With over 2 billion monthly active users, WhatsApp is undoubtedly one of the most popular messaging apps in the world.
As more and more businesses adopt the WhatsApp Business platform as a communication channel with their customers, the need for quick replies has become increasingly important.
Quick replies can help businesses save time, increase efficiency, and provide better customer service. Quick replies allow businesses to quickly answer and address customer inquiries, provide personalized responses, and guide customers to the right products and services.
This complete guide covers everything you need to know about sending quick reply messages on WhatsApp, from what they are and why they are important to how to create and use them effectively.
WhatsApp quick reply messages are pre-written messages that can be sent quickly and easily with just a few clicks. They are found in the Quick Reply section of the app and can be used to respond quickly to common questions, comments, or messages.
Quick replies allow you to create convenient shortcuts for messages you frequently send to your customers, including media messages such as images and videos. However, it's worth noting that away messages are also a part of quick replies.
Apart from providing shortcuts, quick replies also enable you to set up away messages. These messages allow you to respond automatically to messages received outside of your business hours, which can help to set expectations and let customers know when they can expect to hear back from you.
WhatsApp quick messages offer several benefits that can enhance communication and productivity in various contexts. Here are some of the key advantages of using quick messages:
With quick messages, you can send frequently used messages with just a few taps, significantly increasing your efficiency. Instead of typing out the same message repeatedly, quick messages allow you to respond quickly and easily to common questions or messages.
Quick messages can save time and effort, especially when dealing with large volumes of messages or inquiries. By using quick messages, you can streamline communication and ensure that messages are sent and received more efficiently
Quick messages can help to ensure that communication is prompt and consistent, which can improve the overall quality of communication. By providing pre-written messages, quick messages can reduce the risk of miscommunications or misunderstandings.
Quick messages can help ensure that messages are sent and received in a timely manner, improving the overall speed and responsiveness of communication. Improved communication can build trust and strengthen relationships with customers or clients.
Quick messages can help to ensure that important information is communicated clearly and effectively, reducing the likelihood of errors or confusion.
Quick messages are easily accessible within the WhatsApp Business interface, making them convenient to use on the go. Quick messages can be customized to fit your needs, making them highly flexible and adaptable.
Quick messages can be organized to make them easy to find and use, reducing the time and effort required to locate specific messages. By providing pre-written messages, quick messages can reduce the need to type out messages from scratch, which can be especially convenient when working on a mobile device.
The convenience and accessibility of quick messages can help reduce stress and improve overall work satisfaction.
By streamlining communication and reducing the time spent typing out messages, quick messages can significantly increase productivity. Quick messages can help reduce interruptions or distractions during the workday, allowing you to focus on more important tasks.
By providing pre-written messages, quick messages can reduce the need to switch between different apps or windows, saving time and effort. The increased productivity provided by quick messages can help to improve overall job performance and job satisfaction.
Quick messages can help create a more efficient workflow, leading to increased productivity and better outcomes.
Quick messages can help ensure that customers or clients receive prompt and consistent responses, improving their overall satisfaction with your business or service.
The increased speed and responsiveness provided by quick messages can help to improve the overall quality of customer service. Quick messages can help build trust and strengthen relationships with customers or clients, leading to increased loyalty and repeat business.
Quick messages can enhance overall customer satisfaction by providing a more efficient and convenient communication process.
Quick messages can be organized and categorized in a way that makes them easy to find and use, reducing clutter and improving overall organization. By providing pre-written messages, quick messages can ensure that consistent and accurate information is provided to customers or clients, improving overall organization and reducing the risk of errors or confusion.
Quick messages can help to reduce the time and effort required to locate specific messages or information, improving overall efficiency. The increased organization provided by quick messages can help to reduce stress and improve overall work satisfaction.
Quick messages can help to ensure that important information is stored and organized in a way that makes it easy to access and use.
Setting up Quick Reply Messages on WhatsApp Business can be a game-changer for those who frequently respond to the same messages. With just a few taps, you can send pre-written messages, saving time and effort.
This feature can be particularly useful for businesses or individuals who receive a high volume of messages or inquiries. In this section, we'll guide you through setting up Quick Reply Messages on WhatsApp Business so that you can streamline your communication and increase efficiency.
Here is how to do it
1. In the WhatsApp Business app, tap More options
> Business tools > Quick replies
2.Tap Add 
3. Tap Message to create your desired message.
4. Tap Shortcut to set the keyboard shortcut for your quick reply.
5. Tap SAVE.
As an attachment
1. Open a chat.
2. Tap Attach 
> Quick Replies.
