WhatsApp template for clinics: vaccination campaign
If you run a clinic or health center, you know that notifying patients in time about a vaccination campaign can make the difference between them getting protected or missing their appointment. With this WhatsApp template, you'll be able to communicate dates, locations, and requirements clearly and professionally, without sounding cold or robotic.
Hello {{1}}, we're writing to you from {{2}} to let you know that we've started our vaccination campaign against {{3}}. Doses are administered at {{4}} from {{5}} to {{6}}, from {{7}} to {{8}}. Requirements: {{9}}. To book your appointment, reply to this message or call {{10}}. We look forward to seeing you!
- {{1}}: patient's name (e.g., Laura)
- {{2}}: clinic name (e.g., Clínica del Sol)
- {{3}}: disease or vaccine (e.g., flu, COVID-19, yellow fever)
- {{4}}: address or location (e.g., 123 Main St., office 5)
- {{5}} and {{6}}: campaign start and end dates (e.g., 03/15 and 04/30)
- {{7}} and {{8}}: business hours (e.g., 9:00 and 17:00)
- {{9}}: requirements (e.g., bring ID, not be pregnant, have health insurance)
- {{10}}: contact phone number (e.g., 11 5555 1234)
- 1Upload the message in WhatsApp Business: go to Tools > Message Catalog > Create Template, choose the 'Marketing' category (since it's a promotion), and paste it with the variables {{1}}, {{2}}, etc.
- 2Wait for Meta's approval (it can take up to 48 hours). Meanwhile, prepare the list of contacts who have already given their opt-in (agreed to receive messages).
- 3Once approved, send the campaign from WhatsApp Business or Wando: in the dashboard, load the template, select contacts with the 'vaccination' label, and the AI will personalize each message with your patients' data.
- 4Respond to incoming inquiries: with Wando, the AI suggests answers based on your previous responses, and you approve them with a click.
More formal variant: 'Dear {{1}}: we inform you that {{2}} is starting its vaccination campaign against {{3}} starting on {{4}}. The vaccination will take place at {{5}}, from {{6}} to {{7}}. Please attend with {{8}}. To schedule an appointment, contact {{9}}.'
More casual variant: 'Hi {{1}}! 👋 At {{2}} we now have the vaccine against {{3}}. Drop by {{4}} from {{5}} to {{6}}, between {{7}} and {{8}}. Don't forget to {{9}}. If you'd like, we can save you a spot—just reply to this message.'
Note: Since this is a promotional campaign, in the official WhatsApp API you need Meta to approve the template (marketing category) and your contacts must have given prior consent. Conversation prices are set by Meta and vary by country, so check their official documentation to avoid surprises.
💡 Tip: If your patients have already written to you asking about vaccines, that's a good sign they might give you their opt-in. Take the opportunity to ask for their permission at that moment and build a segmented list.
When to send this message and when NOT to
Timing matters as much as the message. This template works if the campaign already has a confirmed date and location, and if your patients have given you permission to write to them. Send it between 7 and 10 days before the start, so people can organize themselves and book an appointment without rushing.
Do NOT send it if the campaign is not yet confirmed, if you don't have the opt-in from contacts, or if the message is to remind about an already scheduled appointment (in that case, use a utility-type template, which doesn't require prior consent). Don't use it for spam either: if someone never wrote to you or agreed to receive promotions, don't add them to the list.
What to reply when the patient responds
When the patient responds, the conversation becomes a service-type one and you no longer pay the marketing fee. Here are three model responses for the most common cases:
1. Wants to book an appointment:
Hi {{1}}! Great. We've reserved for you on {{2}} at {{3}} at {{4}}. Does that work for you? If you need another day, let me know and we'll move it.
2. Asks about requirements:
Hello {{1}}, for the {{2}} vaccine you need to bring {{3}}. If you have health insurance, don't forget your card. Do you want me to book an appointment for you anyway?
3. Can't make it at that time:
No problem, {{1}}. The campaign runs until {{2}}, so there's time. What day and time works better for you? I'll note it down.
- {{1}}: patient's name
- {{2}}: alternative date or time
- {{3}}: specific requirements
- {{4}}: address or location
How to tell if the message worked
It's not enough to just send and wait. Measure these three things a few days later:
Response rate: how many patients replied to the message (even just a 'thanks'). If it's low, check the sending time or the text.
Booked appointments: the metric that matters most. If appointments go up after the campaign, the message did its job.
Repeated questions: if several patients ask the same thing (for example, 'Do we need to bring an ID?'), it's a sign that information is missing from the template. Update it for next time.
In Wando, campaign statistics show you delivered, read, and replied messages. Use them to adjust, not to decorate.
Why Meta may reject the template and how to fix it
Meta rejects marketing templates for several reasons. The most common ones:
Lack of opt-in: if you don't prove that contacts agreed to receive messages, they may flag it. Solution: ask for permission at the time of the consultation and keep a record.
Misleading content: if you promise 'free vaccine' and it's not true, goodbye. Solution: make the text exactly match reality.
Incorrect format: misplaced variables, missing spaces, or excessive capitalization. Solution: check that {{1}}, {{2}}, etc. are properly closed and that the message reads naturally.
If it's rejected, Meta tells you the reason. Fix that specific issue and resubmit it. Don't insist with the same text: change what they flagged.
More formal variant and a closer one: when to use each
The base template is neutral, but sometimes it is convenient to adjust the tone depending on the patient.
Use the formal variant ('Dear {{1}}...') for major patients, chronic treatments, or if the clinic has an institutional profile. Also if the patient is older and does not know you well.
Use the closer variant ('Hi {{1}}! 👋...') for young patients, flu or COVID campaigns, or if you already have a previous relationship via WhatsApp. The emoji adds value if the clinic already uses that tone.
The rule: if in doubt, go with the formal one. It is easier for a patient to be offended by overfamiliarity than by respect.
Frequently asked questions
How long does it take for a WhatsApp template for a vaccination campaign to be approved?+
Meta can take up to 48 hours to approve the template. This is an estimated time, not guaranteed, and depends on the content review and your account.
Do my patients need to have given their consent for me to send them the campaign?+
Yes, for marketing messages (like a vaccination campaign), the official WhatsApp API requires that the contact has opted in, i.e., they have agreed to receive promotional messages. If not, you could have issues with Meta.
Can I use this template to remind patients about vaccination appointments?+
If you already have the appointment scheduled, a reminder is a transactional message (utility category) and does not require opt-in. But if it's a general invitation to a campaign, it's marketing and does require it.
Can I use this template for COVID-19 vaccination campaigns?+
Yes, as long as the information is accurate and you have the patients' opt-in. Meta reviews the content, so don't include false data or promise doses you don't have.
What happens if a patient replies asking not to be contacted again?+
Respect their request and remove them from the list. Besides being the right thing to do, Meta can penalize you if you keep sending messages to someone who has unsubscribed.
How much does it cost to send this type of message?+
Meta sets the conversation cost, and it varies by country. We can't give you a fixed number because it changes. Check Meta's official documentation for the current price.
Can I schedule the send for a specific time?+
Yes, with Wando you can schedule campaigns for the time you choose. That helps you send the message when your patients are usually active.