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

Looking to send promotions, newsletters, updates and announcements to your customers with a WhatsApp bulk message? This blog is for you. In this guide, we will discuss why you should use WhatsApp API for bulk messaging. We will also show you how to create a WhatsApp bulk message list and how to send bulk messages on WhatsApp API using respond.io’s WhatsApp bulk message sender. Finally, you’ll learn the rules that govern WhatsApp bulk messaging as well as the best practices for sending WhatsApp bulk messages.

What is a WhatsApp Bulk Message?

Simply put, WhatsApp bulk messages are messages sent simultaneously to multiple recipients on WhatsApp. Businesses can reach a large number of customers effortlessly, making it one of the best marketing and remarketing tools.

3 Benefits of WhatsApp Bulk Message

WhatsApp bulk messages provide numerous advantages that make them an attractive option for businesses to interact with their target audience.

1. Direct and Convenient Interactions

WhatsApp provides a platform for businesses to connect directly with customers, allowing them to build strong relationships on the platform they use daily to chat with family and friends.

2. Exceptional Engagement Rates

Messages sent via WhatsApp see an impressive open rate of up to 98%, significantly surpassing the average 21.3% open rate for email campaigns, resulting in better responsiveness and reach.

3. Multimedia Content Sharing

Businesses can use WhatsApp to share multimedia content such as images, videos, documents and even catalogs, making communication more engaging and informative

WhatsApp offers 2 bulk messaging solutions to cater to different business sizes and messaging needs — the WhatsApp Business App and the WhatsApp Business Platform (also known as WhatsApp API). Let’s first talk about WhatsApp bulk messages on the WhatsApp Business App.

How to Send Bulk Messages with WhatsApp Business App in 3 Steps

In general, the WhatsApp Business App works for micro and small businesses. It’s free, easy to use and doesn’t rely on external software to send broadcasts. Just ensure that the number you are using is different from your personal number.

Here’s how to send bulk messages on the WhatsApp Business App for free in 3 steps.

Step 1: Start a New Broadcast

Open WhatsApp and tap the 3 dots in the upper-right corner of your screen. From the menu, select New Broadcast to create a new broadcast list.

Step 2: Create a Broadcast List Containing Up to 256 Contacts

You’ll see a list of your contacts. Choose the ones you want to include in your broadcast list. Remember, recipients must save your number in their contacts to receive your broadcast messages.

Optionally, assign a name to your broadcast list to organize and manage different audience segments more efficiently.

Step 3: Compose Your Message and Send It

After creating the list, a chat window resembling a group chat will open. Here, you can compose your message, attach multimedia such as images or videos, and even share items from your WhatsApp Catalog. Once ready, hit the send button.

Each recipient will receive the message as an individual chat, preserving privacy and personalization. As mentioned, the WhatsApp Business App is not a viable broadcast tool for medium or large enterprises. Let’s take a look at why.

4 Limitations of Sending Bulk Messages with WhatsApp Business App

Before using the WhatsApp Business App, you need to be aware of a few things. Sending bulk messages with WhatsApp Business App has some limitations.

For starters, it’s not possible to import contact lists. Instead, phone numbers must be manually added one by one. But there’s more.

1. Contacts Must Save the Sender’s Number

The WhatsApp Business Policy prohibits businesses from spamming, so contacts must save the sender’s number on their phones to receive broadcasts. Make sure all the contacts in the WhatsApp Broadcast list have saved your number in their address book.

2. Limited Number of Contacts per Broadcast List

While there is no limit to the number of Broadcast lists you can create, you can include up to 256 contacts in each broadcast list. As your business scales, you will need an easy way to reach more than 256 people at once without creating multiple broadcast lists.

3. Limited Number of Devices

You can use WhatsApp Business App on a maximum of 5 devices at the same time. However, only one of those devices can be a phone.

4. Lack of Broadcast Analytics

WhatsApp Business App doesn’t offer any analytics tools to measure the performance of WhatsApp broadcasts. You will not have insights into broadcast message delivery and other important metrics.

If your WhatsApp marketing and sales operations can’t be limited, what can you do? You should consider using WhatsApp API.

The Solution? Send bulk messages with WhatsApp API

WhatsApp API, also known as WhatsApp Business Platform, is designed for medium to large companies looking to use WhatsApp for messaging at scale. Unlike the WhatsApp Business App, the API has no front-end interface and must be connected to messaging software to send and receive messages.

This gives businesses the freedom to choose a software solution that fits their business needs and have access to advanced features, such as automating conversations and appointment booking, AI tools, sending broadcasts, and more to create personalized customer journeys.

WhatsApp Business App vs WhatsApp API

The differences between the WhatsApp Business App and WhatsApp API mainly lie in the scalability of each service.

Compared to the WhatsApp Business App, WhatsApp API can have an unlimited number of agents. This lets businesses add any number of agents to their operations under one account. Whereas you’d need to get multiple numbers once you need to use more than 5 devices on WhatsApp Business App.

