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Manufacturing & B2B WhatsApp templates

B2B orders move on follow-ups, and follow-ups die in email inboxes. These templates cover the full order-to-cash cycle for manufacturers, distributors and traders — quotation delivery, PO acknowledgement, production and dispatch updates, dealer payment reminders and AMC renewals. Each one is written to pass Meta review as-is and to read like a message from your sales desk, not a bot.

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Quotation with PDF

quote_delivery_pdf_v1

Utility

Sent when a sales rep issues a formal quotation against a customer enquiry, to deliver the PDF and open negotiation.

{{1}}QTN-2481{{2}}MS pipes 40mm x 500 units{{3}}3,42,000{{4}}18 Jul 2026
Use this template — Quotation with PDF (opens in a new tab)

Quotation Follow-up

quote_followup_3d_v1

Utility

Sent 3 days after a quotation if the buyer has not responded, to nudge a decision before validity lapses.

{{1}}QTN-2481{{2}}Rohan{{3}}MS pipes and fittings{{4}}18 Jul 2026
Use this template — Quotation Follow-up (opens in a new tab)

Revised Quotation

quote_revised_v1

Utility

Sent after a negotiation call when the buyer requested changes, to share the updated quotation for approval.

{{1}}QTN-2481-R2{{2}}Rate reduced to Rs. 684/unit for 500+ qty{{3}}3,28,500{{4}}16 Jul 2026
Use this template — Revised Quotation (opens in a new tab)

Quotation Expiry Alert

quote_expiry_alert_v1

Utility

Sent 24 hours before a quotation's validity ends, to prompt a decision while quoted rates still hold.

{{1}}QTN-2467{{2}}Ananya{{3}}3,42,000{{4}}17 Jul 2026
Use this template — Quotation Expiry Alert (opens in a new tab)

PO Received

po_ack_received_v1

Utility

Sent immediately when a purchase order lands, to confirm receipt and set review expectations.

{{1}}PO/26-27/0912{{2}}QTN-2481{{3}}tomorrow 12 PM{{4}}3,28,500
Use this template — PO Received (opens in a new tab)

PO Accepted

po_accepted_timeline_v1

Utility

Sent after internal review when a PO is formally accepted, to lock the production and dispatch timeline.

{{1}}PO/26-27/0912{{2}}10 Jul 2026{{3}}22 Jul 2026{{4}}Rajkot
Use this template — PO Accepted (opens in a new tab)

PO Discrepancy Hold

po_discrepancy_hold_v1

Utility

Sent when a received PO does not match the quoted rates or specs, to resolve the mismatch before accepting.

{{1}}PO/26-27/0915{{2}}rate of Rs. 655/unit{{3}}QTN-2481-R2{{4}}Rs. 684/unit
Use this template — PO Discrepancy Hold (opens in a new tab)

Advance Payment Request

po_advance_request_v1

Utility

Sent after PO acceptance when terms require an advance, to share payment details and unblock production.

{{1}}PO/26-27/0912{{2}}30%{{3}}98,550
Use this template — Advance Payment Request (opens in a new tab)

Production Started

prod_started_v1

Utility

Sent when an order moves onto the shop floor, to reassure the buyer the timeline is on track.

{{1}}PO/26-27/0912{{2}}Rajkot{{3}}500 units{{4}}22 Jul 2026
Use this template — Production Started (opens in a new tab)

QC Passed

prod_qc_passed_v1

Utility

Sent when a batch clears quality inspection, to confirm dispatch readiness and share the test report.

{{1}}PO/26-27/0912{{2}}500 units{{3}}22 Jul 2026
Use this template — QC Passed (opens in a new tab)

Production Delay Notice

prod_delay_notice_v1

Utility

Sent proactively when a production timeline slips, to reset expectations before the buyer chases.

{{1}}PO/26-27/0908{{2}}a delayed raw material consignment{{3}}18 Jul{{4}}24 Jul 2026
Use this template — Production Delay Notice (opens in a new tab)

Material Ready

prod_ready_confirm_v1

Utility

Sent when goods are packed and ready, to get the buyer's go-ahead on dispatch mode and address.

{{1}}PO/26-27/0912{{2}}Rajkot{{3}}25 boxes{{4}}2,140 kg
Use this template — Material Ready (opens in a new tab)

Approval & performance

Getting manufacturing & b2b templates approved — and opened

Attach quotations and proforma invoices as document headers instead of pasting line items into the body — Meta approves document utility templates faster and dealers forward the PDF internally without retyping.

Keep dealer payment reminders strictly factual (invoice number, amount, due date) and tag them Utility. Adding scheme or discount language to a reminder can get it reclassified as Marketing and billed at the higher rate.

For price-list circulars, send the PDF to dealers who opted in and gate the reply with a button like 'Request price list' — broadcast Marketing blasts to cold trade contacts are the fastest route to a quality rating drop.

Production and dispatch updates perform best when each stage is a separate short template (PO accepted, in production, QC done, dispatched) rather than one long message — dealers read the 20-word version, not the 200-word one.

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FAQ

Frequently asked questions

Can I send a quotation PDF directly on WhatsApp?

Yes. Use a Utility template with a document header and attach the quotation or proforma invoice as a PDF up to 100 MB. The body should reference the enquiry number and validity date so the message is clearly transactional.

Are payment reminders to dealers allowed as Utility templates?

They are, as long as the message states facts about an existing transaction — invoice number, outstanding amount, due date. Avoid promotional add-ons like early-payment discounts in the same template; put those in a separate Marketing template with an opt-out.

Do my dealers and distributors need to opt in?

Yes, WhatsApp requires opt-in even for B2B contacts. Most manufacturers collect it on the dealer onboarding form or by having the dealer message first. Once a dealer replies, you also get a 24-hour session window where free-form messages need no template.

How fast do these templates get approved?

Utility templates with clear variables typically clear Meta review in a few minutes to a few hours. Marketing templates like scheme announcements can take longer and are reviewed more strictly, so submit them a day before your circular goes out. You can test the full flow during the 7-day free trial.

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