WhatsApp Template for Real Estate Agencies: Contract Expiration Notice

A contract is about to expire and the tenant needs to be notified. With this WhatsApp template for real estate agencies, you can do it in two minutes, without sounding cold or rushed. It is a transactional message (utility category), so it does not require prior opt-in and can be sent through the official WhatsApp API.

What goes in each variable

• {{1}}: tenant's name (e.g., 'Maria').
• {{2}}: real estate agency's name (e.g., 'Inmobiliaria Centro').
• {{3}}: property address (e.g., 'Av. Siempre Viva 123, 2nd B').
• {{4}}: contract expiration date (e.g., '15/11/2025').
• {{5}}: contact phone number (e.g., '+54 11 5555-5555').

How to load and use it

1. 1Go to WhatsApp Business (or Wando) and create a new message template.
2. 2Paste the text above and replace each {{number}} with the corresponding variable.
3. 3Submit it for approval to Meta (it takes up to 48 hours).
4. 4Once approved, use it manually from the app or load it into Wando so that the AI suggests it on its own when appropriate.

Message variants

Note: Since it's a utility message, do not include offers or promotions. If you want to offer a discount for renewing, you need a marketing template with the customer's opt-in. And if you use Wando, the AI learns from your responses and will suggest this template at the right time, without you having to search for it.

When to send this message (and when not to)

The ideal time is between 30 and 15 days before the expiration date. That gives the tenant time to respond and you time to manage the renewal or delivery. If you send it more than a month in advance, many will forget it; if you send it less than a week before, the tenant feels rushed and you may create unnecessary tension.

Do not send it during rest hours. WhatsApp allows scheduling sends: use windows from 9:00 to 18:00, Monday to Friday. And be careful with long weekends: if the expiration falls after a holiday, send the notice a few days earlier.

This message is only for real expirations. Do not use it for late payment reminders or to offer renewals with benefits: that's another category and requires another template.

What to reply to the three most likely responses

The tenant will respond with one of these three things. Have them prepared.

1. "I want to renew": confirm the terms and take action. "Great, {{1}}! Here are the steps: 1) We confirm the new due date ({{2}}). 2) We send you the updated contract by email. 3) We coordinate the signature. Does {{2}} work for you, or would you prefer another day?"

2. "I'm not going to renew": thank them and coordinate the handover. "Perfect, {{1}}. Thanks for letting us know. We'll coordinate the key handover for {{2}} at {{3}}. Send me your new address to update our records, and we'll settle any pending invoice that day."

3. "I have questions": offer a clear answer and a direct channel. "Of course, {{1}}. Which part of the contract would you like to review? If you prefer, call me at {{2}} and we'll sort it out in two minutes. I can also send you a summary of the key points through this chat."

How to know if the message worked

The main metric is the response rate: how many tenants replied to the message. With the WhatsApp API, you can see delivery and read statuses, but the actual response is what matters.

In Wando, campaign statistics show you delivered, read, and replied. If you have less than 60% responses, check the sending time or the message tone. If the issue is that they reply but don't confirm renewal, the problem is the follow-up process, not the message.

A good secondary indicator: how many tenants call the phone number {{5}} after receiving the notice. If no one calls, the contact number is wrong or not visible.

Why Meta may reject this template and how to fix it

Meta rejects utility templates for three common reasons: lack of clarity in purpose, poorly defined variables, or content that seems promotional.

First: the message must make it clear that it is an expiration notice. If the text says 'your contract expires' but it is not clear what action is expected, Meta may mark it as spam. Fix it by making the action explicit: 'to renew it or coordinate delivery, reply to this message'.

Second: variables {{1}}, {{2}}, etc. must have descriptive names in the template configuration. If you leave them as 'variable1', Meta does not know what goes there and rejects it. Use names like 'tenant_name', 'real_estate_agency', 'property_address'.

Third: do not include emojis, excessive capitalization, or phrases like 'Take advantage!'. That classifies it as marketing. If it is rejected, correct it and resubmit: approval takes up to 48 hours.

Formal variant and friendly variant: when to use each

The formal version ('Dear {{1}}...') is for tenants you do not know personally, high-value contracts (commercial premises, premium properties), or when the relationship is strictly professional. Also if the tenant addresses you formally in their messages.

The friendly version ('Hi {{1}}! 👋...') is for tenants with whom you already have a close relationship, who address you informally, or who have renewed several times. In those cases, a formal tone can sound cold and even raise doubts.

Simple rule: look at how the tenant writes to you. If they address you informally, use the friendly version; if they address you formally, use the formal one. If you are not sure, start formal and loosen up if the tenant responds casually.

What not to do with this message

This notice is for actual due dates. Do not use it for payment reminders, renewal offers with benefits, or to check if the tenant still lives there. Each case has its own template and category.

Also, do not send it outside business hours, even if it is a transactional message. WhatsApp allows scheduling sends: use windows from 9:00 to 18:00, Monday to Friday. If the due date falls on a holiday, send the notice a few days in advance.

And watch the tone: a utility message does not allow emojis or phrases like "Take advantage of this opportunity!" That turns it into marketing and can cause Meta to reject it or the tenant to ignore it.

How to measure if the notice worked

The main metric is the response rate: how many tenants replied to the message. With the WhatsApp API, you can see delivery and read statuses, but the actual response is what matters.

In Wando, campaign statistics show you delivered, read, and responded. If you have less than 60% responses, check the sending time or the message tone. If they respond but do not confirm renewal, the problem is the follow-up process, not the message.

A good secondary indicator: how many tenants call the phone number {{5}} after receiving the notice. If no one calls, the contact number is wrong or not visible.

Common errors when uploading the template in Meta

The most common error is leaving variables like {{1}}, {{2}} without descriptive names. Meta needs to know what goes in each place: use names like tenant_name, real_estate_agency, property_address.

Another error: mixing the notice with promotions or payment information. That changes the category and can cause Meta to reject it or classify it as marketing.

If Meta rejects it, correct the text and resubmit it. Approval takes up to 48 hours, so don't leave it until the last minute.

Formal vs. friendly variant: when to use each

The formal version («Dear {{1}}...») is for tenants you don't know personally, high-value contracts (commercial premises, premium properties) or when the relationship is strictly professional. Also if the tenant addresses you formally in their messages.

The friendly version («Hi {{1}}! 👋...») is for tenants with whom you already have a rapport, who address you informally, or who have renewed several times. In those cases, a formal tone can sound cold and even raise doubts.

Simple rule: look at how the tenant writes to you. If they use informal address, use the friendly version; if they use formal address, use the formal one. If you're not sure, start formal and relax if the tenant responds casually.