This level of scalability extends to the number of bulk messages sent. On WhatsApp API, businesses can send an unlimited number of bulk messages, though this depends on the status of your account.

Furthermore, WhatsApp API supports advanced automation capabilities and 3rd-party software integration that speeds up common tasks and processes like lead qualification. This frees up your agents’ time to focus on more important things like closing a sale.

So, now that you know the differences between the 2 WhatsApp services, what should you look for in a WhatsApp bulk message sender?

What to Look For in a WhatsApp Bulk Message Sender

Overwhelmed by too many choices of WhatsApp bulk message senders? When choosing a WhatsApp bulk message sender, focus on these important factors:

• Channels supported: An ideal bulk message sender would allow you to send broadcasts on multiple channels for omnichannel marketing

• Platform stability: A stable platform is crucial to maintaining consistent, uninterrupted operations

• Broadcast analytics: A good WhatsApp bulk message sender software should come with advanced analytical tools that make it easy to measure the effectiveness of marketing campaigns

Top 4 WhatsApp Bulk Sender Platforms

Respond.io stands apart as a robust, enterprise-grade platform that supports multiple channels, including WhatsApp, Facebook Messenger, Instagram, Telegram, Viber and email. With unmatched platform stability, it is ideal for businesses managing complex, cross-channel communication. Its advanced broadcast analytics go beyond tracking, offering automation and actionable insights to optimize campaigns. It is a top choice for businesses aiming for scalability and efficiency.

Wati is an option for businesses primarily using WhatsApp, offering integrations with popular WhatsApp CRMs like Zoho and HubSpot. While the platform is stable and reliable for small to medium-sized enterprises, its analytics are basic, focusing primarily on performance tracking​.

SleekFlow, on the other hand, supports WhatsApp, SMS, email, and more. The platform’s user-friendly interface and detailed broadcast analytics make it a common contender for companies seeking deeper insights into campaign performance​.

DoubleTick is designed for businesses focused solely on WhatsApp marketing. While it is easy to use and accessible, its features are limited to basic analytics and WhatsApp-specific functionalities, making it more suitable for smaller-scale operations​.

Next, we’ll go through the steps to get started with WhatsApp API.

How to Set Up Your WhatsApp Business API in 4 Steps

To get started, sign up for a respond.io account. You can try respond.io for free and later subscribe to a plan that suits your business needs. To make things easier, we have compiled all useful information in one guide to help you get your WhatsApp API.

There are 4 steps in getting a WhatsApp API Account.

Step 1: Port or Buy a Phone Number

You need a phone number to set up your WhatsApp Business API account. You may port an existing phone number as long as you can receive calls or SMS. Just make sure that it is not connected to any WhatsApp, WhatsApp Business App or WhatsApp API accounts.

To use a phone number tied to an existing WhatsApp or WhatsApp Business App account, you’ll first have to delete that account.

Using a phone number tied to an existing WhatsApp or WhatsApp Business App account will result in a permanent loss of existing contacts and messages.

Step 2: Connect Your Facebook Account

To set up the respond.io WhatsApp API integration, start by creating and connecting a new WhatsApp Business Platform (API) account. Complete the eligibility checks, then log in with your Facebook account to connect your WhatsApp Business API to respond.io.

This will grant respond.io permission to manage your WhatsApp Business account, including handling billing. You also need to agree to the WhatsApp Business Terms of Service and the Meta Terms of Service.

Step 3: Connect Your WhatsApp Business API Account to Respond.io

Select your verified Meta Business Portfolio. If you don't have one, create a new account. If you're porting a WhatsApp number, select an existing business account.

Then, create a new WhatsApp Business profile by providing key details such as the account name, display name, business category, and timezone. A business description and website are optional.

Step 4: Verify your WhatsApp Business Phone Number

After adding and verifying your WhatsApp Business phone number via text or call, finalize the setup by selecting the number to connect. Once complete, your business will initially be unverified while WhatsApp conducts a Commerce Policy check.

If blocked for non-compliance, you can appeal through your BSP's support. For further guidance, visit respond.io’s Help Center.

Once, you’ve connected a WhatsApp API account to respond.io, you’re ready to send bulk messages.

How to Send Bulk Messages with WhatsApp API in 4 Steps

In this section, we’ll take a look at how you can send WhatsApp bulk messages with WhatsApp API.

Step 1: Access the Broadcast Module

Navigate to the Broadcast Module on respond.io. Click on the Add Broadcast button located at the top.

Then, enter a name for your broadcast and click Create. Optionally, you can add a label to categorize your broadcast for easier reference in the future.

Step 2: Select Your Audience Configure Your Bulk Message

Choose a Segment from the drop-down list, then pick Specific Channel under Channel Type.

Segments can be created or edited in the Contacts Module using filters.

Under Channel, select the WhatsApp API channel from which you want to send the broadcast.

Step 3: Select and Customize the Message Template

Choose the relevant message template for your bulk message and fill in the details, such as contact name and date. You can do this by using variables.

