What to put in a fees reminder message to parents
A parent should be able to read the message once and pay. That needs six things, in this order, and nothing more.
| Put in | Why | Write it like this |
|---|---|---|
| The parent’s name | A named message is read; “Dear Parent” is skipped. | Lakshmi madam, Mr Rahman |
| The student’s name and batch | Parents with two children at your centre need to know which fee it is. | Arjun, NEET evening batch |
| The amount still owed | Only what is left, never the full year’s fee after a part is paid. | ₹12,000 (not “Rs.12000/-”) |
| The due date | With the month in words, so nobody reads 02/11 as 11 February. | Monday, 2 November |
| How to pay | The step people get stuck on. Give the UPI ID, the link or the office hours. | UPI to yourname@upi, or the office, 10 am–6 pm |
| An “already paid?” line | Saves an angry call from the parent who paid yesterday. | If you have already paid, please ignore this. |
Leave out: other students’ names, marks or results, threats, a list of who has not paid, red warning emojis and capital letters. Name your institute in the first reminder of each round, as the before-the-due-date message does; a parent may have children at two different classes. Never ask for an OTP, a card number or a UPI PIN: a parent paying you does not need to share any of them, and saying so once at admission helps parents spot a fake fee message. If you charge GST on fees, say whether the amount includes it, and check with your CA how it should be shown.
When to send each one
One message per step, sent in the morning on a working day, and the steps stop the day the parent pays. The later steps are only for those who still have not.
| When | Message | Tone |
|---|---|---|
| 3 to 7 days before | Before the due date | A friendly heads-up |
| On the day, morning | On the due date | Clear, with how to pay |
| 3 days after | Gentle | Assume they forgot |
| 7 days after | Firm | A date to pay by, and an offer to split it |
| 15 days after | Final | Ask for a call; your written policy, if any |
| When money comes in | Part payment or receipt | Thanks, and the balance |
| A month before a change | Fee hike notice | The reason and the date it starts |
| Before a holiday or exams | Holiday and exam time | Early, so it is off their list |
Avoid nights, Sundays and festival days. Before every send, check the day’s payments, so nobody who paid at the desk this morning gets an “overdue” message at noon.
Before the due date
Send 3 to 7 days ahead, so the family has time to plan for it.
English
Dear [Parent name], A gentle reminder from [Institute name]: [Student name]’s [Batch] fee of ₹[Amount] is due on [Due date]. You can pay by [How to pay]. If you have already paid, please ignore this message. Thank you!
Tamil · தமிழ்
வணக்கம் [Parent name], [Institute name] சார்பில் ஒரு நினைவூட்டல்: உங்கள் பிள்ளை [Student name]-இன் [Batch] கட்டணம் ₹[Amount]. செலுத்த வேண்டிய நாள்: [Due date]. [How to pay] மூலம் செலுத்தலாம். ஏற்கனவே செலுத்தியிருந்தால், இந்தச் செய்தியைப் பொருட்படுத்த வேண்டாம். நன்றி!
Tanglish
Vanakkam [Parent name], [Institute name] la irundhu oru reminder: [Student name] oda [Batch] fees ₹[Amount], [Due date] kulla kattanum. [How to pay] la pay pannalaam. Already kattiyirundha, indha message-a ignore pannunga. Nandri!
Hindi · हिंदी
नमस्ते [Parent name] जी, [Institute name] की ओर से एक रिमाइंडर: [Student name] की [Batch] फीस ₹[Amount] है, जिसे [Due date] तक जमा करना है। आप [How to pay] से भुगतान कर सकते हैं। अगर आप पहले ही भुगतान कर चुके हैं, तो कृपया इस संदेश को अनदेखा करें। धन्यवाद!
On the due date
Send in the morning, so there is a whole day to pay.
English
Dear [Parent name], Today, [Due date], is the last date for [Student name]’s [Batch] fee of ₹[Amount]. Please pay today by [How to pay]. Already paid? Please send us the receipt here and we will update our records. Thank you.
Tamil · தமிழ்
வணக்கம் [Parent name], உங்கள் பிள்ளை [Student name]-இன் [Batch] கட்டணம் ₹[Amount] செலுத்த இன்றுதான் ([Due date]) கடைசி நாள். இன்றே [How to pay] மூலம் செலுத்திவிடுங்கள். ஏற்கனவே செலுத்தியிருந்தால், ரசீதை இங்கே அனுப்புங்கள்; எங்கள் பதிவில் சரிசெய்து கொள்கிறோம். நன்றி.
