Wholesale mandi business runs on fast, accurate updates. A buyer may need today’s rate before loading, a farmer may want confirmation that a lot was received, and a commission agent may need to reconcile weight, deductions, transport, and payment in the same conversation. WhatsApp can handle much of this work—provided messages are structured and specific.
The templates below are designed for Indian agricultural trade in 2026. Replace the fields in brackets, use local units such as quintal, kg, bag, crate, or tonne, and mention the mandi, commodity, quality grade, and validity of every rate.
How to use WhatsApp for mandi trade
WhatsApp should support your register, invoice, weighbridge slip, and accounting system—not replace them. Use one message for one operational purpose and keep transaction details easy to search.
- Save contacts with a useful format, such as
Name – Commodity – Location. - Include the mandi name, date, time, unit, grade, and rate basis in price messages.
- State whether the rate is ex-mandi, delivered, inclusive of commission, or before deductions.
- Use photos or PDFs for weighment slips, invoices, quality reports, and payment proofs.
- Avoid sharing Aadhaar numbers, bank passwords, or unnecessary personal data in group chats.
- Confirm important instructions with a reply such as “Confirmed” and retain the chat for reconciliation.
For larger operations, templates can feed a CRM or WhatsApp workflow. Review options for WhatsApp marketing automation for Indian businesses before sending bulk messages, especially when customers have not explicitly opted in.
Price and arrival templates
1. Daily mandi rate update
*MANDI RATE UPDATE – [DATE]*
Mandi: [MANDI NAME]
Commodity: [COMMODITY]
Variety/grade: [VARIETY OR GRADE]
Rate: ₹[LOW]–₹[HIGH] per [UNIT]
Our indicative buying rate: ₹[RATE] per [UNIT]
Arrivals: [QUANTITY]
Rate valid until: [TIME]
Subject to quality, moisture, and final weighment.
Reply *BUY* with quantity and delivery preference.
[NAME] | [FIRM] | [PHONE]2. New arrival notice
*NEW ARRIVAL*
Commodity: [COMMODITY]
Variety: [VARIETY]
Quantity available: [QUANTITY]
Quality: [GRADE/OBSERVATION]
Location: [GODOWN OR MANDI]
Loading available from: [TIME]
Expected rate: ₹[RATE] per [UNIT]
Please confirm requirement by [TIME]. Photos and lot details available on request.3. Buyer quotation
Hello [NAME],
For [COMMODITY], [VARIETY], [GRADE], we can offer ₹[RATE] per [UNIT] for [QUANTITY].
Basis: [EX-MANDI/DELIVERED]
Freight: [INCLUDED/EXTRA]
Payment terms: [TERMS]
Offer valid until [DATE, TIME], subject to final quality and weighment.
Please reply with quantity and delivery location to confirm.For teams using machine-readable mandi data, a lightweight model can help answer repetitive rate questions. See how to build a quantized model for mandi price queries before automating any price advice; a bot should clearly label indicative rates and the timestamp of its source.
Lot, quality, and bid templates
4. Lot inspection request
*LOT DETAILS REQUIRED*
Please share the following for [COMMODITY]:
1. Variety/grade
2. Approximate quantity
3. Moisture percentage, if available
4. Visible damage or foreign matter
5. Current photos/video
6. Location and loading time
Final purchase decision will follow physical inspection and weighment.5. Bid received from buyer
Buyer [BUYER NAME] has offered ₹[RATE] per [UNIT] for your [COMMODITY] lot.
Quantity: [QUANTITY]
Basis: [EX-MANDI/DELIVERED]
Expected deductions: [DETAILS]
Payment: [TERMS]
Offer valid until: [TIME]
Please reply *ACCEPT*, *REJECT*, or *REVISE* by [TIME].6. Rate revision after inspection
Hello [NAME],
After inspection, the revised rate for [COMMODITY/LOT ID] is ₹[RATE] per [UNIT]. The change is due to [MOISTURE/QUALITY/SHORTAGE/OTHER REASON].
