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🎯 What you’ll build

You’ll create your first WhatsApp message template, submit it for Meta approval, and learn how to use it for business communications.
WhatsApp templates are pre-approved message formats required for sending messages outside the 24-hour customer service window. They’re essential for notifications, reminders, and marketing.

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Understanding WhatsApp Templates

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Why Templates Are Required

WhatsApp Business API requires templates for:
  • Messages outside 24-hour window after customer’s last message
  • Proactive notifications (order updates, appointment reminders)
  • Marketing messages (promotions, announcements)
  • Automated sequences (welcome series, follow-ups)

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Template Categories

Utility Templates

Business-critical updates
  • Order confirmations
  • Shipping notifications
  • Appointment reminders
  • Payment alerts
Approval: Usually fast (24-48h)

Authentication

Security and verification
  • Login codes
  • Password resets
  • Account verification
  • OTP messages
Approval: Fastest (few hours)

Marketing Templates

Promotional content
  • Product launches
  • Special offers
  • Event invitations
  • Newsletter updates
Approval: Slower (2-7 days)

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Template Structure

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Basic Components

Every WhatsApp template consists of:
1

Header (Optional)

Text, Image, Video, or Document
  • Maximum 60 characters for text headers
  • Media headers for rich content
  • Can include variables {{1}}, {{2}}, etc.
2

Body (Required)

Main message content
  • Maximum 1,024 characters
  • Can include variables {{1}}, {{2}}, etc.
  • Must provide clear value to recipients
3

Footer (Optional)

Additional context or branding
  • Maximum 60 characters
  • No variables allowed
  • Often used for company name or unsubscribe info
4

Buttons (Optional)

Call-to-action buttons
  • Up to 3 buttons
  • Types: URL, Phone, Quick Reply
  • Can include variables in URL buttons

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Variable Parameters

Templates support dynamic content through variables:
  • {{1}} - First variable (customer name, order number, etc.)
  • {{2}} - Second variable (date, amount, etc.)
  • {{3}} - Third variable (and so on…)
Variables must be used in sequential order ({{1}}, then {{2}}, then {{3}}). You cannot skip numbers.

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Creating Your First Template in Vambe

Templates are predefined messages you can send to your prospects. In WhatsApp, they allow you to start new conversations or reopen closed ones. From the Templates section, you can view all created templates, their categories, and enabled channels.

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Template Categories

Marketing

Promotional content
  • Product promotions
  • Advertising announcements
  • Product launches
  • Customer base campaigns
Use: Reaching customer base with offers

Utility

Internal business purposes
  • Appointment reminders
  • Reactivate inactive conversations
  • Order confirmations
  • Service notifications
Use: Business operations and customer service

Authentication

Verification and security
  • Verification codes
  • Login confirmations
  • Security alerts
  • Account access
Use: Identity verification processes
Each template type has specific rates charged directly by Meta. Check Meta’s official pricing page for current costs.

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Step-by-Step Template Creation

1

Access Templates Section

In your Vambe dashboard:
  • Navigate to the Templates section
  • Click the blue “+Crear” button in the upper right corner
Templates are managed through Platform Settings along with other channel configurations. Reference: Skool - Platform Settings Templates
2

Select Channels

Choose which channels will use this template:
  • WhatsApp API - For Business API templates
  • WhatsApp QR - For QR-connected numbers
  • Other channels - As available in your account
You can select multiple channels if you want the same template available across different communication methods.
3

Configure Basic Information

Set up the template fundamentals:
  • Name: Choose a descriptive, unique identifier
  • Category: Select Marketing, Utility, or Authentication
  • Language: Define the language for the template content
Template names cannot be changed after creation. Use clear, descriptive names like appointment_reminder or product_launch.
4

Customize Content

Design your template structure:Header (Optional):
  • Text header (max 60 characters)
  • Image, video, or document
  • Can include variables for personalization
Body (Required):
  • Main message content (max 1,024 characters)
  • Include variables to personalize automatically (e.g., customer name)
  • Use {{1}}, {{2}}, {{3}} for dynamic content
Footer (Optional):
  • Additional message footer
  • Usually used for company branding or disclaimers
Quick Reply Buttons (Optional):
  • Add response options like “¿Quieres comprar este producto? Sí / No”
  • Up to 3 quick reply buttons
  • URL or phone number buttons also available
5

Submit for Approval

Complete the template creation:
  • Review all content for accuracy
  • Click Create or Submit
  • Template is automatically sent to Meta for approval
  • Approval process typically completes almost immediately
  • Only approved templates can be used in conversations
Once approved, your template will be available for use in your Vambe campaigns and automated flows.

