Source: Chatarmin, Q2 2023_ WhatsApp newsletters are only GDPR-compliant when used via the “WhatsApp Business Platform”. Here is an overview of Chatarmin’s tech infrastructure that ensures GDPR compliance:
How to Create a WhatsApp Newsletter: The 5-Step Guide
Step 1: Prepare Your Phone Number
You need a number that isn't yet linked to WhatsApp (private or Business). This can also be a landline number.
Important: This number becomes your company's permanent business number. It appears in all customer chats.
Step 2: Set Up Facebook Business Manager
The WhatsApp Business Platform runs through Meta. Requirements:
- A Facebook Business Account
- Admin rights for this account
- A business registration document for company verification
Step 3: Choose a Business Solution Provider
The API isn't directly usable—you need a BSP (Business Solution Provider) like Chatarmin. The comparison of WhatsApp Newsletter Providers helps with selection.
Onboarding with Chatarmin takes about 30 minutes. After that, your complete WhatsApp Business Account (WABA) is ready.
- Export contacts with phone numbers from your CRM or shop system
- Filter for mobile numbers (we support you with this)
- Import the list into Chatarmin
- Segment by CLTV, purchase history, recency, frequency
Recommendation: Start with your most valuable customers. They have the highest tolerance for initial hiccups and deliver the most meaningful results.
Step 5: Send Your First Campaign
WhatsApp isn't an email replacement. It's a privilege to be present in your customers' most private digital environment.
Success Principles:
- Send rarely (max. 2-4x per month)
- Highly relevant (segmented, not spray-and-pray)
- Personalized (use available customer data)
- Short and concise (no essays, no novels)
Messaging Limits: Understanding the Tier System
Professional WhatsApp marketing means scaling. Meta protects users through a tier system that limits the number of reachable contacts per 24 hours.
The Four Levels
| Tier | Contacts per 24h | Requirement |
|---|
| Tier 1 | 1,000 | Standard start |
| Tier 2 | 10,000 | Good quality, volume |
| Tier 3 | 100,000 | Consistently high quality |
| Tier 4 | Unlimited | Enterprise level |
How upgrades work: You typically start at Tier 1 (1,000 conversations per day). With good quality—measured by your phone number's "Quality Rating"—Meta automatically upgrades you. The rating is based on user feedback: if your messages are blocked or reported as spam, it drops.
Pro Tip: Start with highly relevant messages to engaged contacts. This builds your Quality Rating and accelerates scaling.
WhatsApp Newsletter Costs: Transparent Breakdown
Since 2025, Meta strictly distinguishes four categories. Marketing is the premium category:
| Country | Service (user-initiated) | Utility | Authentication | Marketing |
|---|
| Germany | Free | €0.0456 | €0.0636 | €0.1131 |
| Austria | Free | €0.0249 | €0.0313 | €0.0490 |
| Switzerland | Free | €0.0249 | €0.0313 | €0.0490 |
| UK | Free | £0.0358 | £0.0529 | £0.0939 |
| USA | Free | $0.0250 | $0.0315 | $0.0500 |
The Categories in Detail
- Marketing: Promotions, offers, newsletters → Premium rate
- Utility: Shipping confirmations, order updates, appointment info → ~50% cheaper
- Authentication: 2FA codes, login verification → Mid-range
- Service: Responses to customer inquiries → Free (within 24h)
Cost Tip: Experienced marketers cleanly separate their messages by category. Shipping confirmations as Utility, offers as Marketing. This measurably reduces costs.
The 72h Growth Hack: Free Entry Points
When users come to you through Click-to-WhatsApp Ads (Facebook/Instagram), Meta grants a 72-hour window for free conversations.
This means: You only pay for the ad, not for the subsequent dialogue. Ideal for high-volume lead generation campaigns.
Software Investment
In addition to Meta fees, there's the investment in professional infrastructure. Prices vary by provider and feature scope. Book a demo to calculate your individual business case.
A common problem in practice: Meta rejects submitted message templates. The reasons are often more technical than expected.