3. Select the desired quick reply. The message will automatically appear in the text input field.
4. Edit the message, or simply tap Send 
.
From the text input field
1. Open a chat.
2. Tap Message, then type "/". This will pull up all your quick replies, including default replies.
3. Select the desired quick reply. The message will automatically appear in the text input field.
4. Edit the message, or simply tap Send .
1. In the WhatsApp Business app, tap Settings.
2. Tap Business Tools > Quick Replies.
3.Tap Add 
.
4. Enter a message to create your desired message.
5. Tap Shortcut to set the keyboard shortcut for your quick reply.
6. Tap Save.
As an attachment
1. Open a chat.
2. Tap Attach 
> Quick replies
3. Select the desired quick reply. The message will automatically appear in the text input field.
4. Edit the message, or simply tap Send .
From the text input field
1. Open a chat.
2. In the text input field, type "/". This will pull up all your quick replies, including default replies.
3. Select the desired quick reply. The message will automatically appear in the text input field.
4. Edit the message, or simply tap Send .
If your WhatsApp quick reply is not working, check to make sure it follows all of the following formatting rules.
WhatsApp Quick Reply Messages can be customized to suit various messages you frequently send customers. Here are the different formats of Quick Reply Messages that can be used:
1. Text Quick Reply Messages:
These are the most basic and commonly used format for Quick Reply Messages. You can create pre-written text messages that can be sent with just a few taps. These messages can be personalized to suit your brand's tone and style and can be used to respond to common inquiries or provide customer information.
2. Emoji Quick Reply Messages:
Emojis are becoming an increasingly popular way to communicate, and they can be used in Quick Reply Messages to add a touch of personality or to convey emotion. You can create pre-written messages with emojis to make your responses more engaging and memorable.
3. Voice Quick Reply Messages:
Sometimes it's easier to communicate via voice, especially when you're on the go or want to convey a more personal message. With Voice Quick Reply Messages, you can create pre-recorded voice messages that can be sent with just a few taps. This can be particularly useful for businesses or individuals who receive a high volume of messages and need to respond quickly.
4. Image Messages:
Images can provide visual cues or showcase products or services. With Image Messages, you can create pre-written messages that include images to respond to common inquiries or promote your brand quickly.
5. Video Messages:
Videos can be used to provide a more engaging and interactive response to customers. With Video Messages, you can create pre-recorded videos that can be sent with just a few taps. This can be particularly useful for businesses or individuals who want to showcase their products or services in more detail and interactively.
In summary, understanding the different WhatsApp Quick Reply Messages formats can help you customize your responses to suit your brand's tone and style while increasing efficiency and improving communication with your customers.
Here's a comparison table for the different types of Quick Reply Messages on WhatsApp:
Overall, each type of Quick Reply Message has its advantages and disadvantages depending on the situation, the audience, and the message being conveyed. It's important to choose the format that best suits your needs and your brand's tone and style while also considering the preferences and expectations of your customers.
WhatsApp Business provides various types of Quick Reply Messages to help businesses respond quickly and efficiently to their customers. Here are some of the most common types of Quick Reply Messages:
1. Greeting Messages:
Greeting messages are automated messages that customers can send when they first message your business on WhatsApp. These messages can welcome customers, introduce your business, and set expectations for response times. A sample greeting message might look like this:
Hello! Welcome to our business on WhatsApp. We're excited to chat with you! Our team will respond to your message as soon as possible. In the meantime, check out our website for more information on our products and services. Thanks for reaching out!
FAQs are pre-written responses to common inquiries or frequently asked questions. By creating pre-written responses, businesses can save time and provide accurate and consistent information to their customers. A WhatsApp quick reply sample for FAQ message might look like this:
Thank you for your message! Here are the answers to our most frequently asked questions:
Quick Reply Messages can also provide information about products or services offered by your business. These messages can include pricing, availability, and features and can be sent with just a few taps. A WhatsApp quick reply sample for product or service information might look like this:
Thanks for your message! Here's some information on our product/service:
Quick Reply Messages can also provide customers with updates about their orders. This can include information about the status of their order, expected delivery dates, and tracking information. A WhatsApp quick reply sample for an order update message might look like this:
Businesses can also use Quick Reply Messages to update customers about their payments. This can include confirmation of payment received, payment due dates, and payment reminders. A WhatsApp quick reply sample for a payment update message might look like this:
Quick Reply Messages can also be used to follow up with customers after a purchase or inquiry. These messages can be used to thank customers for their business, solicit feedback, or encourage repeat business. A WhatsApp quick reply sample follow-up message might look like this:
Thanks for your business! We hope you're enjoying your purchase. We'd love to hear your feedback on our product/service if you have a moment. Thanks again for choosing us!
