The WhatsApp problem nobody talks about: you’re mid-job, mid-lunch, or mid-conversation when a message pops in. You reply on autopilot. Sometimes that’s fine. But when the message is a price question, a complaint, an awkward situation, or a booking enquiry you really want to convert — the rushed reply you bashed out costs you. A missed word, a misjudged tone, or a vague answer and the customer goes elsewhere.

ChatGPT on your phone solves this. Not by replacing you — by giving you a better first draft than you’d write under pressure.

The 7 WhatsApp Message Types That Eat Your Time

Most small business WhatsApp traffic falls into a handful of categories. Each one needs a slightly different approach — and each one has a prompt below that handles it.

Prompt 1 — The Booking Enquiry Reply

Someone messages asking if you have availability, what you offer, or how to book. This is a warm lead. A slow, vague or over-complicated reply loses them to the next business on their list. A prompt, professional, enthusiastic reply converts them. This prompt nails it every time.

"A customer has sent me this WhatsApp enquiry: [paste or describe their message]. Write a warm, enthusiastic reply that: (1) thanks them for getting in touch, (2) answers their specific question, (3) asks 1–2 key follow-up questions to understand what they need, (4) ends with an invitation to book or find out more. Under 80 words. Friendly, professional — not salesy."

Prompt 2 — The Price Question

Price questions via WhatsApp are tricky. Reply too low and you set the wrong expectation. Reply too vague and they ghost you. Reply too long and they stop reading. This prompt writes a reply that gives a clear starting point, explains why prices vary, and keeps the conversation alive.

"A customer has asked about pricing for [describe what they’re asking about]. Our typical starting price is [£X] and it varies depending on [key variables — e.g. size, complexity, location]. Write a WhatsApp reply that: (1) gives them a honest starting price range, (2) briefly explains the main factors that affect it, (3) invites them to give us a few more details so we can give a more accurate figure. Under 70 words. Transparent and helpful."

Prompt 3 — The WhatsApp Complaint

A complaint via WhatsApp is especially dangerous because it’s immediate, personal and easy to escalate. The customer is already emotional. A defensive or dismissive reply in writing is permanent. This prompt keeps you calm, professional and in control.

"A customer has sent this complaint via WhatsApp: [paste their message]. From my side, what happened was: [explain briefly]. Write a calm, professional reply that: (1) thanks them for raising it, (2) acknowledges how they feel without over-apologising, (3) offers a clear next step — e.g. a call, a visit, or a refund if appropriate. Under 70 words. Calm, human, not defensive."

Prompt 4 — The Opening Hours or Availability Reply

Simple question, but the reply is an opportunity. A warm, helpful answer to “are you open on Sunday?” that also invites a booking converts more enquiries than a one-word “yes.”

"A customer has asked [paste their question — e.g. ‘are you open this Saturday?’ / ‘do you have slots next week?’]. Our availability is: [describe your availability]. Write a short, friendly WhatsApp reply that confirms the answer, invites them to book if relevant, and ends with an easy next step. Under 50 words. Warm and helpful."

Prompt 5 — The Appointment Reminder

No-shows cost you money. A friendly reminder the day or morning before dramatically reduces them — but writing a different reminder for each customer is tedious. This prompt generates a warm, personalised-feeling reminder in seconds.

"Write a friendly WhatsApp appointment reminder for a customer called [name]. Their appointment is [day, date, time]. The appointment is for: [brief description — e.g. ‘a haircut and colour’ / ‘a boiler service’]. The message should: confirm the details, ask them to let us know if they need to reschedule, and sound warm rather than automated. Under 50 words."

Prompt 6 — The Review Request

Asking for a review via WhatsApp after a good experience is the highest-conversion review request method because it’s personal and immediate. Most business owners don’t do it because they don’t know how to phrase it without seeming pushy.

"Write a short, warm WhatsApp message I can send to a customer after a successful [service/job — describe it briefly]. The message should: check they’re happy, mention that a Google review makes a genuine difference to a local small business, ask in a natural, non-pushy way. Under 55 words. Sound like a real person. I’ll add my Google review link at the end."

Prompt 7 — The Fully Booked Reply

Saying you’re fully booked is painful — but how you say it determines whether that customer ever contacts you again. A cold “sorry, we’re fully booked” loses them. A warm, regretful reply that keeps the door open retains them for future bookings.

"A customer has asked for [service/booking] for [date/time] and we’re fully booked. Write a warm WhatsApp reply that: (1) apologises genuinely, (2) offers an alternative if possible — [e.g. a different date, a waiting list, a referral], (3) thanks them and invites them to get in touch for future availability. Under 60 words. Warm and regretful — not dismissive."

The CRAFT Method Behind Every Prompt

Every prompt above works because it gives ChatGPT exactly what it needs to produce something useful. That’s the CRAFT Method — five elements that turn generic AI output into messages you’d actually send.

Frequently Asked Questions