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Whatsapp Bulk Messaging Best Practices: Do's and Don'ts

Updated on
May 6, 202411 min read
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    Table of content

  • What is WhatsApp Bulk Messaging?
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  • How Does WhatsApp Bulk Messaging Work?
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  • The Do's of WhatsApp Bulk Messaging 
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  • The Don’t of Whatsapp Bulk Messaging
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  • Choosing the Right WhatsApp Bulk Messaging Tool
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  • Examples of Top WhatsApp Bulk Messaging Tools
  • Conclusion
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  • Frequently Asked Questions (FAQs)

WhatsApp has become an essential communication tool for businesses around the world. With over 2 billion monthly active users, it offers a unique opportunity for businesses to connect with their customers personally and engagingly.

One of WhatsApp's most powerful features for businesses is bulk messaging. However, to make the most of this feature, best practices must be followed.

In this blog post, we will explore the do's and don't of WhatsApp bulk messaging tool so you can optimize your messaging strategy and achieve better results. Whether you're a small business owner or a marketing professional, this post will provide valuable insights into using WhatsApp bulk messaging effectively.

So, let's dive in and learn how to use WhatsApp bulk messaging platform to grow your business.

What is WhatsApp Bulk Messaging?

What is WhatsApp Bulk Messaging?

WhatsApp Bulk Messaging refers to the ability to send many messages at once or to some people simultaneously by utilizing the WhatsApp platform. Traditionally, WhatsApp's usage scenario was focused mainly on one-on-one messaging.

However, with the advent of the WhatsApp Business API, businesses can now use it to send bulk messages in mass. Directness and convenience! That's what the WhatsApp bulk messaging platform does for businesses, allowing them to instantly reach a broad audience at their leisure with customized messages.

From product or service promotions and transactional updates to conducting surveys through self-serve options, WhatsApp bulk messaging tool is a direct, effective communication channel.

Now, we will see how bulk WhatsApp messaging works in the WhatsApp business.

How Does WhatsApp Bulk Messaging Work?

Businesses need to have a WhatsApp Business API account to send bulk messages on WhatsApp. The API allows businesses to link their systems, such as CRM, with WhatsApp, automating and templating messaging processes. 

Thus, WhatsApp bulk messaging allows users to create customer-specific and personal message templates, enhancing the relevance and impact of messages. WhatsApp marketing solutions can also leverage the API to provide features such as:

  • Message scheduling, 
  • Delivery reports, 
  • And opt-in/opt-out management. 

These features improve the overall business and customer messaging experience.

  • Cost: WhatsApp messages are sent via the Internet and, as such, are a very cost-effective alternative to traditional SMS. This can mean huge savings, especially for businesses that send many messages.
  • High Open Rates: WhatsApp messages have a high open rate and are, in most cases, read within minutes of being delivered. This means your message will likely reach its intended audience at least once.
  • Personalization: WhatsApp allows companies to personalize their messages in various ways, which increases engagement and conversion rates. This personalization could be as simple as inserting the recipient's name or as complex as customizing a tailored message based on their preferences and needs.

Utilizing WhatsApp Marketing Tools

Businesses can leverage WhatsApp marketing software or platforms to assist in bulk messaging. These tools automate message sending, making it quicker and easier. 

They also offer message scheduling, contact management, and analytics features, helping businesses optimize their bulk messaging strategy. 

In some cases, these platforms can even integrate chatbots for WhatsApp, enabling automated responses to frequently asked questions or providing basic customer service.


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The Do's of WhatsApp Bulk Messaging 

WhatsApp bulk messaging is a powerful tool for businesses to connect with their customers. However, to ensure successful communication, best practices must be followed.

Here are some key do's to keep in mind:

Obtain User Consent

whatsapp opt in
Image Source: Kaleyra

This is a crucial first step in WhatsApp bulk messaging. User consent not only ensures compliance with privacy laws but also guarantees that interested parties receive your messages. 

This can lead to higher engagement and conversion rates. Always obtain user consent before sending any messages.

Personalize Your Messages

Personalize Your Messages on whatsapp
Image Source: Route Mobile

Personalization is a powerful marketing tool. It makes the recipient feel valued and increases the chances of their engagement with your message. 

Personalization can be as simple as including the recipient's name or as complex as tailoring the message to their preferences and needs. Always strive to personalize your messages to increase engagement.

