WhatsApp Broadcast List
WhatsApp messages are opened by 85–90% of recipients — no other free channel comes close. This course shows you how to build an opted-in broadcast list and use it to generate bookings from people who already know you.
- Download and set up WhatsApp Business with a professional profile
- Understand the difference between broadcast lists and group chats
- Build an opted-in contact list the right way — GDPR compliant
- Know what to send, how often, and how to write messages that get responses
The highest open rate of any marketing channel — free
Email open rates average 20–25%. Facebook organic reach delivers your post to 2–5% of followers. WhatsApp messages are opened by 85–90% of recipients — and unlike every other platform, there's no algorithm between you and your audience.
A broadcast list of 100 opted-in past clients means 85–90 people reading your message within minutes of you sending it. A last-minute deal broadcast on a Friday morning can genuinely generate bookings by Friday afternoon. No other free tool does that.
The key distinction is the word broadcast. This is not a group chat where everyone can see each other. When you send to a broadcast list, every recipient receives your message as a private, personal one-to-one message — as if you sent it just to them. It feels personal because it is personal.
Broadcast lists vs group chats — use the right one
Always use a broadcast list for marketing, never a group chat. Broadcast messages are delivered privately and feel personal. Group chats expose all recipients to each other, generate public replies, and create a messy, unprofessional impression. The two tools look similar in WhatsApp but serve completely different purposes.
What you need
- A smartphone — iPhone or Android, both work identically
- A phone number for business use — can be your existing mobile or a separate business number
- WhatsApp Business app — free from the App Store or Google Play (separate from regular WhatsApp)
- Your business logo saved on your phone — used as the profile photo
- A list of client mobile numbers — even 20 to start is fine
GDPR — you must have consent before broadcasting
Sending unsolicited WhatsApp marketing messages is a breach of UK GDPR and can result in significant fines. You must have active, explicit consent from every contact before adding them to a broadcast list. This course covers exactly how to collect that consent correctly — do not skip Step 3.
Setting up WhatsApp Business and your broadcast list
Download WhatsApp Business and register your number
Search for "WhatsApp Business" in your App Store or Google Play — it has a green briefcase icon, distinct from the regular WhatsApp icon. Download and install it free.
Open the app and register with your business phone number. If you currently use that number for personal WhatsApp, you'll be prompted to move your account across — follow the steps and your chats will transfer automatically.
Complete your Business Profile
Tap the three dots (Android) or Settings (iPhone) → Business Tools → Business Profile. Fill in:
- Business name — your trading name exactly as clients know it
- Profile photo — your logo (square format works best)
- Category — select "Travel Agency" or "Tours & Travel"
- Description — one sentence: what you do and where you're based
- Email address — your business email
- Website — your Travelgenix site URL
- Opening hours — set your standard hours
Set up three automatic replies — do this now
Go to Business Tools and create three automated messages that save you enormous amounts of time:
- Greeting message — sent automatically when someone messages you for the first time: "Hi! Thanks for getting in touch with [Business Name]. We'll come back to you shortly — in the meantime, visit our website at [URL] to browse our holidays."
- Away message — sent outside your hours: "Thanks for your message! We're currently closed but will reply first thing [tomorrow / Monday morning]. For urgent queries call [number]."
- Quick replies — save canned responses to common questions using keyboard shortcuts (e.g. type "/price" to insert your standard pricing message)
Collect opt-ins — the right way
Before adding anyone to a broadcast list, they must have explicitly consented to receive marketing messages from you on WhatsApp. Here are the three easiest ways to collect consent:
- Verbal at booking:"Would it be OK if I added you to our WhatsApp deals list? We send exclusive last-minute offers a couple of times a month — nothing spammy, I promise." Record a note in their file when they say yes.
- Post-booking message: After confirming a booking, send: "One more thing — we run a WhatsApp list for exclusive deals and early-access offers. Want me to add you? Just reply YES and I'll get you on."
- Website opt-in: Add a WhatsApp opt-in checkbox to your enquiry form: "Add me to your WhatsApp deals list."
Save opted-in contacts to your phone
WhatsApp broadcast lists only work with contacts saved in your phone's address book. This is non-negotiable — if a number isn't saved, they won't receive your broadcast.
Save each opted-in client consistently: First Name Last Name – Travel(e.g. "Sarah Jones – Travel"). The suffix helps you identify your broadcast contacts at a glance and keeps them separate from personal contacts.
Create your broadcast list
On iPhone: Open WhatsApp Business → Chats → New Broadcast. Select your opted-in contacts and tap Create.
On Android: Open WhatsApp Business → three dots menu → New Broadcast. Select contacts and tap the tick.
You can have up to 256 contacts per broadcast list. Create multiple themed lists as your list grows — for example: "Luxury Clients," "Family Holiday Clients," "Cruise Clients." Segmented lists get significantly better engagement because every message is relevant to that group.
Write messages that feel personal — not corporate
The golden rule of WhatsApp marketing: it must feel like a message from a person, not an advertisement from a business. Short, conversational, warm. Here's the difference:
❌ Don't write this
"EXCLUSIVE OFFER: 7 nights Tenerife from £499pp. Book before 31st Jan. Terms and conditions apply. Reply STOP to unsubscribe."
