Can I send a first WhatsApp to a lead who filled in a form?

Yes, if they gave you their number and agreed on the form to be contacted, for example by WhatsApp. WhatsApp’s business policy asks for both the number and their permission. Keep the first message short and make it easy to say no.

Do I need Meta-approved templates for a first message?

Not from the normal WhatsApp or WhatsApp Business app, which CallerPlugins opens. Approved message templates are only required when a business starts a conversation through the WhatsApp Business Platform (the API).

Should the first message be WhatsApp or a call?

A call works best when the lead asked for one. WhatsApp works well after a form, a missed call or an event, because they can answer when it suits them. CallerPlugins can put a call button and a WhatsApp button next to the same number, so you can try the call first and send the message if they don’t pick up.

Are these templates free?

Yes. Your own templates are free for everyone. Team templates that everyone in the company shares are part of Pro.

WhatsApp sales message templates for the first contact: 12 texts

When to send which message

Web form or ad lead: Within the hour, during working hours. They asked for contact, so a quick reply feels like service, not pressure.
Missed call: As soon as you see it. A short message tells them you noticed and lets them pick the moment to talk.
Trade fair or event: The same day or the next morning, while they still remember your stand. Only if they gave you their number for this.
Referral: Only after the lead has told the person who referred you that you may contact them on WhatsApp. Mention that person in the first line.
After a phone call: Right after the call, when they agreed to get details by WhatsApp. Send exactly what you promised.

After a web form or quote request

Confirm and ask one thing

Hi [name], this is Alex at Brightline. Thanks for your request on our website. Quick question so I send the right info: is this for you alone or for a team at [company]?

Offer two options

Hi [name], Alex at Brightline here, about the form you filled in. I can send a short price overview, or call you for 10 minutes. Which do you prefer?

After an ad or a download

Refer to what they asked for

Hi [name], this is Alex at Brightline. You downloaded our price guide. Did you find what you were looking for, or can I answer something directly?

Low-key check

Hi [name], Alex at Brightline here. You asked for more information through our ad. Is it OK if I send you two short examples here on WhatsApp?

After a missed call

Let them choose the moment

Hi [name], I saw a missed call from you, sorry I couldn’t pick up. This is Alex at Brightline. When suits you for a call back today?

Ask what it is about

Hi [name], this is Alex at Brightline, you tried to reach us. Tell me briefly what it’s about and I’ll make sure the right person calls you.

After a trade fair or event

Remind them where you met

Hi [name], Alex here, we spoke at the Brightline stand yesterday. As promised: shall I send the overview for [company] here or by email?

Book the follow-up

Hi [name], good to meet you at the fair. This is Alex at Brightline. You mentioned planning for next quarter. Does a short call next week work?

After a referral

Name who sent you

Hi [name], this is Alex at Brightline. Sam suggested I get in touch about [company]. Would a 15-minute call this week be useful?

Keep it light

Hi [name], this is Alex at Brightline. Sam said you were happy for me to get in touch. No pressure: shall I send a short intro first?

Right after a phone call

Send what you promised

Hi [name], thanks for the call just now. Here is the link I mentioned. I’ll check in on Thursday as agreed.

Pipedrive: name the deal

Hi [name], good talking to you. I’ve noted everything under [deal] and will send the proposal by Friday. Anything I should add?

What the fields in brackets become

Field	Filled in with
[name]	The lead’s first name: the first word of the name in your CRM.
[company]	The lead’s company or organisation as shown on the CRM page.
[deal]	The deal title. Pipedrive only; in the other CRMs it stays empty.

Alex, Brightline and Sam are examples. Replace them with your own name, your company and the real referrer when you save the template. Don’t write them as [your name]: a field the extension doesn’t know, and that isn’t a field on the CRM page, stays in the text, brackets included.
An empty field becomes empty text. If the lead has no company in the CRM, “for a team at [company]?” ends with “at ?”. The template menu shows the start of the filled-in text; check the full message in WhatsApp before you press send.
Nothing is sent by itself. WhatsApp opens with the text in the message box, and you press send.
More fields, such as [full name], [email] and [phone], are explained on our follow-up templates page.

What not to do

Don’t message people unless they gave you their number and agreed to hear from you. WhatsApp’s business policy asks for both; a bought list breaks that rule, and people who get your message can block and report you.
Don’t send the brochure, a PDF or a link list in the first message. Wait for a reply; a file from an unknown number looks like spam.
Don’t open with a long introduction of your company. Two lines and one question are easier to answer than a full pitch.
Don’t keep messaging when they say stop, also when they say it by email or phone. The policy asks you to respect every opt-out.
Don’t turn a first message into a mass send. Each lead should get a text that fits how they reached you; CallerPlugins opens one chat per click for that reason.

Put these templates behind your WhatsApp button

Install CallerPlugins for your CRM and confirm your email. Templates are saved with your account, so you need that step.
Click the extension icon, find Message templates and click + New. Name it after the situation, for example “First contact: web form”, paste the text, replace the example names and save.
On the lead’s page, click the WhatsApp button. The menu lists your templates with the start of each filled-in text. Pick the one that matches how the lead came in.

The WhatsApp button works in every CRM below. It is free for 10 clicks per tool per month, or 100 shared by your team once you confirm a company email. If you need every reply stored in the CRM instead, read our comparison with TimelinesAI.

P Pipedrive H HubSpot T Teamleader Focus O Odoo

Sources, checked 24 October 2026: WhatsApp Business Messaging Policy (last updated 23 September 2026) · WhatsApp Help Center: How to use click to chat

WhatsApp sales templates for the first message to a lead

When to send which message

After a web form or quote request

Confirm and ask one thing

Offer two options

After an ad or a download

Refer to what they asked for

Low-key check

After a missed call

Let them choose the moment

Ask what it is about

After a trade fair or event

Remind them where you met

Book the follow-up

After a referral

Name who sent you

Keep it light

Right after a phone call

Send what you promised

Pipedrive: name the deal

What the fields in brackets become

What not to do

Put these templates behind your WhatsApp button

First-contact templates: questions

When to send which message

After a web form or quote request

Confirm and ask one thing

Offer two options

After an ad or a download

Refer to what they asked for

Low-key check

After a missed call

Let them choose the moment

Ask what it is about

After a trade fair or event

Remind them where you met

Book the follow-up

After a referral

Name who sent you

Keep it light

Right after a phone call

Send what you promised

Pipedrive: name the deal

What the fields in brackets become

What not to do

Put these templates behind your WhatsApp button

First-contact templates: questions

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