Time Your Messages Right

Timing is a critical factor in bulk messaging. 

Sending messages during hours when your audience is most likely to be active and receptive can lead to higher open and engagement rates. 

Always consider the time zone of your recipients when scheduling your messages.

Utilize a WhatsApp Chatbot Effectively

Using a whatsapp chatbot for bulk messaging

A WhatsApp chatbot can greatly enhance your bulk messaging strategy. 

It can automate responses, provide instant customer service, and engage with customers in real-time. 

This can lead to increased customer satisfaction and engagement. In some cases, WhatsApp marketing platforms can even integrate chatbots, maximizing the benefits of your bulk messaging.

Ensure Your Messages are Clear and Concise

Clarity and conciseness are key in bulk messaging. A clear and concise message is more likely to be understood and acted upon. Always strive to keep your messages simple and straightforward.

Regularly Update Your Contact List

An up-to-date contact list is crucial in bulk messaging. It ensures that your messages are sent to active and interested users, which can lead to higher engagement and conversion rates. Always regularly update your contact list to ensure optimal results.

By following these do's, businesses can leverage WhatsApp bulk messaging to connect with their customers and achieve their marketing goals effectively. 

WhatsApp marketing solutions can further enhance these efforts by providing features like message scheduling, advanced analytics, and seamless integration with CRM systems.

Next, we will cover the don'ts of WhatsApp Bulk Messaging.

Suggested Reading:

7 Effective Ways to Utilize WhatsApp Bulk Messaging

The Don’t of Whatsapp Bulk Messaging

While WhatsApp bulk messaging can be an effective marketing strategy, it's important to avoid common pitfalls that can harm your brand image and lower engagement. 

Here are some crucial don'ts to remember.

Do Not Send Messages Without Permission

Sending unsolicited messages can harm your brand image as they may be perceived as spam. It is crucial to obtain user consent before sending any further messages. 

This can be done by creating an opt-in system where users explicitly agree to receive messages from you. 

This not only respects the user's privacy but also ensures that your messages are being sent to people who are interested in your product or service.

Do Not Overlook that the Content of the Message is Vital

The content of your message is just as crucial as obtaining permission to send it. If your message appears sloppy, incomplete or does not display appropriately across different media sources, it will likely be overlooked and ignored. 

Before hitting the send button, ensure your message is well-crafted, error-free, and displayed correctly on all devices. This will maximize the impact of your message and increase the likelihood of a response.

Do Not Send Messages at Irregular Hours

Sending messages at odd hours can be intrusive and cause people to react negatively. Always consider your audience's time and send messages during normal hours. 

This shows respect for your audience's time and increases the likelihood of your message being well-received.

Do Not Ignore a WhatsApp Chatbot's Potential

Overlooking the phenomenal potential of a WhatsApp Chatbot will limit your success. A chatbot can handle a large volume of questions, give instant replies, and interact in real time. Always try to exploit chatbots in your bulk messaging strategy.

Do Not Send Long, Confusing Messages

Long, elaborate communications can deter people from reading your message. Always keep your messages short, simple, and to the point. This makes your message easier to read and understand, increasing the likelihood of a response.

Do Not Forget to Update Your Contact List 

A contact list that is out of date can waste resources and lower the efficacy of your messaging. Always keep your contact list up-to-date to ensure maximum results. 

This can be done by regularly removing inactive or unresponsive contacts and adding new ones as they opt-in to receive your messages.

Apart from these points, you also need to consider the following factors for WhatsApp bulk messaging: 

  • Avoid misleading information: False or deceptive messages can damage your reputation.
  • Go easy on emojis and ALL CAPS: Excessive use can come across as unprofessional or spammy.
  • Offer an unsubscribe option: Allow users to opt-out easily if they no longer want messages.

By following these guidelines and leveraging WhatsApp marketing solutions that provide features like message scheduling, analytics, and WhatsApp chatbot integration, you can ensure your WhatsApp bulk messaging campaigns are effective and avoid getting blocked by Meta.

Suggested Reading:

How to Send Bulk Messages on WhatsApp: Step-by-Step Guide

Choosing the Right WhatsApp Bulk Messaging Tool

Selecting the right WhatsApp Bulk Messaging Tool is crucial for a successful bulk messaging strategy. 