Please confirm whether we should proceed at this rate. No dispatch or sale will be treated as final until confirmation.Order, dispatch, and delivery templates
7. Order confirmation
*ORDER CONFIRMED*
Buyer: [NAME/FIRM]
Commodity: [COMMODITY]
Variety/grade: [GRADE]
Quantity: [QUANTITY]
Rate: ₹[RATE] per [UNIT]
Basis: [BASIS]
Delivery/loading date: [DATE]
Vehicle: [NUMBER, IF AVAILABLE]
Payment terms: [TERMS]
Order reference: [ORDER ID]
Subject to final weighment and quality verification. Please reply *CONFIRMED*.8. Dispatch update
*DISPATCH UPDATE – [ORDER ID]*
Commodity: [COMMODITY]
Quantity loaded: [QUANTITY]
Vehicle number: [NUMBER]
Driver contact: [PHONE]
Loading time: [TIME]
Destination: [LOCATION]
Expected arrival: [DATE/TIME]
Documents: [INVOICE/E-WAY BILL/WEIGHMENT SLIP]
Please acknowledge receipt and report any issue with photos and the order reference.9. Delivery delay or shortage
Hello [NAME],
Order [ORDER ID] is delayed/short by [QUANTITY] due to [REASON]. Revised arrival or balance dispatch: [DATE/TIME].
Please confirm whether you prefer [PARTIAL DELIVERY/WAIT FOR COMPLETE LOAD/CANCEL BALANCE]. We will update the record after your reply.If your business handles many orders, connect these messages to stock and production workflows. Guidance on reducing manufacturing workload for wholesale orders is useful for packers, processors, and aggregators supplying repeat buyers.
Commission, settlement, and payment templates
10. Commission and deductions statement
*SETTLEMENT SUMMARY – [LOT ID]*
Commodity: [COMMODITY]
Gross weight: [WEIGHT]
Net weight: [WEIGHT]
Gross value: ₹[AMOUNT]
Commission: ₹[AMOUNT] ([PERCENTAGE]%)
Mandi/market charges: ₹[AMOUNT]
Freight/handling: ₹[AMOUNT]
Other authorised deductions: ₹[AMOUNT]
Net payable: ₹[AMOUNT]
Payment date: [DATE]
Please review and reply *APPROVED* or share the specific discrepancy.11. Payment confirmation
*PAYMENT UPDATE*
Reference: [INVOICE/LOT ID]
Amount paid: ₹[AMOUNT]
Payment mode: [UPI/NEFT/RTGS/CASH, AS APPLICABLE]
Transaction reference: [REFERENCE]
Date: [DATE]
Balance pending: ₹[AMOUNT]
Please verify receipt with your bank and reply if the amount is not reflected.Commission agents managing multiple sales should maintain a separate ledger rather than relying only on chats. A dedicated system for automated sales commission tracking for enterprises can reduce disputes over orders, rates, deductions, and agent payouts.
Follow-up and dispute templates
12. Order follow-up
Hello [NAME],
Following up on [COMMODITY] requirement shared on [DATE]. Current availability is [QUANTITY] at approximately ₹[RATE] per [UNIT], subject to quality and mandi movement.
Should we reserve [QUANTITY] for you until [TIME]? Reply *YES* or *NO*.13. Quality or payment dispute
Hello [NAME],
We have recorded your concern for order/lot [ID] regarding [ISSUE]. Please share photos, weighment details, and the invoice reference by [DATE/TIME].
Our team will compare the delivery record, inspection notes, and agreed terms before confirming the resolution. Until then, please keep the disputed quantity separate.14. Opt-in and opt-out message
We share [COMMODITY] rates, arrival updates, and order information from [FIRM]. Reply *YES* to receive updates on WhatsApp. Reply *STOP* at any time to discontinue promotional messages. Transactional updates may continue where required for an active order.Operating rules that prevent mistakes
- Never hide the timestamp: rates change quickly; include “valid until” in every quotation.
- Separate indicative and confirmed rates: use “subject to inspection” until quality and weight are verified.
- Use order IDs: link every dispatch, settlement, and payment message to the same reference.
- Keep language accessible: use Hindi, Marathi, Kannada, Telugu, Tamil, or another preferred language when it improves accuracy.
- Do not over-message: send rate updates only to opted-in, relevant contacts.
- Escalate sensitive calls: for complex disputes, use a recorded business process rather than a long WhatsApp argument.
For multilingual support, Indian-language bots can help with routine questions, but test terminology for local commodity names and units. You can explore deploying quantized models for Indian-language WhatsApp bots or building a Kannada WhatsApp chatbot with a small language model.
A practical template checklist
Before sending, confirm five items: who is receiving the message, which commodity or lot it concerns, what quantity and unit apply, what action is needed, and by when. Add the rate basis, deductions, and validity wherever money is involved. After the deal, copy the final confirmation into your ledger or accounting software.
These templates work best as a disciplined communication layer around your existing mandi records. They make routine messages faster while preserving the details needed to settle orders fairly and keep buyer, seller, transporter, and commission agent aligned.