1. Incorrect Categorization
You categorize a message as "Utility" even though it contains marketing elements. Rule: As soon as a discount, offer, or call-to-action to purchase is included, it's Marketing.
Variables must be sequentially numbered: {{1}}, {{2}}, {{3}}. A jump from {{1}} to {{3}} leads to rejection. Equally problematic: "Dangling Placeholders"—variables at the end of sentences without punctuation after them.
Example of rejection:
Hi {{1}}, your package is on its way {{3}}
Correct version:
Hi {{1}}, your package with tracking number {{2}} is on its way.
Terms like "Today only!", "Exclusive for you!" or excessive emojis lead to rejections—even in legitimate marketing templates.
4. Commerce Policy Violations
Certain product categories (e.g., medical products, financial services) are subject to stricter rules.
Solution: When in doubt, categorize as "Marketing" and write factually. Approval with higher costs is better than rejection.
The Green Checkmark: Verified Business Account
The green checkmark next to the company name signals trust and authenticity. It's available through the API but tied to requirements:
Requirements for the Official Business Account (OBA):
- Use of the WhatsApp Business API
- Activated 2-factor authentication
- Regional/national brand recognition (PR articles and media mentions help)
- Compliance with WhatsApp Commerce Policy
Application is made through Meta Business Manager. Review typically takes a few weeks. Chatarmin supports you through the process.
2026 Features: What You Need to Know
1. WhatsApp Flows
Static messages are so 2024. With WhatsApp Flows, users can directly in the chat:
- Select and purchase products
- Book appointments
- Fill out forms
- Answer surveys
Without leaving the app. This reduces friction and significantly increases conversion rates.
2. AI Agents Instead of Chatbots
The term "chatbot" describes 2018 technology. Modern AI agents:
- Respond contextually to replies
- Conduct real conversations
- Automatically qualify leads
- Independently resolve support inquiries
With WhatsApp Automation from Chatarmin, setup takes just minutes.
3. CRM Integration for True Personalization
Through integration with Shopify, Klaviyo, or your CRM, you can segment by:
- Purchase history and cart value
- Customer lifetime value
- Last interaction
- Product preferences
Personalized messages achieve up to 6x higher transaction rates than generic campaigns according to industry data.
4. Future Outlook: RCS in the Messenger Mix
Rich Communication Services (RCS) is developing into a relevant fallback channel in 2026. While WhatsApp dominates in Europe, RCS offers a standardized alternative for users without WhatsApp.
A future-proof messaging strategy considers both channels. Chatarmin is working on corresponding integrations.
Use Cases: Not Just E-Commerce
WhatsApp newsletters are often associated with e-commerce. However, the use cases are broader:
E-Commerce & D2C
- Black Friday campaigns
- Restock notifications
- Abandoned cart recovery
- VIP drops and early access
B2B & Wholesale
- Trade show invitations and event reminders
- Product news for retailers
- Delivery updates and availability
- Personal consultation appointments
Recruiting & HR
- Application status updates
- Interview scheduling
- Onboarding communication
Retail & Stores
- Local offers
- Click & Collect notifications
- Stock availability
Case Studies: Measurable Results
No theory—here are documented results from Chatarmin customers:
| Company | Campaign | Revenue | ROI |
|---|
| Smilodox | Black Friday | €481,508 | - |
| bedrop | 4 Days 4 Goodies | €163,983 | 195x |
| waterdrop® | Sales campaigns | - | 19.3x |
| Duschbrocken | Single campaign | €63,000 | - |
| VETAIN | Restock campaign | - | 75.3x |
| Naughty Nuts | Early Bird | - | 121.5x |
You'll find all case studies with detailed analyses on our Customers page.
Success Patterns from Practice
What these campaigns have in common:
- Low frequency: Quality over quantity
- High relevance: Segmented by customer behavior
- Clear opt-out option: Respect for the recipient
- Continuous A/B testing: Every campaign delivers learnings
WhatsApp Newsletter Providers Compared
Brief overview of relevant providers:
| Provider | Markup/Message | API | Marketing Features | Support Features |
|---|
| Chatarmin | ❌ | ✅ | ✅ | ✅ |
| Sinch Engage | ✅ | ✅ | ✅ | ✅ |
| Charles | ✅ | ✅ | ✅ | ✅ |
| Trengo | ✅ | ✅ | ❌ | ✅ |
| Wati | ✅ | ✅ | ✅ | ✅ |
You'll find the complete comparison in the WhatsApp Marketing Software Comparison.