Tanglish
Vanakkam [Parent name], [Student name] oda [Batch] fees ₹[Amount] kattradhukku innaikku ([Due date]) dhaan last date. Innaikke [How to pay] la kattidunga. Already kattiyirundha, receipt-a inga anuppunga, naanga update pannikirom. Nandri.
Hindi · हिंदी
नमस्ते [Parent name] जी, [Student name] की [Batch] फीस ₹[Amount] जमा करने की आज ([Due date]) अंतिम तिथि है। कृपया आज ही [How to pay] से भुगतान कर दें। अगर भुगतान हो चुका है, तो रसीद यहाँ भेज दें, हम अपना रिकॉर्ड ठीक कर लेंगे। धन्यवाद।
After the due date: gentle
Three days late, assume the parent forgot, and offer help in the same message.
English
Dear [Parent name], [Student name]’s [Batch] fee of ₹[Amount], due on [Due date], is still pending. It may have slipped your mind. You can pay by [How to pay]. If something is making it hard to pay right now, just reply here and we will work it out together.
Tamil · தமிழ்
வணக்கம் [Parent name], [Due date] அன்று செலுத்த வேண்டிய [Student name]-இன் [Batch] கட்டணம் ₹[Amount] இன்னும் நிலுவையில் உள்ளது. ஒருவேளை மறந்திருக்கலாம். [How to pay] மூலம் செலுத்தலாம். இப்போது செலுத்துவதில் சிரமம் இருந்தால், இங்கே பதில் அனுப்புங்கள்; சேர்ந்து ஒரு வழி பார்க்கலாம்.
Tanglish
Vanakkam [Parent name], [Due date] kulla katta vendiya [Student name] oda [Batch] fees ₹[Amount] innum pending-la irukku. Marandhirukkalaam. [How to pay] la kattalaam. Ippo katta edhavadhu kashtam irundha, inga reply pannunga, serndhu oru vazhi paarkalaam.
Hindi · हिंदी
नमस्ते [Parent name] जी, [Student name] की [Batch] फीस ₹[Amount], जो [Due date] को जमा होनी थी, अभी बाकी है। शायद ध्यान से छूट गया हो। आप [How to pay] से भुगतान कर सकते हैं। अगर अभी भुगतान में कोई दिक्कत है, तो यहीं जवाब दें, हम मिलकर कोई रास्ता निकाल लेंगे।
After the due date: firm
A week late, give a clear date to pay by and a way out: paying in parts. Firm is about being specific, not sharp.
English
Dear [Parent name], [Student name]’s [Batch] fee of ₹[Amount] was due on [Due date] and is now [X] days late. Please pay by [New date] through [How to pay]. If you would like to pay it in parts, reply today and we will fix a plan with you.
Tamil · தமிழ்
வணக்கம் [Parent name], [Student name]-இன் [Batch] கட்டணம் ₹[Amount], [Due date] அன்று செலுத்த வேண்டியது. இப்போது [X] நாட்கள் தாமதமாகிவிட்டது. தயவுசெய்து [New date]-க்குள் [How to pay] மூலம் செலுத்துங்கள். பகுதி பகுதியாகச் செலுத்த விரும்பினால், இன்றே பதில் அனுப்புங்கள்; உங்களுடன் பேசி ஒரு திட்டம் அமைக்கிறோம்.
Tanglish
Vanakkam [Parent name], [Student name] oda [Batch] fees ₹[Amount], [Due date] annaike katta vendiyadhu. Ippo [X] naal late aayiduchu. [New date] kulla [How to pay] la please kattidunga. Konjam konjama katta virumbuna, innaikke reply pannunga, ungakitta pesi oru plan pottudalaam.
Hindi · हिंदी
नमस्ते [Parent name] जी, [Student name] की [Batch] फीस ₹[Amount] [Due date] को जमा होनी थी, और अब [X] दिन से बकाया है। कृपया [New date] तक [How to pay] से भुगतान करें। अगर आप थोड़ा-थोड़ा करके भुगतान करना चाहें, तो आज ही जवाब दें, हम आपके साथ मिलकर योजना बना लेंगे।
Charge a late fee? Add one line, only if it is in the fee terms the parent signed at admission: “As per our fee terms, a late fee of ₹[Late fee] applies from [Date].” The late-fee, policy and fee-hike lines on this page are samples to adapt with your lawyer.
