Twenty WhatsApp message templates for car workshops: from "what is that noise" to "your car is ready"
A workshop's WhatsApp is a sequence: enquiry, booking, drop-off, findings, approval, progress, ready, payment, reminder. Each step has one message that does the job. Here they are, with the diagnosis question answered the only honest way.
Quick answer
Twenty templates across enquiries (service price by model, symptom message, quote request), booking (offer slots, confirm, drop-off instructions, loaner or waiting area), during the job (inspection findings with a quote, extra work approval, parts delay, progress update), completion (ready for collection, payment, receipt and warranty), and after (service reminder, review request, missed call). Never quote a repair from a description; book an inspection and confirm before work.
Before you use these
Enquiries
Service price
A standard service for a [model] is RM [price], including [oil, filter, inspection]. Takes about [duration]. Want a slot this week?
Symptom message
Thanks for describing it. A [symptom] can have several causes, so we would rather inspect than guess. Inspection is RM [fee], waived if you go ahead with the repair. When can you bring the car in?
Quote request
To quote properly we need to see the car. Book a free inspection at [slots], and we will send a written quote before any work starts.
Parts availability
We can source [part] for your [model]; usual lead time is [days]. We will confirm the price once the supplier replies, before ordering.
Booking and drop-off
Offer slots
I can take the car on [day] at [time] or [day] at [time]. Which suits?
Confirmation
Booked: [service], [day, date], drop-off at [time]. Address: [address]. Please bring the key and any previous service records. Estimated time: [duration].
Waiting or leaving
You are welcome to wait ([waiting area note]) or leave the car; we will message you when it is ready. [Loaner or Grab note if any.]
Reminder
Reminder: your [service] is tomorrow, drop-off at [time]. Reply CHANGE if you need another time.
During the job
Findings and quote
Inspection done on your [model]. Findings: [item 1: issue, RM amount], [item 2: issue, RM amount]. Total RM [amount] including labour. Reply YES to proceed with all, or tell me which items to do. Nothing starts until you confirm.
Extra work found
While doing [job], we found [issue]. Fixing it now would cost an extra RM [amount] and save a second visit. Do you want us to go ahead, or leave it for now?
Parts delay
Sorry, the [part] is delayed until [date]. The car is safe to leave with us, or you can collect it and return; tell me which you prefer.
Progress
Update: [job] is done; [remaining job] is in progress. Expected ready by [time].
Completion
Ready for collection
Your [model] is ready. Total RM [amount]. Collect any time until [closing time]; pay by [cash / transfer / card / link].
Receipt and warranty
Receipt attached. Parts carry [period] warranty and workmanship [period]. If anything feels off after this service, message us and we will check it at no charge.
Payment reminder
Gentle reminder: RM [amount] is outstanding for the service on [date]. Pay via [method] and send the receipt here. Thank you.
After
Service reminder
Hi [name], your [model] is due for its next service around [date / mileage]. Same package is RM [price]. Want a slot?
Review request
Thanks for trusting us with your car. If the service was good, a review here helps a small workshop a lot: [link]. If anything was not right, tell me first.
Missed call
Sorry we missed your call, the team is in the bay. Tell me what you need here and I will reply right away.
Complaint
I am sorry to hear that. The workshop manager will contact you personally within [time] to sort it out.
Every template here can be a taught answer or an instruction line in a ReplyKit agent, so bookings are made, findings are relayed for approval and the ready message goes out while the mechanics work without a person copying and pasting. The agent asks the questions in order, fills the lead card, and hands over when the template says a person should. Instructions are in how to write instructions.
The full setup is in the car workshop guide.
Frequently asked questions
Should a workshop quote a repair from a WhatsApp description?
No. Book an inspection and send a written quote before any work.
How do I get approval for extra work?
Message the finding, the cost and the benefit, and get a YES in the chat before starting.
What should the ready-for-collection message include?
Total, collection hours and payment methods.
Can I send service reminders?
Yes, to customers who gave the number for it, by date or mileage, with a slot offer.
Can these be automated?
Bookings, symptom replies, ready messages and reminders can be taught answers in a ReplyKit agent; findings and approvals are relayed by a person.
Booked, approved, ready, reminded
Twenty workshop replies as taught answers. 7-day free trial.
Sources and further reading
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
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.