Introduction Messages for WhatsApp Business: Tips and Examples

Every second, thousands of Indian consumers message businesses on WhatsApp, seeking product information, support, or making purchases. 

But for D2C brands and e-commerce businesses, to build trust through an introduction message on WhatsApp - your tone, value proposition, and next steps must align perfectly. 

And this is a bit of a difficult challenge especially for brands catering to diverse customer segments, because

• Tech-savvy urban millennials expect instant responses
• Regional customers prefer local language communications
• First-time online shoppers require additional guidance

Through analysis of 675+ leading Indian D2C brands that use WhatsApp Broadcasting, we've identified the subtle elements determining whether a potential customer converts or disappears into silence.

From Neeman sustainability mentions to WOW Skin Science's menu structure, successful brands consistently balance professionalism with cultural context.

This guide examines how to create WhatsApp introductions that respect both your brand voice and your customers' expectations.

What Is an Introduction Message on WhatsApp?

An introduction message on WhatsApp functions as a bridge between businesses and potential customers. 

It sets the initial impression and mood for future communications. 

Unlike traditional marketing channels, WhatsApp allows for a more personal, direct connection with your audience.

The message structure varies based on business context and goals:

For automated systems using WhatsApp Business API

• System-generated welcome notes upon first contact
• Re-engagement messages after periods of inactivity (typically 14 days)
• Responses during non-business hours

For manual outreach

• Personalised greetings
• Context-specific introductions
• Follow-up conversation starters

These messages work differently from standard promotional content because they initiate a two-way conversation rather than simply broadcasting information. 

They open a channel for genuine dialogue while respecting the personal nature of WhatsApp as a messaging platform.

The main difference is in timing and intent. Unlike email or social media, WhatsApp introduction messages appear in a more intimate space—the same place where people chat with friends and family. 

Why Introduction Messages Matter on WhatsApp

The significance of introduction messages on WhatsApp extends beyond mere pleasantries. 

These messages function as the foundation for business-customer relationships in the mobile messaging space.

First Impression Impact 

Research indicates that businesses have approximately seven seconds to make a positive first impression. 

On WhatsApp, this translates to the few moments a customer spends reading your initial message.

Consumer Psychology 

WhatsApp users typically expect

• Quick responses
• Personal attention
• Clear communication
• Respect for their privacy

When introduction messages align with these expectations, they naturally lead to better engagement rates.

Business Benefits 

Properly structured introduction messages

• Minimise response time gaps
• Set realistic service expectations
• Reduce customer support workload
• Build rapport naturally

Market Position 

Among the messaging channels, WhatsApp stands out with its unique advantages, considering its massive approx 600 million user base in India 

• High open rates (typically 98%)
• Direct access to customers
• Rich media capabilities
• Interactive features

Best Practices for Writing a Great WhatsApp Introduction Message

Creating effective WhatsApp introduction messages requires understanding the platform's unique blend of business and personal communication. 

Lead with Brand Identity 

Your WhatsApp business description sets the tone for all future interactions.

As we see how WOW, Skin Science starts by immediately establishing its brand identity. 

They specify their product category and specialisation—skincare and men's grooming respectively—helping customers understand their expertise instantly.

Value-First Communication

The Man Company clearly highlights its unique selling proposition—"premium grooming essentials made with natural ingredients." This direct value statement gives customers a clear reason to engage.

Professional Yet Personable Tone

KALKI Fashion balances a formal tone and genuine care in their WhatsApp introduction message—"Hope you are staying safe and keeping well."

Action-Oriented Guidance

Plum Goodness provides clear direction by saying "Please select the option from the main menu that best fits your concern," followed by easily accessible options. 

Basically eliminating any possible confusion for the customers.

Clean Menu Design

Almost all brands offer a well-organised menu with a couple of options in their WhatsApp interactive depending on the customer’s most common intent, to help them quickly find what they need.

Service Timing Clarity

SOLETHREADS sets proper expectations by clearly stating their operating hours, "Our team is hard at work from Monday to Friday, 10:00 AM to 07:00 PM."

