WhatsApp template · Utility
Checkout and Invoice WhatsApp Template for Hotels & Resorts
A ready-to-adapt WhatsApp message for hotels and resorts, with placeholders, sample values and compliance notes.
When to Send This Message
Send at checkout with the invoice link. For hotels and resorts, this is one of the everyday messages that keeps guests informed without a phone call. It can be sent manually from a panel at first and automated later through an API.
Guests discover hotels through search, maps and travel platforms, then often book directly if the hotel's own website and messaging are easy to use.
The WhatsApp Template
Dear {{1}}, thank you for staying at [Business Name]. Your invoice for booking {{2}} is available here: {{3}}. Have a safe journey.[Business Name]
Example with sample values
Dear Mr. Rao, thank you for staying at [Business Name]. Your invoice for booking HT7731 is available here: https://example.com/i/HT2. Have a safe journey.
Replace [Business Name] with your registered brand name. Links shown use example.com as a placeholder; use your own domain.
Placeholders and Sample Values
| Placeholder | Meaning | Sample value |
|---|---|---|
| {{1}} | Guest | Mr. Rao |
| {{2}} | Booking id | HT7731 |
| {{3}} | Link | https://example.com/i/HT2 |
Filling in each placeholder
- Guest (sample: Mr. Rao): Use the first name or the salutation the customer gave you; fall back to a neutral greeting if the field is empty.
- Booking id (sample: HT7731): Use the same reference format that appears on your invoices, receipts or software, so customers and staff can match it quickly.
- Link (sample: https://example.com/i/HT2): Use your own short, recognisable domain; for SMS in India the domain must be whitelisted on DLT, and each variable is usually limited to 30 characters.
This template has 3 placeholders and a body of 141 characters before values are filled in. WhatsApp allows up to 1,024 characters in a template body, but short messages with one clear action get the best response.
Category and Approval
Utility templates must relate to a specific transaction, account or request the customer already has with you, such as a confirmation, reminder or status update. Do not add offers or promotional lines, as Meta may reclassify the template as marketing.
Compliance Checklist
- Variables are numbered in order and you provide sample values when submitting; avoid starting or ending the body with a variable.
- Links point to your own website or a trusted domain, and button labels are short and clear.
- Marketing messages include an easy way to opt out, and opt-outs are honoured promptly.
Rules to keep in mind for Hotels & Resorts
Room rates, taxes and cancellation terms shown in ads and messages should match what the guest pays. Guest ID and booking data must be protected under the DPDP Act, 2023, and marketing messages need opt-in.
General guidance, not legal advice. Rules change, so confirm current requirements before launch. See our WhatsApp compliance guide for India.
Tips for Better Results
- Use the customer's name and a reference number so the message is easy to trust and to search for later.
- Send it as close as possible to the event it relates to, such as right after booking or the day before an appointment.
Getting the checkout and invoice message right
Link to the invoice with the GST or VAT details the guest needs for business expense claims, and say how to request a correction. Business travellers often need this the same day.
Where this message fits for Hotels & Resorts
Travellers search for destinations and dates, compare prices on booking sites and the hotel's own website, read reviews and look at photos, then book. Between booking and arrival they want directions, check-in details and upsell offers; after the stay, a review request and an offer for the next visit.
Search, metasearch and online travel agencies drive bookings; Instagram shows the experience; WhatsApp handles pre-arrival questions and concierge requests; SMS sends check-in codes and reminders; email nurtures past guests with seasonal offers.
Campaign ideas that pair with this template
- Pre-arrival WhatsApp messages offering room upgrades and airport transfers
- Direct booking offers to past guests ahead of peak season
- Post-stay review requests with a thank-you discount
Need this WhatsApp template set up?
We register, submit and connect templates for you, and send test messages before launch.
Questions About This Template
When should a hotel send the checkout and invoice message?
Send at checkout with the invoice link. If customers reply, make sure someone on your team monitors and answers.
Do WhatsApp templates need approval?
Yes. Business-initiated messages outside the 24-hour customer service window must use a template approved by Meta. Approval is usually quick, but templates can be rejected or re-categorised if they break the guidelines.
Can I change the wording?
Yes. Adapt the text to your business, but keep it clear and specific, keep variables in order and submit realistic sample values. Any change to an approved template needs re-approval.
Can DND Teams set this up for my hotel?
Yes. We adapt the template to your business, register or submit it, and connect it to your software or our panel. Share your use case on WhatsApp or through the form.
Related Templates
More WhatsApp templates for Hotels & Resorts
This message on other channels
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