Setting up a WhatsApp newsletter: Step-by-step to your first broadcast campaign

Anyone who sends out a newsletter today no longer does so only by e-mail. More and more companies are relying on WhatsApp as a direct channel and basic marketing tool - and for good reason. Messages sent via Messenger are not only opened much more frequently, they are also read more quickly. The result: greater attention, faster reactions, better customer loyalty.

But how does a WhatsApp newsletter actually work? What tools do you need - or can you do it for free? And what should you pay attention to when starting out?

In this article, we will show you how to set up your own WhatsApp newsletter in just a few stepswhat there is to consider legally - and how you can even increase the success of your campaign. measurable with tracking tools like Trackboxx.

What is a WhatsApp newsletter - and for whom is it worthwhile?

A WhatsApp newsletter is a regular message (or series of messages) that you send to a list of subscribers. In contrast to the classic email newsletter, the content ends up directly in the user's messenger - without spam filters, without distractions.

The format is suitable for:

• small companies that inform customers locally (e.g. weekly offers, events),
• Content creators who share new content,
• Online shops that advertise promotions or product highlights,
• Associations, communities and educational institutions with updates.

✅ Checklist: Requirements for the start

Before you send your first message, you need:

• ✅ WhatsApp Business App (free of charge, Android/iOS)
• ✅ a dedicated company mobile phone or a number just for this channel
• A GDPR-compliant opt-in solution (more on this in a moment)
• ✅ First interested parties (customers, fans, members)
• ✅ an idea of how often you want to send - and what

Is it free of charge? Or do you need software?

The good news: you can get started straight away - without additional softwareif you use the free WhatsApp Business App utilises.

This allows you to create so-called Broadcast lists to create. This allows you to send the same message to several recipients at the same time - but everyone receives them individuallywithout seeing who else is on the list.

Limitation:

• Max. 256 recipients per broadcast list
• Messages become delivered onlyif the recipient has saved your number
• No automatic A/B testing, no analysis function

Tools for more convenience (subject to a charge):
If you want to scale or automate, providers like:

• 360dialogue (official WhatsApp Business Provider)
• ChatWerk (for SMEs)
• Brevo (formerly Sendinblue) with WhatsApp integration
• ManyChat, Landbot, Twilio for automation and funnels

These tools allow, among other things:

• Segmented recipient lists
• Opt-in forms with double opt-in
• Performance measurement
• Integration in CRM and shop systems

Procedure: How to start your first broadcast campaign

Here is the practical procedure in 7 steps:

1. set up a business account

• Install WhatsApp Business App
• Create company profile with logo, description, opening hours etc.

2. collect GDPR-compliant opt-ins

• Via website, social media, QR code or offline
• Important: Say it clearly, What the number is used for
• Recommendation: "Send 'Start' to +49 XXX to receive our offers via WhatsApp."

3. record & save contacts

• Only those who has also saved your numbergets the message!
• Mark as broadcast recipient in WhatsApp

4. plan content

• What content do you want to send?
• How often? (Recommendation: max. 1x/week to start)
• What is the benefit for the recipient?

5. write first message

• Short, clear, charming
• Gladly with emoji or link
• Example: You would like to know how often the link to your contact form is clicked on your website.
  "? New this week: Vegan truffle pizza! Only until Sunday. Pre-order now ? [Link]"

6. start broadcast

• Select list
• Send message

7. observe reactions

• Who answers?
• Which content is well received?
• Use feedback to become better

And what about tracking?

One of the most frequently asked questions: How can I measure whether the newsletter is worthwhile?

Here are two ways:

➤ A) Link tracking with UTM parameters

For example, if you share a link to your shop or blog, you should tag it with UTM parameters (e.g. ?utm_source=whatsapp&utm_campaign=sommerangebot).
You can use tools such as TrackboxxGoogle Analytics or Matomo:

• Where the traffic came from
• How many users clicked
• What they did afterwards (purchase, registration, etc.)

➤ B) Conversion directly in the chat

Many actions happen without website - about:

• Product enquiries
• Pre-orders
• Appointments

This is classic Zero-click commerceThe user stays in the chat - and still converts. These conversions you should manually or via CRM - for example via tags, counting or integration (when using APIs).

WhatsApp newsletter vs. email newsletter - competition or complement?

People often ask: Should I use WhatsApp or e-mail - or both? The short answer: they fulfil similar tasks, but function completely differently - technically, psychologically and strategically.

Here are the most important differences:

Figures & Sources:

• e-mail: According to HubSpot 2024, the average open rate is 20.94 %Depending on the sector, it varies between 15-35 %.
• WhatsAppMessengerPeople, 360dialogue and ChatWerk report from thousands of campaigns by Opening rates between 80 and 95 % - sometimes even higher for small lists and local references.
  

Which makes more sense - or both?

WhatsApp is no substitute for emailbut a Complementary strategyWhatsApp scores with direct communicationhigh level of commitment and personal messages.

E-mail is still suitable for Extensive contents, documents, visual design, B2B communication and broad list maintenance.

Best Practice: Many companies use email for traditional newsletters and supplement it with WhatsApp: e.g. as a reminder ("Have you seen our new promotion yet?") or for advance information for VIPs, fast bookers and local customers.

Conclusion: Start quickly - and scale in a targeted manner

A WhatsApp newsletter is no technical witchcraft in 2025. If you want to start small, you can do so directly with the WhatsApp Business app - free of charge and without any prior knowledge. The most important thing is, Send relevant content, don't exaggerate - and focus on real relationships.

If you want to get more out of the channel, API, automation, chatbots and tracking tools such as Trackboxx All possibilitiesto turn a simple newsletter into a high-performance marketing channel.

Because in a world full of algorithms, zero-click searches and AI summaries, WhatsApp remains one of the few places where your message reaches the customer directly - and can have an impact.