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Template Design Example

Let’s create an order confirmation template: 
Order Confirmed! 📦

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Step 4: Add Interactive Buttons (Optional)

Track Order Button
  • Button Text: “Track Order”
  • URL: https://mystore.com/track/{{2}}
  • Uses variable {{2}} for order number
Call Support Button
  • Button Text: “Call Support”
  • Phone Number: “+1234567890”
  • No variables allowed in phone buttons
Quick Response Options
  • “Need Help?”
  • “Change Address”
  • “Cancel Order”
These appear as clickable options for customers

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Template Examples by Use Case

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1. Appointment Reminder

Healthcare Appointment Reminder

Category: UTILITYBody:
Hi `{{1}}`,

This is a reminder that you have an appointment with Dr. `{{2}}` tomorrow at `{{3}}`.

Location: `{{4}}`

Please arrive 15 minutes early. If you need to reschedule, please call us at least 24 hours in advance.
Buttons:
  • URL: “Get Directions” → https://maps.google.com/?q={{4}}
  • Phone: “Call to Reschedule” → +1234567890

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2. Welcome Message

New Customer Welcome

Category: UTILITYHeader: Welcome to {{1}}! 🎉Body:
Hi `{{2}}`,

Welcome to our community! We're excited to have you on board.

Here's what you can expect:
• Exclusive offers and updates
• 24/7 customer support
• Easy returns and exchanges

Your customer ID is: `{{3}}`
Buttons:
  • URL: “Explore Products” → https://mystore.com/products
  • Quick Reply: “Contact Support”

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3. Payment Confirmation

Payment Received

Category: UTILITYBody:
Hi `{{1}}`,

We've successfully received your payment of $`{{2}}` for invoice #`{{3}}`.

Payment Details:
• Method: `{{4}}`
• Date: `{{5}}`
• Transaction ID: `{{6}}`

Thank you for your business!
Footer: Questions? Reply to this message

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Template Approval Process

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Submission Guidelines

1

Review Template Content

  • Ensure clear business value
  • Use proper grammar and spelling
  • Include relevant variables
  • Follow WhatsApp Commerce Policy
2

Submit for Review

  • Click Submit in Template Manager - Templates enter Meta’s review queue - Initial status shows as “PENDING”
3

Approval Timeline

  • Authentication: Few hours - Utility: 24-48 hours - Marketing: 2-7 days - Complex templates may take longer
4

Handle Results

  • Approved: Status changes to “APPROVED”
  • Rejected: Review feedback and resubmit
  • Pending: Wait or contact Meta support

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Common Rejection Reasons

Common problems:
  • Vague or unclear messaging
  • Missing context for variables
  • Grammatical errors or typos
  • Non-business related content
  • Misleading information
WhatsApp policy violations:
  • Requesting personal information unnecessarily
  • Threatening or aggressive language
  • Adult content or illegal activities
  • Spam-like characteristics
  • Misleading offers or claims
Format and structure issues:
  • Invalid variable usage
  • Broken or suspicious URLs
  • Incorrect button configurations
  • Character limit exceeded
  • Missing required components

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Best Practices

Content Quality

  • Be clear and concise - Get to the point quickly
  • Provide value - Every message should benefit the customer
  • Use friendly tone - Professional but approachable
  • Include context - Explain why you’re messaging them
  • Add clear CTAs - Make next steps obvious

Technical Optimization

  • Test variables - Ensure all scenarios work - Optimize length - Shorter templates perform better - Use buttons wisely - Don’t overwhelm with options - Plan for localization - Consider multiple languages - Monitor performance - Track open and click rates

Compliance

  • Follow WhatsApp policies - Read and understand guidelines - Respect opt-outs - Honor unsubscribe requests - Be transparent - Identify your business clearly - Avoid spam tactics - Focus on genuine value - Keep records - Document approval processes

User Experience

  • Personalize content - Use customer names and data
  • Time messages well - Consider customer time zones
  • Provide support - Make it easy to get help
  • Test thoroughly - Verify all links and variables
  • Gather feedback - Learn from customer responses

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Managing Templates

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Template Status Monitoring

Check template status regularly: 
curl -X GET \
  -H "x-api-key: YOUR_API_KEY" \
  https://api.vambeai.com/api/public/templates

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Template Maintenance

  • Regular audits - Review template performance monthly
  • Update content - Refresh outdated information
  • Archive unused - Remove templates you no longer need
  • Version control - Keep track of template changes
  • Performance tracking - Monitor delivery and engagement rates

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Next Steps

Congratulations! You’ve created your first WhatsApp message template.
Once your template is approved, you can:

Send Template Messages

Learn how to send your approved templates via API

Automate with Pipelines

Integrate templates into your automated conversation flows

Track Performance

Monitor template delivery rates and customer engagement

Advanced Templates

Learn about media templates, carousels, and interactive elements
Pro Tip: Start with simple utility templates to get familiar with the approval process before creating complex marketing templates.