Setup a WhatsApp auto reply system for off-hours helps customers know when to expect a reply, especially for international customers. 

Structured Information Flow 

Bella Vita Organic shows better message structuring by breaking information into digestible segments

• Brand introduction
• Core offering
• Available assistance
• Next steps

Incorporate Social Proof Naturally 

Bevzilla subtly mentions their preservative-free beverages are "instant and delicious", while Neeman's references their sustainable practices—adding credibility to their business introduction message on WhatsApp without appearing boastful.

Default first message 

Some brands like Boat make the chat more friction-free by using default conversation starters as seen in the below example. In case the customer doesn’t know what to ask, this feature will help them get started

Examples of Effective WhatsApp Introduction Messages (Revised with Original Templates)

Below are sample WhatsApp greeting messages you can use as a template.

How to Write Introduction Messages for Different Scenarios

Writing effective WhatsApp marketing messages requires understanding both your business context and customer expectations. 

Here's how to approach various common scenarios with clarity.

New Customer Welcome 

First impressions matter, especially on WhatsApp where customers expect personal attention.

Sample message: "Welcome to [Brand name]! We're pleased to assist you with our [product category]. Our team typically responds within 15 minutes during business hours (9 AM - 6 PM). What would you like to learn about first?"

Post-Purchase Follow-up 

Build on the purchasing momentum by offering immediate value and support.

Sample message: "Thank you for choosing [Brand name]! I'm [Name], your dedicated support specialist. You'll receive your order updates here. While we prepare your package, would you like our quick guide on [product usage/care]?"

Product Query Response 

When customers ask about specific products, provide focused information with clear next steps.

Sample message: "Hi [Name], thanks for your interest in [product]. Would you prefer details about its features or would you like to see how other customers are using it? We have both options ready for you."

Service Introduction 

For service-based businesses, focus on expertise and availability.

Sample message: "Hello [Name], this is [Your name] from [Company]. We specialise in [service] for [target audience]. Based on your query, would you like to know about our [specific service] or our general service options?"

Consultation Booking 

When customers seek expert advice or consultations, be clear about the process.

Sample message: "Welcome to [Brand name]! We understand you're interested in a consultation about [topic]. Would you prefer a video call or chat consultation? Our next available slots are [dates/times]."

Seasonal/Special Occasion 

For holiday seasons or special events, maintain professionalism while acknowledging the occasion.

Sample message: "Hello [Name], thank you for contacting [Brand]. As we approach [season/holiday], our team is ready to help you find the perfect [product/service]. What specific requirements do you have in mind?"

Technical Support Initial Response 

When handling technical queries, set clear expectations for resolution.

Sample message: "Hi [Name], I'm [Your name] from [Brand] technical support. To help you with [issue], could you please confirm [specific details]? This will help us provide the most accurate solution."

Feedback Follow-up 

After receiving customer feedback, acknowledge it professionally.

Sample message: "Hello [Name], thank you for your feedback about [product/service]. We value your insights and would appreciate a few more details about your experience. Would you have a moment to share more specifics?"

Abandoned Cart Follow-up 

When customers leave items in their cart, a gentle reminder can help complete the sale.

Sample message: "Hi [Name], we noticed you've left some items in your cart at [Brand name]. The [product] you selected is still available. Would you like details about shipping or our return policy?"

Pre-launch Product Interest 

For customers who've shown interest in upcoming products.

Sample message: "Hello [Name], thanks for your interest in our new [product line]. Would you like to be notified when it launches next week? We're offering special pricing for early customers."

Stock Notification 

When previously out-of-stock items become available.

Sample message: "Good news [Name]! The [product] you were interested in is back in stock. Since you asked to be notified, we're holding one for you for the next 24 hours. Would you like to proceed?"

First-time Buyer Special 

Welcome new customers with exclusive offers.

Sample message: "Welcome to [Brand name]! As a first-time visitor, you can enjoy [specific discount] on your first purchase. Would you like to explore our bestsellers or our new arrivals?"

Cross-sell Recommendations 

After a purchase, suggest complementary products.

