoming but not overly friendly. You can make messaging engaging by using images or videos that introduce your business fully to the customer.
Personalize
McKinsey highlights that 71% of consumers expect companies to personalize their experiences. Make it a point to use a customer’s first name when addressing them. It helps to understand their business niche and tailor your message around that.
Focus on benefits and USP
When introducing your business, steer the focus on the value and benefits your business can provide vis-a-vis your competitors. This way, you will differentiate your brand from the crowd and give your customers a reason to try your services or products.
Use WhatsApp Business features
Use WhatsApp Business API Software features that provide you with templates, automated responses and follow-ups, chatbots, and quick replies to keep a conversation alive. These features empower your business never to miss a customer message again.
How to automate WhatsApp introduction messages
The WhatsApp Business app provides you with the ability to set up WhatsApp introduction messages through the “Greeting Message” feature. Follow the steps described below:
- Open the WhatsApp Business app.
- Go to “Settings” and then select “Business Tools”.
- You will see the option of “Greeting Message” – click on it.
- To enable greeting messages, click on the toggle beside “Send Greeting Message”.
- You can start editing the message by clicking on it. Here, you can type your custom WhatsApp greeting message that will be automatically sent to the users who contact your business.
- When editing is complete, click “OK” to save your progress.
- Now, you need to select the recipients from your contact book who should receive a greeting message when they contact you. If you want this message to go out to everyone, then select “Everyone”.
- Tap on “Save”.
Your basic WhatsApp introduction message is now ready. If you want better customization, consider implementing WhatsApp Business APIs that allow you to chat using templates, automation, and WhatsApp chatbots to make the conversation more engaging. Some platforms even provide you with generative AI modules for context-aware personalization across all chats.
WhatsApp Business APIs enhance the effectiveness of your introduction messages drastically.
Best practices for WhatsApp introduction messages
WhatsApp messages hold great power – 69% of users are more likely to buy from you if you have a WhatsApp channel they can reach. Here are a few best practices to help you make the most of each WhatsApp introduction message:
1. Keep the information relevant
The information you include in your introduction message should be tailored to the requirements of the recipient.
For example, if you are sending an introduction message to an eCommerce business, it should highlight your USPs and services specific to online retail and eCommerce.
This way, your customers are more likely to engage in the exchange when they notice services that are relevant to them.
2. Maintain professionalism
Write the WhatsApp message according to your brand guidelines. Use the prescribed tone, vocabulary, and the standard terms of your industry. Unless your brand voice permits it, avoid using a casual tone or slang, even if your target audience is younger.
You can incorporate relatable language or slang in other parts of your campaign; the introduction message is a representation of your brand and needs to be professional. You can use emojis or other media as well to enhance message readability.
3. Highlight the value proposition
WhatsApp introduction messages must be brief, therefore your value proposition must also be stated clearly. Articulate the aspects that make your business unique and focus on how they solve problems to enhance value for clients.
You can use various WhatsApp message templates that help you get started, but make sure to edit the message so that it suits your service niche or product line down to the letter. You can start by drafting a message that is under 1,024 characters but captures the three Ws – Who, What, and Why.
4. Keep the branding consistent
According to Exploding Trends, 32% of companies reported that consistent brand messaging saw a revenue growth of more than 20%
Your WhatsApp introduction message should ideally have the same tone and voice as your official website. This creates a smooth transition for the customers from WhatsApp to your website to explore services and products.
Consider drafting a few templates in line with your brand guidelines and using the vocabulary from your brand deck.
5. Get the timing right
Timing is the most important aspect of getting your WhatsApp introduction right. You should send an introduction message at the time when a user initiates contact with your business or if it has been 14 days since the last contact without any further activity.
Timing your message correctly helps you create more engagement with your readers.
6. Test and optimize
To ensure that you generate maximum engagement and lead capture from your introduction messages, always conduct A/B testing. Use different templates, keywords, and benefits to monitor which messages the customers interact with most.
These insights help you refine your targeting and nurture more leads for conversion.