✅ Write this instead
"Hi! Just spotted a really lovely deal for next month — 7 nights Tenerife from £499pp including flights. One of my favourite resorts actually. Want me to send you the details? 😊"
The second version invites a conversation. It gets replies. It feels like a tip from a friend rather than a marketing blast — because that's exactly what it should be.
Decide what to send and how often
Frequency: 2–3 broadcasts per month is ideal. Enough to stay front of mind without becoming a nuisance. More than once a week will trigger opt-outs.
What works best:
- Last-minute deals with a genuine deadline — urgency drives action and fast replies
- "Just back from…" messages after you or a client returns from a trip
- Seasonal prompts — "Summer 2026 availability is filling fast — 10 weeks left at this price"
- Destination inspiration — a short enthusiastic note about somewhere you're loving right now
- Early access — "Before we put this on the website, I wanted to offer it to you first…"
Always include an easy opt-out
Legally and ethically, every recipient must be able to stop receiving your messages at any time. End each broadcast with a simple, low-pressure line:
"Reply STOP at any time if you'd rather not receive these and I'll remove you straight away — no hard feelings at all!"
Remove anyone who asks immediately and permanently. Keep a note of opt-outs so you never accidentally re-add them.
The fastest way to build your list in the first month
Go through your last 12 months of bookings. For every client who is returning from their trip within the next 30 days, send a personal WhatsApp (not a broadcast — a proper one-to-one message) asking if you can add them to your deals list. Frame it as an insider benefit: "I have a small WhatsApp list for clients I really rate — first access to the best deals before they go anywhere else. Would you like to be on it?" Expect a 60–70% yes rate from warm, recent clients.
Travelgenix tip
Add your WhatsApp Business number to your Travelgenix website — either as a click-to-chat button or in the contact details section. A visitor who messages you via WhatsApp is a warm lead who has already shown intent. Your Travelgenix account manager can help you add a WhatsApp chat button to your site.
For more experienced marketers
Create themed lists for higher engagement
A single general broadcast list works well to start. But as your list grows past 100 contacts, segment it. A ski holiday broadcast sent only to people who've previously booked ski will get 3–4x the response rate of the same message sent to everyone. Create lists by holiday type, by how recently they've booked, or by budget level. The more relevant the message, the more replies you'll get — and the fewer opt-outs.
Use WhatsApp Status for passive brand presence
WhatsApp Status (the equivalent of Instagram Stories) is visible to all your saved contacts — including your broadcast list members. Posting a quick destination photo, a "just booked this for a client" update, or a travel tip as a Status keeps your brand visible passively between broadcasts, without sending a direct message. It takes 30 seconds and keeps you front of mind on days when you're not broadcasting.
Combine WhatsApp with your email list for maximum reach
Email and WhatsApp serve different moments. Email is for considered, longer-form content — destination guides, monthly round-ups. WhatsApp is for immediacy — last-minute deals, time-sensitive offers, quick personal touches. Clients who are on both channels get the best of both. When you send a broadcast, consider sending a parallel email to those who aren't on WhatsApp. The combination ensures nobody misses your best offers regardless of which channel they prefer.
What will get you blocked — and reported
- Broadcasting to people who haven't opted in — this is both illegal under GDPR and will get your number reported to WhatsApp, which can result in a permanent ban
- Sending too frequently — more than once a week triggers opt-outs and reports rapidly
- Corporate language and hard sells — WhatsApp is a personal channel; treat it that way
- Ignoring replies — if someone replies to a broadcast and you don't respond, you've destroyed the trust that made WhatsApp valuable in the first place
- Adding someone back after they've opted out — this is a GDPR violation
Your monthly WhatsApp broadcast plan
- Week 1: Send a destination inspiration message — somewhere you're excited about right now
- Week 2: Share a deal or early access offer — time-sensitive, clear call to action
- Week 3: Optional — a "just back from" personal update or client story
- Ongoing: Add every new opt-in to your saved contacts and broadcast list within 24 hours of consent
- Ongoing: Respond to every reply within a few hours — replies are warm leads
- Monthly: Remove any opt-outs immediately and update your consent record
What to expect and when
| When | What to expect |
|---|---|
| Week 1 | App set up, first 10–30 opted-in contacts added, first broadcast sent. Expect immediate replies and a genuine enquiry or two from warm contacts. |
| Month 1 | List grows as you collect opt-ins after every booking. Open rates of 85%+ from day one. First bookings directly attributable to a broadcast. |
| Month 2–3 | Contacts start anticipating your messages. Replies increase as people get used to hearing from you this way. Last-minute deal broadcasts generate responses within hours. |
| Month 4–6 | List of 50–150+ opted-in contacts. WhatsApp becomes your fastest-converting marketing channel — particularly for last-minute availability and time-sensitive deals. |
| Ongoing | Every new client added compounds the value. A well-maintained broadcast list of 200+ warm contacts is one of the most valuable marketing assets a travel business can own. |
Lesson completion checklist
📄 Download the Course 04 Workbook
Message templates, consent tracker, broadcast content planner, and opt-out log — all in one printable document.