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Sending WhatsApp Messages with Attachments (Images, Videos, or Documents)

Welcome! This guide will show you how to send a WhatsApp Business message that includes a file attachment—like a photo, video, or PDF document—using a pre-approved message template.

What is a Template Message?

WhatsApp Business requires you to use pre-approved message templates when reaching out to customers. Think of these templates as pre-written message formats that WhatsApp has already reviewed and approved. Some of these templates allow you to attach files like images, videos, or documents (PDFs, PowerPoint presentations, etc.).

What You'll Accomplish​

By the end of this guide, you'll be able to:

  • Select a contact to message
  • Choose a template that supports file attachments
  • Upload your file (image, video, or document)
  • Customize your message text
  • Send the message successfully

Step-by-Step Instructions​

Step 1: Select Your Contact​

First, let's choose who you want to send the message to.

  1. Look at your list of contacts in the system.
  2. Click on the checkbox next to the contact(s) you want to message.
Sending to Multiple People

You can select more than one contact at a time if you want to send the same message to multiple people.

Step 2: Open the Messaging Options​

  1. Once you've selected your contact(s), look for a button labeled "Send Message" and click it.
  2. From the options that appear, choose "WhatsApp Business".
note

This ensures your message will be sent through the official WhatsApp Business platform, which is required for business communications.

Step 3: Choose a Template That Supports Attachments​

Now we need to pick the right type of message template.

  1. You'll see a list of available message templates.

  2. Important: Not all templates support file attachments. Look for a template that specifically allows you to attach the type of file you want to send (image, video, or document).

    For example, if you want to send a PDF, choose a template that shows a document upload option.

  3. Click on your chosen template to select it.

What Types of Files Can I Send?
  • Images: Photos in formats like JPG or PNG
  • Videos: Video files in formats like MP4
  • Documents: Files like PDFs, Word documents, PowerPoint presentations, or Excel spreadsheets

Step 4: Upload Your File​

Once you've selected a template that supports attachments, you'll see an option to add your file.

  1. Look for a button that says "Change Document", "Change Image", or "Upload File" (the exact wording depends on the file type).
  2. Click this button.
  3. A window will open allowing you to browse your computer's files.
  4. Find and select the file you want to attach (for example, a PDF brochure, a product photo, or a promotional video).
  5. Click "Open" or "Select".
What You'll See

After uploading, you should see a preview or the filename displayed on your screen. This confirms that your file has been successfully attached to the message.

Step 5: Customize Your Message Text (If Needed)​

Many templates include placeholders—sections where you can add personalized information.

What Are Body Variables?

Body variables are blank spaces in your template where you can insert custom text. For example, a template might say "Hi [Name], your order is ready!" The [Name] part is a variable where you'd type the customer's actual name.

  1. Look for any fields labeled as "body variables" or "placeholders" in your template.

  2. Fill in these fields with the appropriate information for your contact.

    Example: If the template says "Hi [Name]," you might type "John" in that field.

  3. Make sure all required fields are filled in before moving forward.

Step 6: Review and Schedule Your Message​

Before sending, let's make sure everything is set up correctly.

  1. Click the "Next" button.

  2. You'll see a screen where you can choose when to send the message:

    • Send Now: The message goes out immediately.
    • Schedule for Later: You can choose a specific date and time for the message to be sent.

  3. Select your preferred option.

Best Practice

If you're sending to multiple contacts or sending outside of business hours, scheduling your message can be more professional and ensures better delivery timing.

Step 7: Send Your Message​

You're all set! Now let's send it.

  1. Click the "Send" button.
  2. The system will begin processing your message.
What Happens Next

The system will send your message to WhatsApp's servers, and WhatsApp will deliver it to your contact's phone. This usually happens within a few seconds, but can take up to a few minutes depending on network conditions.

Confirming Your Message Was Sent​

After clicking send, here's how you can verify that everything worked:

  1. You'll see a confirmation screen or notification showing the number of messages sent.

    Example: "Message sent to 2 contacts" (or however many you selected).

  2. Navigate to your contact's conversation history or message log.

  3. You should see the message you just sent, including the attached file (image, video, or document).

  4. The message will show a status indicator:

    • Sent: The message has left your system and is on its way.
    • Delivered: WhatsApp has successfully delivered it to the contact's phone.
    • Read: The contact has opened and viewed your message (if they have read receipts enabled).
Viewing Your Sent Message

If you want to see exactly what your contact received, you can click on the contact's name in your system and view your conversation history with them. Your most recent message (with the attachment) should appear at the bottom of the conversation.

Troubleshooting​

What if I don't see the option to upload a file?​

caution

The template you selected might not support attachments. Go back and choose a different template that specifically mentions it allows images, videos, or documents.

What if my file won't upload?​

Here are a few things to check:

  • File size: WhatsApp has limits on file sizes. Images and videos should typically be under 16 MB, and documents under 100 MB.
  • File format: Make sure your file is in a supported format (JPG, PNG for images; MP4 for videos; PDF, DOCX, PPTX for documents).
  • Internet connection: A slow or unstable connection can interrupt the upload. Try again with a stronger connection.

What if the message says "Failed to Send"?​

This can happen for a few reasons:

  • The contact's phone number might be incorrect or inactive.
  • There might be a temporary issue with WhatsApp's service.
  • Your WhatsApp Business account might need to be reconnected or reauthorized.

If this happens, wait a few minutes and try again. If the problem persists, contact your system administrator or support team.

Summary​

Congratulations! You now know how to send WhatsApp Business messages that include file attachments. Here's a quick recap:

  1. Select your contact(s)
  2. Click "Send Message" and choose "WhatsApp Business"
  3. Select a template that supports the type of file you want to send
  4. Upload your file (image, video, or document)
  5. Fill in any personalized text fields
  6. Choose when to send (now or scheduled)
  7. Click "Send" and verify the message was delivered

This feature is incredibly useful for sharing product catalogs, promotional flyers, invoices, presentations, and more—all directly through WhatsApp where your customers are already communicating.

Want to Learn More?

If you'd like to create your own custom message templates or learn about other WhatsApp Business features, check out the other guides in our documentation or reach out to our support team. We're here to help!