Common mistakes to avoid when creating a WhatsApp introduction message
WhatsApp greeting messages and introduction messages can be confusing to get right. Here are a few common mistakes to watch out for when drafting the ideal introduction message for your business:
- Generic opening lines: Generic messaging can dehumanize your brand and create disengagement with your customers. Instead of using “Hello, explore the latest solutions for […]”, try using “Hello [Name], we are XYZ Solutions, your go-to agency for SEO matters […]”. Extend a human hand to your customers by using names, specifics, and clear messaging.
- Poor value communication: Each product or service has a value proposition. One of the most common mistakes is to focus on personalization and engagement too much while compromising on the quality of information you provide. Instead of drafting from an introduction point of view, try articulating the value proposition first and then tailoring your message around it.
- Overuse of emojis: Emojis make it easier for people to understand your messages, and they also serve as a break from text-heavy messages. However, overusing emojis can confuse the reader and scramble the interpretation you want to convey through your message. Use emojis to make it easier for people to understand instead of using them for beautifying the text.
- Exhaustive text: Introduction messages are supposed to be descriptive, but making them needlessly long can reduce engagement. Use simple language and active voice to convey your message in as few words as possible. If detailed information must be included, attach a PDF with more details to the message.
- Branding inconsistencies: If your introduction message sounds different than what customers read on your website, it can create trust issues. Follow your brand deck to create all introduction message templates to maintain consistency.
- Auto-response tone: Many WhatsApp introduction messages are automated and templatized. When you create templates or set auto-responders for these messages, ensure that there is a human touch to the tone and a way for the customer to connect with a human agent. This prevents the message from becoming too robotic.
- Vague CTA: Introduction messages aren’t just meant to introduce your business to customers but also to guide them on the next steps. If the CTA isn’t clear, your business will not generate much interaction from these messages. Instead of using CTA words like “Explore more,” try using action encouraging phrases like “Chat now” or “Check services on the website”.
Enhance lead engagement with automated introduction messages on WhatsApp
It is crucial to create an engaging, impactful WhatsApp greeting message that presents your business to its customers in the best light. 83% of WhatsApp users open the app daily, giving your brand the opportunity it needs to expand outreach and capture more leads.
You can achieve so much with the right introduction message – a great first impression, customer engagement, conversion, and ongoing relationship. You can augment your WhatsApp introduction message with media, automate it, and even use chatbots to back up any following conversations, all by using Gallabox.
Gallabox is a reliable, automation-friendly WhatsApp Business platform that provides robust features for quick replies, automated responses, AI-powered chatbots, generative AI for conversations, conversation intelligence, and integration with associated peripherals like CRM and inventory.
Gallabox can reinforce your WhatsApp introduction messages with automatic, humanized responses, context awareness, personalization, and more. Visit the website to explore more features today. You can sign up for a free trial to take Gallabox for a spin.
FAQs about Whatsapp Introduction Message
How do I personalize my WhatsApp introduction message?
You can personalize WhatsApp messages by typing out a custom message in the Greeting Messages section of WhatsApp. Or you can use WhatsApp API platforms to set up automated personalization.
Is it possible to send an automated welcome message to new members joining a WhatsApp group?
Yes, all you need to do is enable the "Send Greeting Message" toggle button in the "Greeting Messages" section of WhatsApp Business settings. You can then type in a default greeting message that will be sent to all the selected contacts you enter.
Can WhatsApp automatically send a welcome message to new contacts or customers?
Yes, WhatsApp has a "Send Greeting Message" option that you can enable or disable. Enabling this option sends a greeting message to new customers automatically when they message you. You can enter this message and change it whenever you like.
Are there any third-party tools or bots that can help automate welcome messages in WhatsApp groups?
Yes, platforms like Gallabox offer a host of AI-powered tools and chatbots that enable you to hyperpersonalize your WhatsApp introduction messages.
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Further Reading:
Did you find this article helpful? If so, you might be interested in these other resources,
- WhatsApp Marketing for Businesses in 2024: How to Get Started
- How to Create a WhatsApp Chatbot in 2024
- WhatsApp Business Web: All You Need To Know
- WhatsApp for sales: 13 tips to boost your business
- Boost conversions with WhatsApp Advertising campaigns
- How to send WhatsApp messages from Google sheet
- How to Schedule WhatsApp Messages? - A Step by Step Guide
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