Final reminder
Two weeks late, ask for a call. A call tells you what no message can: whether the family needs time, or has left.
English
Dear [Parent name], This is our final reminder about [Student name]’s [Batch] fee of ₹[Amount], pending since [Due date]. Please pay by [Last date] through [How to pay], or call us on [Phone] so we can agree on a plan. [Your policy line, if any.] We want [Student name] to keep learning with us, and would like to sort this out with you.
Tamil · தமிழ்
வணக்கம் [Parent name], [Due date] முதல் நிலுவையில் உள்ள [Student name]-இன் [Batch] கட்டணம் ₹[Amount] குறித்த எங்கள் இறுதி நினைவூட்டல் இது. தயவுசெய்து [Last date]-க்குள் [How to pay] மூலம் செலுத்துங்கள், அல்லது [Phone] எண்ணில் அழைத்துப் பேசுங்கள்; சேர்ந்து தீர்வு காணலாம். [Your policy line, if any.] [Student name] எங்களிடம் தொடர்ந்து படிக்க வேண்டும் என்பதே எங்கள் விருப்பம்.
Tanglish
Vanakkam [Parent name], [Due date] la irundhu pending-la irukura [Student name] oda [Batch] fees ₹[Amount] pathi idhu engaloda final reminder. [Last date] kulla [How to pay] la kattidunga, illa [Phone] ku call pannunga, pesi oru vazhi paarkalaam. [Your policy line, if any.] [Student name] engakitta thodarndhu padikkanum-nu dhaan naanga aasaipadrom.
Hindi · हिंदी
नमस्ते [Parent name] जी, [Student name] की [Batch] फीस ₹[Amount], जो [Due date] से बकाया है, उसके बारे में यह हमारा अंतिम रिमाइंडर है। कृपया [Last date] तक [How to pay] से भुगतान करें, या [Phone] पर कॉल करें ताकि हम मिलकर हल निकाल सकें। [Your policy line, if any.] हम चाहते हैं कि [Student name] हमारे साथ पढ़ाई जारी रखे।
The policy line is for a rule you have in writing and actually follow, for example “Study material for the next unit is given once the fee is cleared.” Do not threaten legal action, and do not tie the fee to a child’s marks, hall ticket or results in a message; if it comes to that, talk to the parent in person.
Instalment reminder
For fees paid in parts. Showing what is already paid reassures the parent that their earlier payments were counted.
English
Dear [Parent name], Instalment [2] of [4] for [Student name]’s [Course] is due on [Due date]. Amount: ₹[Amount] Paid so far: ₹[Paid] of ₹[Total fee] You can pay by [How to pay]. Thank you for keeping to the schedule!
Tamil · தமிழ்
வணக்கம் [Parent name], [Student name]-இன் [Course] கட்டணத்தின் [4] தவணைகளில் [2]-ஆவது தவணையை [Due date] அன்று செலுத்த வேண்டும். தொகை: ₹[Amount] இதுவரை செலுத்தியது: ₹[Total fee]-இல் ₹[Paid] [How to pay] மூலம் செலுத்தலாம். தவணைகளைச் சரியான நேரத்தில் செலுத்துவதற்கு நன்றி!
Tanglish
Vanakkam [Parent name], [Student name] oda [Course] fees-la [4] installment-la [2]-vadhu installment [Due date] annaike kattanum. Amount: ₹[Amount] Ippo varaikkum kattinadhu: ₹[Total fee]-la ₹[Paid] [How to pay] la kattalaam. Correct time-ku kattradhukku nandri!
Hindi · हिंदी
नमस्ते [Parent name] जी, [Student name] की [Course] फीस की किस्त [2] (कुल [4] में से) [Due date] तक जमा करनी है। राशि: ₹[Amount] अब तक जमा: ₹[Total fee] में से ₹[Paid] आप [How to pay] से भुगतान कर सकते हैं। किस्तें समय पर देने के लिए धन्यवाद!