Sample message: "Hi [Name], thanks for purchasing [product]. Many customers also buy [complementary product] to enhance their experience. Would you like to learn how they work together?"

Review Request 

Following a successful delivery, ask for feedback.

Sample message: "Hello [Name], we hope you're enjoying your recent purchase from [Brand]. If you have a moment, we'd value your thoughts on [product]. Would you like to share your experience?"

Loyalty Programme Introduction 

For repeat customers, introduce your rewards system.

Sample message: "Hi [Name], thank you for being a valued customer. We've noticed you qualify for our [loyalty tier] with special benefits. Would you like to learn about your exclusive rewards?"

Size/Fit Query 

Help customers choose the right size.

Sample message: "Hello [Name], regarding your size query for [product], we offer personalised fitting guidance. Would you prefer our size guide or would you like our fit specialist to assist you?"

Using Emojis and Tone to Enhance Your WhatsApp Introduction Message

Professional emoji usage in WhatsApp business communications is particularly crucial for Indian D2C brands, requiring a careful balance between approachability and professionalism. 

Research comparing Eastern and Western digital communication patterns reveals significant variations in how emojis are interpreted across cultures, making contextual awareness vital if you are targeting diverse Indian consumer segments.

Strategic Emoji Selection and Placement:

• Choose solution-focused, widely recognised, and culturally neutral emojis (👋, ✅)
• Limit usage to 1-2 emojis per message when communicating with first-time customers
• Place emojis at natural breakpoints - greetings, key points, or closing
• Match formality level to your product category and target demographic

Another report found that emoji interpretation varies significantly across different regions and age groups. 

For instance, traditional Indian symbols like 🪔 (diya) resonate differently with urban versus rural customers. 

Similarly, festival-related emojis and product-specific emojis can reflect distinct regional values and communication preferences in different Indian markets.

Cultural Context Considerations:

• Urban Indian consumers often prefer modern, global emoji usage
• Tier 2 and 3 cities may respond better to more traditional, localised emojis
• Religious and cultural symbols (🙏, ✨) carry deeper significance in Indian context
• Monitor customer responses to adjust emoji usage based on regional preferences

The effectiveness of emojis varies by customer relationship stage. 

Initial product inquiries warrant minimal emoji use to establish brand credibility. 

As customer engagement grows, especially in community building and repeat purchases, emoji usage can be calibrated based on the customer's communication style and regional background.

Industry-Specific Applications

Practical Implementation Tips:

Message Structure: "[Greeting + Emoji] [Introduction + Relevant Emoji] [Main Message] [Call to Action + Functional Emoji]"

Example for an order confirmation: "Hello [Name] 👋 Your order from [Brand] has been confirmed ✅ I'm Lisa, your dedicated support specialist, and I'll keep you updated about your order status 📦 Need any assistance? Just reply to this message 💬"

Emoji Guidelines

While emojis can humanise D2C communication, their primary role should be supporting clear product and service communication rather than being overly personal. 

Especially if you serve pan-India customers where subtle differences in interpretation can affect purchase decisions.

Consider your target market's cultural background and shopping behaviour before incorporating emojis. 

When uncertain, go for clear, professional language with minimal emoji usage until you better understand your customer segment's preferences.

Common Mistakes to Avoid in WhatsApp Introduction Messages

After analysing WhatsApp introduction messages from 20 leading Indian D2C brands, here are the main mistakes to avoid when crafting your business introduction message on WhatsApp.

Generic Opening Lines

Many brands, for example Dot & Key, begin with a basic "Hi" or "Hello" followed by the customer's name. While the basics are good, you can make it more distinctive. 

Like how ‘Boat’ refers to its customers with “Boathead,” making them feel a part of the brand.

Poor Value Communication

Brands like Beyoung mention they are "India's favourite" without providing any proof to this claim. 

Instead of making broad statements, focus on specific benefits for customers—Gud Gum does this better with its tagline “Go Plastic Free.”

Emoji Overuse

While emojis add personality, their overuse can make your brand look too informal (refer to Plum Goodness example above), especially when learning how to introduce yourself on WhatsApp to business customers.