We recommend you test the bulk message by sending it to yourself or a specific Contact.

Step 4: Send Your Bulk Message

Send your bulk message now or schedule it for a specific date and time.

Remember: Not all messages will arrive at the exact same time when messaging a large WhatsApp broadcast list. Broadcasts are delivered according to country codes in sequence, with lower numbers going first.

Now you’re on your way to send a ton of promotional messages to prospects with bulk messages. However, keep in mind that if you’re not careful, you could get your WhatsApp API account banned as your messages are marked as spam. Here are a few tips to avoid that.

4 Best Practices for WhatsApp Bulk Messaging

1. Segment Your Audience for Better Targeting

Segment your contacts based on criteria such as demographics, preferences or purchase history to deliver more relevant messages that resonate with them.

2. Use Concise and Clear Message Templates

Keep your messages short and to the point to ensure recipients quickly understand your intent without being overwhelmed by too much information.

3. Personalize Your Message Templates

Use personalization features, such as customer names or purchase history to make your message templates feel tailored and improve recipient response rates.

4. Include a Strong Call-to-Action (CTA)

Guide your audience to take action, such as visiting your website, contacting your business or completing a purchase, by adding a clear and compelling CTA.

4 Tips to Avoid WhatsApp Bulk Messages Being Marked as Spam

To avoid being marked as spam when sending bulk messages on WhatsApp, there are several strategies you can implement.

1. Only Use Bulk Messages for Retargeting Campaigns

Only send bulk messages to contacts that have opted-in to receive promotional and marketing messages. Before adding recipients to your broadcast list, always ensure you have obtained their explicit opt-in consent. Clearly communicate the type of messages they will receive and provide an easy opt-out option. This helps to establish a foundation of trust and respect for their privacy.

2. Follow WhatsApp’s Terms and Conditions

Take the time to understand the WhatsApp Business Business Messaging Policy before sending bulk messages. By complying with these rules, you can maintain a positive reputation and avoid being flagged as spam.

3. Don’t Send Too Many Messages At Once

Avoid excessive messaging that might overwhelm recipients. Respect a reasonable frequency for sending bulk messages, ensuring that recipients are not bombarded with an excessive amount of communication.

4. Make Sure Your Messages Are Relevant

It is crucial to send messages that are relevant and valuable to your recipients through WhatsApp bulk messages.

Avoid bombarding them with frequent, generic, or irrelevant messages, as this can lead to being perceived as spam. Tailor your content to the specific needs and interests of your audience to increase engagement.

We’ve covered everything you need to know about WhatsApp bulk messages. Get started with WhatsApp bulk messaging with an official WhatsApp BSP today and sign up for a respond.io account or connect your WhatsApp API account now.

Frequently Asked Questions

What are the options for businesses to send a WhatsApp bulk message?

If you’re a small business, you’ll need the WhatsApp Business App. If you are a medium or large-size business, you should instead use the WhatsApp Business API and connect it to a messaging inbox. Regardless of your choice, you must also have a list of WhatsApp contacts.

How do I write a WhatsApp bulk message?

1. For WhatsApp Business App users: Open the app and tap on Broadcast Lists in the menu > Tap New List and select contacts from your list > Create your message and hit send

2. For WhatsApp Business API users: Open your messaging platform integrated with WhatsApp API > Create a broadcast list or segment your contacts > Type your WhatsApp template message and send it

What are the requirements for sending bulk messages through a WhatsApp broadcast list?

Bulk messaging with a WhatsApp broadcast list requires your contacts to have saved your number first. The person would not even receive your message if they haven't added you to their phone's address book.

What is the WhatsApp bulk message contact limit?

The broadcast limit on the WhatsApp Business App is 256 unique contacts per broadcast list. With WhatsApp API, it varies based on your phone number's messaging limits. However, you can broadcast messages to unlimited contacts upon meeting certain prerequisites.

What are the requirements for obtaining consent and opt-in from recipients?

Before sending bulk broadcast messages, you must obtain the necessary consent from your recipients. WhatsApp requires users to opt in to receive messages from your business or organization. Failure to comply with this requirement can result in your messages being reported as spam.

What is the limit on the number of messages that can be sent per day?

WhatsApp limits the number of messages you can send daily, which varies depending on your tier.

How to send bulk messages on WhatsApp without adding contact?

You can only do this via WhatsApp API. However, if you send a bulk message to contacts that have not opted-in to receive your messages, they might be flagged as spam and affect your account status.

How can I send bulk messages on WhatsApp from Excel?

You can import contact lists on respond.io. Follow these steps: Prepare Your Excel Sheet > Export as CSV file > Import contacts into respond.io > Create new broadcast > Send broadcast.

Further Reading

We hope you found this guide helpful. If you want to learn more about WhatsApp API, check out these articles:

• WhatsApp Marketing: Guide to a Successful WhatsApp Campaign

• How to Get a WhatsApp API Account

• How to Use respond.io as a WhatsApp CRM