Your WhatsApp Business profile: every field, what to write in each, and twelve description examples

Customers check the profile before they message, and again when they wonder whether they have the right number. An empty profile reads as a personal number; a complete one reads as a business that answers. Here is what to put in each field and twelve descriptions you can adapt.

By Ritchie, ReplyKit · Published 5 September 2026 · 5 min read

Quick answer

Fill every field: a name that matches your signboard, the right category, a description of what you do and where in under three lines, accurate hours, the address with a map pin, your website, and a catalogue if you sell products. Keep the name and photo identical to Google and Instagram. The description should name the service, the area and the next step ("WhatsApp us to book").

Field by field Twelve descriptions If an assistant answers FAQ

Field by field

Name. The business name customers know, matching the signboard and Google. WhatsApp's rules restrict names that are generic, misleading or all caps.
Photo. The logo, cropped to a square, the same as everywhere else.
Category. The closest match; it shows on the profile.
Description. Under three lines: what you do, for whom, where, and the next step.
Hours. Real hours, updated for holidays. An agent can answer outside them; say so if you have one.
Address. With the map pin set precisely; customers navigate from it.
Website and email. Both, if you have them.
Catalogue. For products; see the catalog guide.

Twelve descriptions

Dental clinic: Family dental clinic in Bangsar. Cleaning, whitening, braces and emergencies. WhatsApp us to book; we reply in minutes, day or night.

Hair salon: Cuts, colour and treatments in Subang Jaya. Walk-ins weekdays, appointments weekends. Message us for prices and slots.

Tuition centre: Primary and secondary tuition in Johor Bahru, small classes, Malay and English. Ask about the timetable and a free trial class.

Restaurant: Home-style Malay cooking in Shah Alam, halal, family friendly. Reservations and menu questions here.

Property agent: Buying, renting and selling in Petaling Jaya. Send me the listing and I'll arrange a viewing this week.

Workshop: Car servicing, tyres and batteries in Puchong. Send your car model for a price and book a bay.

Home services: Aircon service, plumbing and electrical across the Klang Valley. Send a photo of the problem and your area for a quick quote.

Online shop: Handmade leather goods, shipped nationwide. Ask about sizes, stock and delivery; orders confirmed here.

Gym: Boutique fitness studio in Mont Kiara. Class times, memberships and a free trial session, ask here.

Photographer: Wedding and event photography, Kuala Lumpur and Penang. Send your date to check availability.

Florist: Fresh bouquets and same-day delivery in Kuala Lumpur. Send the occasion and delivery area to order.

Accounting firm: Bookkeeping, tax and company secretarial services for SMEs in Kuala Lumpur. Message us for a consultation; we cannot advise by chat.

If an assistant answers

Say so in the description or the greeting: "Our assistant answers instantly, day or night; ask for a person any time." It sets expectations and it is honest. The greeting itself is covered in the greeting guide. ReplyKit keeps the assistant disclosure on by default, and a complete profile gives customers the confidence to ask their question instead of "is this the right number?".

Frequently asked questions

What should a WhatsApp Business description say?

What you do, for whom, where, and the next step, in under three lines.

Can I use any business name on WhatsApp?

Names must follow WhatsApp's rules: your real business name, not generic, misleading or all caps.

Should the hours be real if an AI answers 24/7?

Yes. Keep real hours and mention that the assistant answers outside them.

Does the profile matter if customers already have my number?

Yes. It is what they check when they wonder whether they have the right number, and what new customers read first.

How often should I update it?

Whenever hours, address or services change, and before public holidays.

A complete profile, and an assistant behind it

Fill the fields, then let the agent answer what the profile cannot. 7-day free trial.

Start free

Written by Ritchie, ReplyKitPart of the small team in Malaysia that builds and runs ReplyKit. Writes about WhatsApp automation, AI customer service and small business lead response.

How we know this. The profile is also what a official-platform agent inherits as context, so we ask every ReplyKit customer to complete it; the examples below are the ones that work. Product figures in this article (limits, prices, per-reply costs) are taken from ReplyKit as it runs today and are re-checked when we update the page. Where we cite outside research, the source is linked below. We sell ReplyKit, so read our product claims with that in mind; we say where a different tool or no tool is the better choice. About ReplyKit.

Sources and further reading

WhatsApp Help Center
WhatsApp Business app, official overview
WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow

ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.