WhatsApp template to confirm orders at your restaurant

If you own a pizzeria or any food business, you know that confirming an order on time is key: a customer who doesn't get a response within 5 minutes will order elsewhere. With this WhatsApp order confirmation template, you let your customer know that their order is on the way (or ready for pickup) without any hassle. Copy it, adapt it, and start using it today.

What goes in each variable

• {{1}}: the customer's name (e.g., 'Juan').
• {{2}}: the order number or code (e.g., '1234').
• {{3}}: the order details (e.g., '2 Neapolitan pizzas and 1 soda').
• {{4}}: the status: 'on the way' or 'ready for pickup'.
• {{5}}: the total to pay (e.g., '$12.500').

How to load this template in WhatsApp Business

1. 1If you use the WhatsApp Business app on your phone, you can use this text as a quick reply: go to 'Settings' > 'Business tools' > 'Quick replies' and paste the message (replacing the {{n}} variables with concrete data, because the app doesn't use automatic variables).
2. 2When a customer writes to you, select the quick reply and fill in the order details before sending it.
3. 3If you use Wando, you load this template in the panel (with the {{n}} variables, which are the ones used by the Meta API) and the AI suggests it so you can approve it with one click and send it, so you don't have to type it out manually every time.

Variations by tone

When to send this message (and when not to)

The right time is when the order is already confirmed and the customer expects a response. If they wrote to you asking about availability, first respond and then confirm. If the order is for delivery, send the message as soon as the delivery person leaves. If it's for pickup, send it when it's ready.

Don't send it before you have the order ready: it causes anxiety and calls. Don't use it for offers or promotions either: that's marketing and requires another template. And if the customer didn't write to you first or doesn't have an open conversation, don't send it via the Meta API without their opt-in, because it violates the policy.

• Confirm delivery: as soon as the delivery person leaves.
• Confirm pickup: when the order is ready.
• No: before confirming the order.
• No: to send offers (that's marketing).

The three most likely customer responses (and what to reply)

When you send a confirmation, the customer usually responds with one of three things. Having the response ready saves you time and prevents you from being caught off guard.

• Response 1: 'Perfect, thanks' → '{{1}}, thanks to you! Anything you need, we're here. Enjoy your meal! 😋'
• Response 2: 'How long will it take?' → 'Hi {{1}}, the delivery driver is already on the way. It will arrive in approximately {{2}} minutes. We'll let you know if there's any delay.'
• Response 3: 'I changed my mind, cancel the order' → 'Hi {{1}}, we understand. We're canceling your order {{2}}. If you'd like, we can help you with something else. Thanks for letting us know!'

How to know if the message worked

The message works if the customer doesn't respond with doubts or cancellations. But there are more concrete signs: if you receive a 'thanks' or an emoji, the customer confirmed and is calm. If they don't respond at all, it's not a problem: the confirmation already fulfilled its function.

In the Meta API, you can see the message delivery status (delivered, read). If an order is canceled after the confirmation, check if the message was clear. If you receive many cancellations, try the closest variant. And if you use Wando, message statistics show you which templates work best.

Why Meta might reject this template (and how to fix it)

Meta rejects utility templates when the message is not clear, has formatting errors, or doesn't match the category. Common examples: misplaced variables ({{1}} without surrounding text), promises that aren't kept, or content that looks like marketing.

To fix it: check that each variable has descriptive text next to it, that the message is brief, and that there are no excessive exclamation marks. If Meta rejects it, adjust the text and resubmit it. Approval can take up to 48 hours.

Tone variants: when to use each one

The formal variant is for customers you don't know, large orders, or areas with lots of tourism. The close one is for regular customers or when you already have a rapport.

Simple rule: if the customer uses informal 'you' with you, use the close one. If they speak to you formally, use formal. And if you're unsure, start with formal and switch if the customer relaxes the tone.

• Formal: 'Dear {{1}}, we confirm...' → ideal for first purchases.
• Close: 'Hey {{1}}! Your order is ready...' → ideal for customers who already know you.
• If the customer uses 'vos', use voseo. If they use 'usted', use formal.

When to send this message (and when not to)

The right moment is when the order is already confirmed and the customer expects a response. If they wrote asking about availability, first answer and then confirm. If the order is for delivery, send the message as soon as the delivery person leaves. If it's for pickup, when it's ready.

Don't send it before having the order prepared: it causes anxiety and calls. Also don't use it for offers or promotions: that's marketing and needs another template. And if the customer didn't write you first or doesn't have an open conversation, don't send it via Meta's API without their opt-in, because it violates policy.

• Confirm delivery: as soon as the delivery person leaves.
• Confirm pickup: when the order is ready.
• Don't: before confirming the order.
• Don't: to send offers (that's marketing).

The three most likely customer responses (and what to reply)

When you send a confirmation, the customer usually responds with one of three things. Having the response ready saves you time and catches you off guard.

• Response 1: 'Perfect, thanks' → '{{1}}, thank you! Anything you need, we're here. Enjoy your meal! 😋'
• Response 2: 'How long will it take?' → 'Hi {{1}}, the delivery driver is already on the way. It will arrive in approximately {{2}} minutes. We'll let you know if there's any delay.'
• Response 3: 'I changed my mind, cancel the order' → 'Hi {{1}}, we understand. We've canceled your order {{2}}. If you'd like, we can help you with something else. Thanks for letting us know!'

How to know if the message worked

The message works if the customer doesn't respond with doubts or cancellations. But there are more concrete signs: if you get a 'thanks' or an emoji, the customer confirmed and is calm. If they don't respond at all, it's not a problem: the confirmation has already fulfilled its function.

In the Meta API, you can see the delivery status of the message (delivered, read). If an order is canceled after the confirmation, check if the message was clear. If you receive many cancellations, try the closest variant. And if you use Wando, the message statistics show you which templates work best.

Why Meta can reject this template (and how to fix it)

Meta rejects utility templates when the message is not clear, has formatting errors, or does not match the category. Common examples: misplaced variables ({{1}} without surrounding text), promises that are not fulfilled, or content that looks like marketing.

To fix it: check that each variable has descriptive text next to it, that the message is brief, and that there are no excessive exclamation marks. If Meta rejects it, adjust the text and resend it. Approval can take up to 48 hours.

Tone variants: when to use each one

The formal variant is for customers you don't know, large orders, or areas with lots of tourism. The close one is for regular customers or when you already have a rapport.

Simple rule: if the customer uses the informal 'tú' with you, use the close variant. If they speak to you formally, use formal. And if you're unsure, start with the formal and switch if the customer lowers the tone.

• Formal: 'Dear {{1}}, we confirm...' → ideal for first purchases.
• Close: 'Hey {{1}}! Your order is ready...' → ideal for customers who already know you.
• If the customer uses 'vos', use voseo. If they use 'usted', use formal.