Site Visit Booking WhatsApp Templates
A site-visit booking message is the confirmation you send once a buyer has agreed to come and see a property — carrying the project, the date, the time slot, the agent who will meet them, and a maps pin to the actual gate. WhatsApp beats a phone call here for a blunt reason: property buyers screen unknown numbers, because the moment they enquire anywhere their phone starts ringing all day. They do, however, read WhatsApp. Send the confirmation the moment the slot is agreed, and the visit stops being a promise nobody wrote down.
Meta billing category
Templates on this page are typically approved as Utility, billed at ~₹0.115 per message (India).
Transactional — tied to an order, account, or appointment the customer already has. Cheapest category. Adding promotional lines risks Meta reclassifying it as Marketing at ~7.5x the cost.
Copy-ready templates
Replace the {{placeholders}} with your platform’s variables before submitting to Meta for approval.
1. Site visit confirmed
Your site visit is confirmed, {{name}}. ✅ Project: {{project_name}} by {{builder_name}} What you will see: {{property_type}}, {{carpet_area}} sq ft carpet Date: {{visit_date}} Time: {{visit_time}} 📍 Sales office pin: {{location_link}} {{agent_name}} will meet you there — {{agent_phone}}. Need to change the slot? Just reply.
Best for: The instant a slot is agreed on a call. An unwritten visit is a visit that quietly evaporates.
2. Slot options — let them pick
Hi {{name}}, happy to show you {{project_name}} in {{locality}}. Which slot suits you? 1️⃣ {{slot_one}} 2️⃣ {{slot_two}} 3️⃣ {{slot_three}} Reply with the number and I will block it for you. — {{agent_name}}, {{agent_phone}}
Best for: Right after an enquiry. A reply of "2" converts far better than "when are you free?".
3. Visit request received
Thanks {{name}}, your visit request for {{project_name}} is with us. {{agent_name}} will confirm your slot for {{visit_date}} within the next {{response_hours}} hours. In the meantime, here is the floor plan and the price sheet: {{floor_plan_link}} RERA: {{rera_number}}
Best for: When the slot needs a human to confirm. Silence after an enquiry is where buyers go elsewhere.
4. Rescheduled
Rescheduled, {{name}}. ✅ Your visit to {{project_name}} has moved to: {{visit_date}} at {{visit_time}} 📍 {{location_link}} {{agent_name}} will be there — {{agent_phone}}. No problem at all. Weekends fill up; we kept your slot.
Best for: On every reschedule. Rescheduling without friction is what keeps a buyer in the funnel.
5. Cancelled — door left open
Noted, {{name}} — your visit to {{project_name}} on {{visit_date}} is cancelled. No trouble at all. Whenever you would like to see it, reply and I will find a slot that works. We also do a quick video walkthrough if travelling is the difficulty. — {{agent_name}}
Best for: On cancellation. A gracious no today is a large number of buyers who come back in a month.
6. Before you visit — what to expect
Hi {{name}}, a quick note before {{visit_date}}. 🏠 At {{project_name}} you will see: • Sample flat — {{property_type}}, {{carpet_area}} sq ft carpet area • Price from ₹{{starting_price}} • Possession: {{possession_date}} Carry an ID for the site gate. Comfortable shoes help — the tower is a walk from the office. 📍 {{location_link}}
Best for: Two days before. Setting the expectation honestly means nobody arrives expecting a finished flat.