WhatsApp Quick Reply Messages come with advanced features that allow businesses to improve their customer communication and streamline their operations. Here are some of the advanced features of WhatsApp Quick Reply Messages:
1. Scheduling Quick Reply Messages: With the scheduling feature, businesses can pre-schedule their quick reply messages at specific times. This is particularly useful when a business wants to send messages to customers in different time zones or when they are closed.
2. Using Quick Reply Messages in Groups: Quick reply messages can also be used in group chats, making it easier for businesses to respond to multiple customers simultaneously. Group quick replies can be created and saved for future use.
3. Integration with Other Apps and Tools: WhatsApp Quick Reply Messages can be integrated with other apps and tools, such as CRM systems, to make it easier for businesses to manage customer data and communication. This integration ensures that all customer communication is tracked and organized in a single platform.
4. Predictive Text for Quick Reply Messages: The predictive text feature uses machine learning to suggest quick replies based on the context of the conversation. This makes it faster and easier for businesses to respond to common customer queries.
To ensure that businesses make the most out of WhatsApp Quick Reply Messages, they should follow some best practices. Here are some of the best practices for sending WhatsApp Quick Reply Messages:
1. Customize Your Quick Reply Messages: Businesses should customize their quick reply messages according to their brand voice and customers' needs. This will make their messages more relevant and engaging to their customers.
2. Keep It Concise: Quick reply messages should be brief and to the point. Customers should be able to understand the message at a glance without having to read long paragraphs of text.
3. Personalize Messages: Personalization is key to creating engaging and effective quick reply messages. Businesses should use the customer's name and other relevant information to make their messages more personal and relevant.
4. Use Appropriate Tone: Quickly reply messages should be professional and courteous. Businesses should avoid using harsh or sarcastic language, which may offend customers.
5. Use Emojis Wisely: Emojis can help to convey emotions and make messages more engaging. However, businesses should use emojis wisely and avoid using too many or inappropriate ones.
6. Avoid Slang or Abbreviations: Slang or abbreviations may be misunderstood by some customers. Businesses should use standard language to ensure their messages are clear and easily understood.
7. Edit Before Sending: It is important to proofread quick reply messages before sending them to customers. This will help avoid mistakes and ensure the messages are professional and effective.
Donut.cx is a comprehensive platform that helps businesses consolidate customer interactions into one inbox, improve agent efficiency with real-time reports, scale through WhatsApp broadcasts, and drive conversions by engaging leads across channels while treating customers to moments of delight.
1. Creating Quick Replies
It is extremely easy for a user to create Quick Replies. Go to the text editor and click on the Quick Replies icon or type a “/” in the Editor. This will open a screen like the one shown below.
Click on “Create new” to create your Quick Replies. You can click on “Add new” to add more Quick Replies to the existing set.
Give a Shortcut code for each Quick Reply. We suggest you use Shortcuts that are short, relevant, and easy to remember.
The character limit for Shortcuts is 20 and 350 characters for the message body.
2. Editing Quick Replies
You can edit any existing Quick Reply. Search or hover over the Quick Reply to which you want to make edits.
Click the “Edit” button to open the text window, edit and save the Quick Reply.
Users can send Quick Replies by typing “/ ” [forward-slash] in their text editor. This will trigger the search box where you can search using both the shortcut or the content of the Quick Reply.
By default, you are shown the top 10 frequently used Quick Replies. If you have under 10 Quick Replies, all of them are shown.
You can also use the Quick replies icon in the text editor to access Quick Replies as shown below.
Use the search bar to search and select the relevant Quick Reply. Selecting the Quick Reply creates a preview in the text editor for you to edit before sending it to the customer.
2. Using Variables
You can use placeholders for variables in your Quick Replies to personalize these messages. Currently, we support these 5 variables.
These variables are auto-filled once the Quick Reply is selected.
To delete a Quick Reply, search or hover on the Quick Reply. Click on the “Delete” button to delete the Quick Reply.
.
In conclusion, quick reply messages in Whatsapp are an efficient and powerful tool for communicating with customers and prospects. Whether you’re using them for customer service, marketing, or for sales campaigns, a well-crafted quick reply message can make all the difference in getting your message across.
Start using quick reply messages on WhatsApp as soon as possible to save time, increase efficiency, and provide better customer service.
With the knowledge and tools provided in this guide, you can confidently implement quick reply messages into your communication strategy and take your customer service to the next level.
Streamline customer interactions, measure performance, and create attractive broadcasts with Donut.cx, the engagement platform that enhances the effectiveness of WhatsApp messages.
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