The bulk whatsapp messaging tool you choose can significantly impact efficiency and effectiveness. 

Here are some key factors to consider:

Ease of Use

The tool should be user-friendly with a simple and intuitive interface. A complicated tool can lead to inefficiencies and mistakes. Look for a tool that allows you to manage bulk whatsapp messaging tasks easily.


Consider features like message scheduling, contact management, and analytics. These can help you optimize your strategy.

  • Message scheduling allows sending messages at optimal times for engagement.
  • Contact management helps you keep your contact list organized and up-to-date.
  • Analytics provide valuable insights into performance, enabling data-driven decisions.


Choose a Whatsapp bulk messaging tool that fits your budget and offers good value for money. Look for transparent pricing with no hidden costs.

Examples of Top WhatsApp Bulk Messaging Tools

Several WhatsApp marketing solutions are available, including WATI, Twilio, and MessageBird. However, one tool stands out for its exceptional features: BotPenguin.

Why BotPenguin?

BotPenguin is a powerful and user-friendly WhatsApp bulk messaging tool with features designed to optimize your bulk messaging strategy.

  • Personalized messages to many recipients
  • Message scheduling
  • Contact list management
  • Performance tracking with detailed analytics

A standout feature is the WhatsApp chatbot. A chatbot for WhatsApp can automate responses, provide instant customer service, and engage with customers in real-time. This enhances your bulk messaging strategy and provides a seamless customer experience. 

And that's not it. Here are some other features you get with BotPenguin's WhatsApp AI chatbot

Additional Benefits of BotPenguin

  • Competitive pricing with excellent value for money
  • Transparent pricing with no hidden costs
  • Incredibly user-friendly with a simple and intuitive interface

Whether a small business owner or a marketing professional, BotPenguin is a perfect tool for your WhatsApp Bulk Messaging needs.


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Mastering bulk messaging via WhatsApp can be a game-changer for businesses if executed correctly. When you understand the do's and don'ts of it, this powerful tool is capable. No longer will your audience seem remote to reach from wherever they are.

BotPenguin - the solution for your WhatsApp Bulk Messaging situation! Its user-friendly interface and powerful features make personalizing messages a piece of cake, sending them at just the right time, or using a smart chatbot for whatsapp to serve customers instantly. 

Plus, BotPenguin has clear pricing, so you'll always get your money's worth out of this extraordinary tool.

Why put up with an out-of-date contact list or unclear messaging? With BotPenguin's chatbot for whatsapp, you can change all thatand watch engagement soar. The most time force is now to seize the moment with WhatsApp Bulk Messaging. 

With BotPenguin, you can drive your business to new prosperity heights. Save money and get started with BotPenguin today!

Suggested Reading:

The Top 5 WhatsApp Bulk Messaging Providers

Frequently Asked Questions (FAQs)

How can I avoid being flagged as spam when using WhatsApp for bulk messaging?

Ensure you send relevant content to users who have opted in, avoiding unsolicited messages. Using personalized messaging and adhering to WhatsApp’s usage guidelines can minimize the risk of being flagged.

What should I include in a WhatsApp bulk message for maximum impact?

Focus on clear, concise communication, incorporating relevant information or offers. Including a call-to-action and using engaging multimedia elements can enhance message effectiveness.

How often should I send bulk messages on WhatsApp?

Maintain a reasonable frequency based on your audience’s expectations and preferences. Sending too many messages can overwhelm recipients, leading to opt-outs or reporting.

What’s the best time to send bulk messages on WhatsApp?

Timing depends on your target audience’s habits. Typically, weekdays during business hours or early evenings are effective, but testing and monitoring engagement can help pinpoint optimal times.

Are there any restrictions on the type of content I can send in bulk messages on WhatsApp?

Avoid sending prohibited content like spam, abusive material, or misinformation. Adhering to WhatsApp's policies ensures compliance and maintains a positive brand image.

How can I measure the effectiveness of my WhatsApp bulk messaging campaigns?

Utilize WhatsApp Business API’s analytics features to track metrics like open rates, response rates, and user engagement, allowing you to evaluate and optimize your campaigns.

How can I manage user opt-outs in WhatsApp bulk messaging?

Provide clear instructions for opting out and promptly honor opt-out requests. Implementing efficient opt-out management fosters trust and compliance with user preferences.

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