What each variable means
These 19 placeholders appear in the templates above. Map each one to the matching field in your WhatsApp platform before you submit for approval.
| Variable | What to put in it |
|---|---|
{{name}} | The customer's first name. |
{{project_name}} | Name of the project or property, as it is marketed. |
{{builder_name}} | The developer or builder behind the project. |
{{property_type}} | What is on offer — 2BHK apartment, villa, plot, and so on. |
{{carpet_area}} | RERA carpet area in sq ft. The honest number — never quote only super built-up. |
{{visit_date}} | Date of the visit. |
{{visit_time}} | Time of the visit. |
{{location_link}} | Map pin for the entrance or gate — not the postal address. |
{{agent_name}} | Name of the delivery, sales, or support agent handling this customer. |
{{agent_phone}} | Contact number for the assigned agent. |
{{locality}} | Neighbourhood or micro-market the property sits in. |
{{slot_one}} | Replace with the slot one for this message. |
{{slot_two}} | Replace with the slot two for this message. |
{{slot_three}} | Replace with the slot three for this message. |
{{response_hours}} | Replace with the response hours for this message. |
{{floor_plan_link}} | Link to the floor plan and price sheet. |
{{rera_number}} | The project's RERA registration number. Legally required on every property advertisement in India. |
{{starting_price}} | Lowest price in the range, for a "from ₹X" line. |
{{possession_date}} | Month and year possession is due. |
Frequently asked questions
Is a site visit booking Utility or Marketing?
Utility. The buyer has already enquired and agreed to the visit, so the message relates to an appointment they made — Meta approves it under Utility at roughly ₹0.115 per message in India, against about ₹0.8631 for Marketing, a gap of roughly 7.5x. It only becomes Marketing if you bolt on a second project they never asked about. Confirm the visit they booked; pitch nothing.
Does a site-visit confirmation need the RERA number?
Strictly, the RERA registration number is required on advertisements — so a promotional listing or an open-house invitation must carry it, while a transactional confirmation of a visit the buyer has already booked is not an advertisement. That said, the moment your message quotes a price, an area, or a possession date, it starts behaving like one. Including {{rera_number}} costs you nothing and settles the question, which is why several templates here carry it anyway.
Why send a maps pin rather than an address?
Because a project address and a project gate are frequently not the same place, and an under-construction site often does not exist on a map by name at all. A pin dropped on the actual sales-office entrance removes the single most common cause of a buyer circling a link road, getting frustrated, and going home. It is a small thing that saves a visit you already paid to generate.
Related template sets
- Site Visit Reminder WhatsApp TemplatesA site-visit reminder is the message that gets a booked buyer to actually turn up — sent the evening before and again on the morning of the visit, with the time, the agent, and a maps pin. No-shows are the real operational problem of Indian real estate sales: most people who miss a site visit did not change their mind, they simply forgot, or they could not find the gate. WhatsApp fixes both, because the pin is tappable and the message is still sitting in their thread on Sunday morning. The flow that works is booking, then a day-before reminder, then a location pin on the day.
- Property Enquiry Follow-Up WhatsApp TemplatesA property enquiry follow-up is what you send after someone has asked about a property — the details they wanted, the answer to the question they actually had, and one clear next step. It is the highest-leverage message in real estate and the one most often botched, because the industry's reflex is to phone, and a buyer who has enquired on three portals has stopped answering their phone entirely. They will read WhatsApp. Send the details within minutes of the enquiry, follow up after the visit, and then stop when they ask you to.
- Open House Invitation WhatsApp TemplatesAn open-house invitation invites buyers to view a property during a fixed window, without a one-to-one appointment — the date, the time window, the address, a pin, and what they will actually get to see. WhatsApp suits it better than a call because an invitation is something people want to check again on Saturday morning, and a call at 7 pm from an unknown number is something they decline. These are promotional messages: they need marketing opt-in, they bill at the Marketing rate, and as advertisements for a registered project they must carry the RERA number.
- New Property Listing WhatsApp TemplatesA new-property-listing message tells a buyer on your list that something has come to market that matches what they were looking for — the configuration, the carpet area, the locality, the price, and the RERA number. It works on WhatsApp because a listing is only useful while it is fresh, and a buyer who has told you their budget will open a message about their budget. These are advertisements: they need marketing opt-in, they carry the Marketing rate, and under Indian law they must state the project RERA registration number.
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