As WhatsApp continues to tighten its rules for business messaging, it’s more important than ever to send messages that feel human, helpful, and aligned with what your clients actually want.
This guide walks you through the most essential best practices to keep your WhatsApp number healthy, your delivery rates high, and your member communication effective.
Why This Matters
WhatsApp recently announced new limits on how many messages businesses can send without receiving a reply. In short: The more your recipients reply, the safer your account is.
If contacts ignore your messages, or worse, report them, WhatsApp may slow or restrict your ability to send outbound messages.
Your goal isn’t high volume. Your goal is real connection.
The Golden Rule: Get a Reply
A reply (any reply) is WhatsApp’s strongest signal that the person on the other side welcomes your messages.
This means:
Prioritize conversational messaging
Keep messages friendly, personal, and easy to respond to
Ask simple questions that encourage a quick tap back
✔️ “Hey Sarah, how did your first class feel?”
✔️ “Hi John—want help booking your next visit?”
Send Fewer Messages to Non-Responders
If someone has never replied to you: Send sparingly and focus on value.
Avoid long sequences, repeated reminders, or heavy promotional messaging. These contacts need a lighter touch, or you risk being flagged as spam.
Personalize Every Message
WhatsApp rewards messages that feel personal.
To strengthen trust and reduce the chance of being marked as spam:
Use merge fields like "first name"
Use natural, varied language. Don’t send the same template every time
Change your phrasing slightly from message to message
A helpful trick: create subtle variations of the same message in Response Templates (even adding small spacing differences) to avoid being detected as overly repetitive.
Don’t Add a Phone Number to Multiple Accounts
Each member’s WhatsApp number must be tied to one account only.
Adding the same number across multiple locations can trigger trust issues or unwanted flags.
If you operate multiple studios, choose one central account or decide which location owns the conversation.
Avoid Anything That Might Get You Reported
If you read a message and think, "Hmm… this might annoy someone,” then it’s probably not worth sending.
WhatsApp cares most about reports.
To protect your number:
Keep content clear and supportive
Avoid anything pushy, confusing, or overly sales-driven
Send messages your members actually want and expect
If recipients don’t report you, your account will almost always remain in good standing.
Have a Real Profile (Picture, Name, Status)
People are far more likely to trust a message from a complete profile.
Before you send anything:
✔️ Add a recognizable studio logo or photo
✔️ Use your studio name
✔️ Add a simple status (e.g., “Here to help you book classes!”)
A blank WhatsApp profile increases your chances of being manually tagged as spam.
Be Thoughtful With Links
WhatsApp is strict about links.
To reduce the risk of your message being filtered:
Only use HTTPS links
Avoid domains known for spam (e.g. Bitly)
If needed, use a URL shortener (e.g., Linktr.ee) to keep links clean
Don’t reuse links WhatsApp has previously flagged
When in doubt, keep it simple: ask a question first, send the link after they reply.
Ultimately, WhatsApp wants the same thing you want: authentic conversations with people who actually want to hear from you.
Following these best practices ensures:
Higher reply rates
Stronger deliverability
Fewer restrictions
Better client trust and engagement
And that creates what every studio needs...connection that lasts.
If you have questions or need help improving your WhatsApp communication strategy, our team is here to help anytime.