Lead Generation: How to Build Your WhatsApp List
Organic Channels
- QR codes: In-store, on packaging, on print materials
- Website popups: Mobile-optimized, with clear value proposition
- Chat start links: In email signatures, social bios, newsletters
Paid Channels
- Click-to-WhatsApp Ads: Low CPLs plus 72h free conversation
- Influencer campaigns: Run giveaways directly via WhatsApp
The Data Quality Advantage
Those who convert via WhatsApp automatically provide a verified mobile number. No "[email protected]" addresses, no fake data. For high-value leads, this is a decisive advantage.
The Optimal Retention Mix
WhatsApp doesn't replace email—it complements the channel. The recommended mix:
- Email: Basic communication, regular newsletters, transactional
- WhatsApp: High-impact moments, exclusive drops, time-sensitive offers
- Direct Mail: VIP customers, special occasions
This order also reflects the cost structure.
With an integration like the Klaviyo-WhatsApp connection, you synchronize both channels. No duplicate messaging, no missed touchpoints.
FAQ: The Most Common Questions About WhatsApp Newsletters
Is a WhatsApp newsletter free in 2026?
No, professional WhatsApp newsletters via the API cost fees per conversation (approx. 11 cents in Germany). The free WhatsApp Business App is limited to 256 contacts and prohibited for mass sending.
How much does a WhatsApp marketing message cost?
A marketing message (business-initiated) currently costs approx. €0.1131 in Germany. Utility messages (e.g., shipping info) are cheaper at approx. €0.0456.
Is WhatsApp marketing GDPR compliant?
Yes, but only when using the WhatsApp Business API (Platform) through a server location in the EU. Additionally, explicit double opt-in from recipients is mandatory.
What is the WhatsApp tier system (messaging limits)?
The tier system limits the number of users a company can message daily. It starts at 1,000 users (Tier 1) and can scale up to "Unlimited" (Tier 4) with high quality.
How do I get the green checkmark on WhatsApp?
The green checkmark (Official Business Account) requires verification by Meta. Prerequisites are API usage, 2-factor authentication, and regional brand recognition.
What are WhatsApp Flows?
WhatsApp Flows are interactive forms directly in the chat. Users can book appointments, qualify leads, or purchase products without leaving the app.
Why are my WhatsApp templates being rejected?
Common reasons are overly promotional language in Utility templates, variable formatting errors (e.g., non-sequential numbering), or Commerce Policy violations.
What's the difference between Marketing and Utility messages?
Marketing messages contain promotional content and are more expensive. Utility messages inform about transactions (e.g., invoice, shipping) and are approx. 50% cheaper.
Yes, through a Business Solution Provider like Chatarmin, CSV or Excel lists can be imported. However, GDPR-compliant consent (opt-in) must exist for all contacts.
Is WhatsApp worth it for B2B?
Yes, especially in B2B, newsletters reach decision-makers faster. With high open rates (98%), the channel is ideal for trade show invitations, appointment bookings, or customer retention.
Conclusion: Now Is the Right Time
WhatsApp marketing is no longer an experiment in 2026. It's an established channel with documented ROI and clear best practices.
The Facts:
- Gartner confirms open rates of up to 98% for messenger campaigns
- Over 2 billion users worldwide use WhatsApp
- GDPR compliance is fully achievable with the right infrastructure
- The tier system enables controlled scaling with increasing quality
- New features like Flows, AI agents, and eventually RCS expand possibilities
The Strategic Advantage: Many companies haven't yet professionally tapped into WhatsApp. Those who start now build a competitive edge.
Your Next Step:
Book a demo and let's calculate your business case together. In 25 minutes, you'll know if and how WhatsApp works for your company.
