WhatsApp can help a handicraft exporter from Uttar Pradesh move a buyer from first enquiry to confirmed shipment without losing context across email, calls, and trade-fair conversations. The strongest messages are not promotional blasts. They are short, specific, easy to answer, and supported by the right catalogue, product photos, pricing, and compliance details.
This guide provides ready-to-edit templates for exporters dealing in Moradabad metalware, Saharanpur woodcraft, Bhadohi carpets, Firozabad glassware, Lucknow chikankari, Varanasi textiles, and other Uttar Pradesh products. Replace the bracketed fields before sending, and obtain the recipient’s consent before promotional follow-ups.
Set up your WhatsApp export workflow
Before sending templates, organise the information a buyer will expect:
- Product code, material, dimensions, finish, colour, and country of origin
- MOQ, sample price, production lead time, and monthly capacity
- EXW, FOB, or CIF pricing with currency and validity date
- Packaging details, carton dimensions, gross weight, and loading plan
- Product photos, short videos, certifications, test reports, and social-compliance documents where applicable
- Your IEC, GST details, payment terms, and preferred freight or courier process
Use WhatsApp Business labels such as New enquiry, Sample requested, Quotation sent, Awaiting payment, and Repeat buyer. For larger teams, WhatsApp marketing automation for Indian businesses can help route enquiries and schedule approved follow-ups, but automation should never send unverified prices or make promises your production team cannot meet.
1. First introduction after a trade fair or referral
Use this within 24 hours of meeting a buyer. Refer to the specific conversation rather than sending a generic catalogue.
> Hello [Name], this is [Your Name] from [Company], a handicraft manufacturer and exporter from [Moradabad/Saharanpur/Bhadohi/etc.], Uttar Pradesh. We met at [event] and discussed [product/category] for your [market/store/project].
>
> I’m sharing our relevant catalogue here: [link]. Our MOQ starts at [quantity], with production in approximately [weeks]. Would you like prices for [two or three product codes] in [FOB/CIF] terms?
>
> Regards,
> [Name] | [Company]
> [Website] | [Email] | [IEC, if useful]
2. Product catalogue introduction for a new buyer
Send a focused selection, not 100 unrelated images. Mention the buyer’s market and ask one clear question.
> Hello [Name], we manufacture and export [product category] from Uttar Pradesh. Based on your interest in [style/material], I’ve selected five designs suitable for [country/retail segment].
>
> Catalogue: [link]
> Product codes: [codes]
> MOQ: [quantity per design/order]
> Sample lead time: [days]
> Production lead time: [days]
>
> Which designs should I quote first? I can also share carton packing and FOB pricing today.
For international buyers, avoid claims such as “best quality” unless you can define the specification. State measurable details: brass thickness, carpet knot count, wood species, finish, dimensions, or fabric composition.
3. Reply to an incoming enquiry
A useful first reply confirms what you understood and identifies missing information.
> Thank you for your enquiry about [product code/name]. We can supply [quantity] units in [material/finish]. To prepare an accurate quotation, please confirm:
>
> 1. Delivery country and city/port
> 2. Required quantity and target delivery date
> 3. Preferred Incoterm: EXW, FOB, or CIF
> 4. Packaging and labelling requirements
>
> Once confirmed, I’ll send the price, production schedule, packing details, and payment terms in one quotation.
4. Quotation message
Do not bury commercial terms in a long chat. Send a PDF quotation or spreadsheet and summarise the key figures in WhatsApp.
> Hello [Name], please find our quotation for [product codes].
>
> Unit price: [currency and amount]
> Basis: [EXW/FOB/CIF, named location]
> Quantity: [number]
> MOQ: [number]
> Sample charge: [amount and refund policy]
> Production time: [weeks] after [deposit/approval]
> Quote valid until: [date]
>
> The quotation includes [packing/marking] and excludes [duties, local delivery, testing, or other exclusions]. Please reply “CONFIRM” if these terms are suitable, or tell me which line you would like us to revise.
For larger export operations, an AI agent for Indian exporters can help extract enquiry details and draft a quotation checklist. Keep final approval with a trained salesperson.
5. Sample approval and production confirmation
> Hi [Name], your sample for [product code] is ready. Photos and a short video are here: [link]. Please confirm the following before we begin bulk production:
>
> - Colour/finish: [detail]
> - Dimensions and tolerance: [detail]
> - Logo or label: [detail]
> - Packaging: [detail]
>
> Please reply with “APPROVED” or share corrections by [date]. Bulk production will take approximately [weeks] after approval and receipt of [payment/document].
6. Order confirmation and payment reminder
> Thank you for confirming order [number]. We have recorded:
>
> - Products: [codes and descriptions]
> - Quantity: [number]
> - Total value: [currency and amount]
> - Delivery term: [Incoterm]
> - Target dispatch: [date]
> - Balance/payment milestone: [amount and due date]
>
> Please review the attached proforma invoice. We will issue the production start confirmation after [payment/approval] is received.
Never send bank-detail changes only by WhatsApp. Ask the buyer to verify payment instructions through your official email or a known phone number to reduce fraud risk.
7. Production and dispatch update
> Update for order [number]: [percentage]% of production is complete. [Inspection/packing] is scheduled for [date]. We currently expect dispatch on [date], subject to [inspection/payment/carrier confirmation].
>
> I’ll share final carton count, gross weight, invoice, packing list, and tracking or freight details as soon as available. Please let me know if your customs broker needs any additional document.
8. Reorder and seasonal collection message
Send this only to opted-in or active buyers, and segment by product category and market.
> Hello [Name], we’re preparing our [season/collection] of [category], including [two relevant features]. Since you previously ordered [product/category], I’ve attached three new designs with MOQ and lead-time details.
>
> Preview: [catalogue link]
> Order window closes: [date]
> Estimated dispatch: [date]
>
> Would you like a quote for [quantity] units, or should we send samples first? Reply STOP if you no longer want product updates.
Make messages work across languages and time zones
Keep the main commercial message in clear international English, then add a short Hindi explanation for domestic teams or local partners when useful. Avoid slang, excessive emojis, and voice notes for specifications. Use one product code consistently across the catalogue, quotation, invoice, and chat.
Schedule outreach during the buyer’s working hours and follow up once after two or three business days. A simple message is enough:
> Hello [Name], following up on the [product codes] quotation sent on [date]. Are these still under consideration? I can revise quantity, packaging, or delivery terms if needed.
For high-volume support, exporters can evaluate WhatsApp Business calling APIs for sales teams, while businesses exploring voice-led support can review building AI voice agents for WhatsApp automation. Start with structured chat templates before adding automation.
Compliance and buyer trust checklist
- Message only contacts who have opted in or directly engaged with your business.
- Add your business name and a working reply channel to every template.
- Do not share customer data, passport details, or sensitive payment information in group chats.
- Confirm export documents and product claims with your freight, compliance, and finance teams.
- Maintain a written record of approvals, revisions, prices, and promised dates.
- Offer a clear opt-out for marketing messages.
For exporters based in Moradabad and nearby clusters, local founder support may also be relevant: see AI grants and startup funding opportunities in Moradabad, Uttar Pradesh. The templates above are a starting system; the commercial advantage comes from accurate product data, disciplined follow-up, and reliable fulfilment.