‘Blissclub’ uses minimal emojis, just enough to make its message clear.

Too Much Content in the introduction

Several brands, including Bevzilla and The Man Company, send multiple messages in their introduction—this can overwhelm customers. 

Boult Audio shows better frequency with limited, focused communication.

Missing Call-to-Action

Brands like Boult Audio and Gud Gum have vague endings to their messages—asking "How can I help you today?" (refer to the above example)  without specific next steps. 

I like how ‘Boat’ gives clear options. (refer to the above example)

Inconsistent Branding

Some brands like Bold Care switch between languages (English and Hindi) in their WhatsApp introduction message—which can confuse customers. 

You don’t have to completely avoid using multilingual messages, but rather implementing them thoughtfully to match how Indian customers naturally communicate.

Auto-Response Feel

Greeting messages from brands like Atomberg Technologies and CaratLane feel robotic and templated. 

Whilst automation is necessary, the language should feel natural and conversational.

Lack of Menu Preview

Brands often mention "Main Menu" or "Click Below" without previewing what customers can expect—leaving them uncertain about the next interaction steps.

Similar to Boat’s examples, give customers one or two options upfront, to make them initiate some action.

Poor Timing Information

Many brands fail to mention their service hours upfront—leading to customer frustration when responses are delayed outside business hours.

How to Customise WhatsApp Messages for Different Audiences

Creating messages that resonate with specific audience segments requires a deep understanding of their preferences, needs, and communication styles. 

The goal is to maintain brand consistency while adapting your approach to different customer groups.

Understanding Audience Segments 

Before customising your messages, analyse your customer base thoroughly. Consider factors like purchasing behaviour, interaction history, and response patterns. 

This data helps inform your messaging strategy while keeping communications relevant and valuable.

Consumer Communication 

Direct consumers respond better to messages that

• Highlight personal benefits
• Show understanding of their needs
• Offer immediate value
• Feel conversational yet professional

Your messages should feel personal without becoming overly casual.

Geographic and Cultural Adaptation 

When messaging customers across different regions

Local Markets Understand regional preferences and shopping habits. Reference local events or cultural aspects when relevant. 

Consider time zones and local business hours.

International Markets Account for cultural nuances and communication preferences. Be mindful of language differences and local customs. 

Maintain clarity in your messages to avoid misinterpretation.

Industry-Specific Messaging 

Different sectors require varying approaches

Retail and E-commerce Focus on product benefits and customer experience. Keep messages solution-oriented and include clear next steps.

Professional Services Emphasise expertise and reliability. Use a more formal tone while remaining accessible.

Message Testing and Refinement 

Monitor how different audience segments respond to your messages. Pay attention to

• Response rates
• Engagement levels
• Conversion patterns
• Customer feedback

To Wrap It Up

A well-crafted WhatsApp introduction message sets the foundation for meaningful business-customer relationships. 

Your messages should adapt to different audience segments whilst maintaining brand consistency. 

Keep communications clear, concise and value-focused. Remember to:

• Prioritise specific benefits over generic claims
• Use emojis strategically and sparingly
• Include clear next steps and operating hours
• Customise tone based on market and industry context

Follow these guidelines for writing introduction messages on WhatsApp to make the most of the first interaction with customers.

FAQ’s (Frequently Asked Questions on Introduction Message On WhatsApp)

1. How to introduce your brand on WhatsApp?

Start with a clear brand identity, mention your product category, and include operating hours. Keep the message professional yet warm, adding value upfront. 

For example, "Welcome to [Brand]. We specialise in [category] and are here to assist you from 9 AM-6 PM."

2. How to write a greeting message to a customer on WhatsApp?

Begin with a personalised greeting, state your name and role, and then offer specific assistance options. 

Example, "Hi [Name], I'm Sarah from [Brand]'s customer care team. Would you like to explore our new collection or check your order status?"

3. Best business introduction message on WhatsApp for DTC brands.

"Hello [Name], thank you for connecting with [Brand]. We're known for [unique value proposition]. Our team responds within 15 minutes during business hours (9 AM-6 PM). How may we assist you today?"