Twenty-five WhatsApp message templates for trades and home services: the enquiry, the quote, the visit and the follow-up
A tradesperson under a sink cannot type. Meanwhile three people are asking "how much to fix a leaking pipe" and the one who gets an answer first gets the job. These templates get the photo, the location and the booking in three messages, and the rest handle the day.
Quick answer
Templates for enquiries (ask for photo and location, urgency), pricing (call-out fee, price range, quote after visit), booking (offer slots, confirm, remind, on the way, running late), on the job (found more, extra cost approval), after the job (done, payment, receipt, warranty, review), and edge cases (out of area, emergency, not our trade, quiet follow-up). Never give a firm price for unseen work; give a range and the call-out fee.
Before you use these
Enquiries
First reply
We can help with that. Please send a photo or short video of the problem, and your area or location pin, so we can give you a price and the nearest slot.
Urgency
Is water still flowing or is anything sparking? If yes, turn off the [stopcock / main switch] now. We can come as an emergency call-out today at RM [fee].
Out of area
Sorry, [area] is outside our coverage. We serve [areas]. If you are near the edge, tell me the exact location and we will check.
Not our trade
That is a job for a [trade]. We do not handle it, but [referral if any]. Anything electrical or plumbing, we are here.
Pricing
Call-out fee
Our call-out and inspection fee is RM [amount], which is waived if you go ahead with the repair. Most [job type] repairs cost between RM [low] and RM [high].
Price range
From the photo, this looks like [issue]. Typical cost RM [low] to RM [high] including parts. The technician will confirm the exact price on site before starting.
Quote for larger work
For a renovation of that size we need a site visit to quote properly. The visit is [free / RM amount, deducted from the job]. When is a good time?
Quote sent
Your quotation is attached: RM [amount] for [scope], valid until [date]. Reply YES to book, or ask me anything about it.
Booking and arrival
Offer slots
We can come on [day] between [window] or [day] between [window]. Which works?
Confirmation
Booked: [day, date], arrival between [window], at [address]. Technician: [first name]. Call-out fee RM [amount]. Reply here to change.
Reminder
Reminder: our technician is coming tomorrow between [window]. Please make sure someone is home and the area is accessible.
On the way
[Technician] is on the way and will arrive in about [N] minutes.
Running late
Sorry, the earlier job is taking longer. [Technician] will now arrive around [time]. Still okay for you?
On the job
Found more
While fixing [issue], the technician found [second issue]. Fixing it now would cost an extra RM [amount]. Do you want to go ahead, or leave it for now?
Parts needed
We need a [part] that we do not carry. We can source it and return on [day] at no extra call-out fee. Okay?
After the job
Job done
Done: [what was fixed]. Total RM [amount]. Pay by [cash / transfer / link]. Receipt to follow here.
Receipt and warranty
Receipt attached. Warranty on this work is [period]; if the same issue returns, message us here and we will come back free.
Review request
Thanks for choosing [business]. If the job was done well, a quick review helps us a lot: [link]. If anything is not right, tell me first and we will fix it.
Maintenance reminder
It has been [period] since your aircon service. Regular servicing is RM [amount] per unit. Want to book the next one?
Quiet follow-up
Hi [name], following up on the quote for [job]. Still planning to go ahead? Happy to adjust the scope if the budget is tight.
Every template here can be a taught answer or an instruction line in a ReplyKit agent, so customers get a price range and a booked slot while the technician is under a sink 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 setup and the photo-first flow are in the home services guide, and the renovation version in the renovation guide.
Frequently asked questions
How should a plumber reply to a price question on WhatsApp?
Ask for a photo and location, give the call-out fee and a typical range, and confirm the exact price on site.
Should I quote a firm price from a photo?
No. Give a range with the call-out fee and let the technician confirm on site before starting.
How do I handle extra work found on site?
Message the customer with the extra cost and get a yes before doing it. Keep the yes in the chat.
Can an AI agent ask for the photo and book the slot?
Yes. A ReplyKit agent asks for the photo and location, gives the range from your price list, and books into your slots.
Can I send maintenance reminders?
To past customers who gave the number for it, yes. Keep it specific and let them say stop.
Booked while your hands are busy
Photo, location, slot, all handled by the agent. 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.