Part payment received
When a parent pays only some of it. Thank them first, then the balance and its date, so the next reminder is no surprise.
English
Dear [Parent name], Thank you! We have received ₹[Paid now] towards [Student name]’s [Batch] fee on [Date]. Balance: ₹[Balance], to be paid by [Due date]. We will remind you a few days before. Please keep this message as your note of the payment.
Tamil · தமிழ்
வணக்கம் [Parent name], நன்றி! [Student name]-இன் [Batch] கட்டணத்துக்கு ₹[Paid now] [Date] அன்று பெற்றுக்கொண்டோம். மீதித் தொகை: ₹[Balance]. இதை [Due date]-க்குள் செலுத்த வேண்டும். அதற்குச் சில நாட்கள் முன் மீண்டும் நினைவூட்டுகிறோம். இந்தச் செய்தியைப் பணம் செலுத்தியதற்கான குறிப்பாக வைத்துக்கொள்ளுங்கள்.
Tanglish
Vanakkam [Parent name], Nandri! [Student name] oda [Batch] fees-ku ₹[Paid now] [Date] annaike vandhuduchu. Meedhi: ₹[Balance], [Due date] kulla kattanum. Konjam naal munnadi thirumba remind panrom. Indha message-a payment note-a vechukonga.
Hindi · हिंदी
नमस्ते [Parent name] जी, धन्यवाद! [Student name] की [Batch] फीस के लिए ₹[Paid now] हमें [Date] को मिल गए हैं। बाकी राशि: ₹[Balance], जिसे [Due date] तक जमा करना है। हम उससे कुछ दिन पहले फिर याद दिला देंगे। कृपया इस संदेश को भुगतान के नोट के रूप में रखें।
Thank-you and receipt lines
Short lines for the moment the money comes in: one with the receipt details, one for a fee paid in full. A WhatsApp line is a courtesy, not your accounts. Keep issuing the receipt or invoice your CA asks for.
English
Received with thanks: ₹[Amount] towards [Student name]’s [Batch] fee on [Date], by [Cash / UPI / card / cheque]. Receipt no. [Number]. Balance: ₹[Balance]. Thank you, [Parent name]! [Student name]’s [Batch] fee is now paid in full. Nothing more is due.
Tamil · தமிழ்
நன்றியுடன் பெற்றுக்கொண்டோம்: [Student name]-இன் [Batch] கட்டணம் ₹[Amount], [Date] அன்று, [Cash / UPI / card / cheque] மூலம். ரசீது எண்: [Number]. மீதி: ₹[Balance]. நன்றி, [Parent name]! [Student name]-இன் [Batch] கட்டணம் முழுவதும் செலுத்தப்பட்டது. இனி மீதி எதுவும் இல்லை.
Tanglish
Nandri! [Student name] oda [Batch] fees ₹[Amount] [Date] annaike [Cash / UPI / card / cheque] la vandhuduchu. Receipt no. [Number]. Meedhi: ₹[Balance]. Nandri [Parent name]! [Student name] oda [Batch] fees full-a kattiyaachu. Ini edhuvum meedhi illa.
Hindi · हिंदी
धन्यवाद सहित प्राप्त: [Student name] की [Batch] फीस ₹[Amount], [Date] को, [Cash / UPI / card / cheque] से। रसीद नं.: [Number]। बाकी: ₹[Balance]। धन्यवाद, [Parent name] जी! [Student name] की [Batch] फीस पूरी जमा हो गई है। अब कुछ भी बाकी नहीं है।
Fee hike notice
Send it at least a month before the new fee starts, with one honest reason. Say plainly what happens to fees already agreed. A change told early is easier to accept than one found on a bill.
English
Dear [Parent name], A notice from [Institute name]: from [Effective date], the fee for [Course] will be ₹[New fee] (now ₹[Old fee]). The reason: [one line — e.g. new printed material and an extra weekly test]. The instalments already set for [Student name] stay the same until [Date]. For any question, reply here or meet us at the office.
Tamil · தமிழ்
வணக்கம் [Parent name], [Institute name] அறிவிப்பு: [Effective date] முதல் [Course] கட்டணம் ₹[New fee] ஆக மாறுகிறது (இப்போது ₹[Old fee]). காரணம்: [ஒரு வரியில் — எ.கா. புதிய பாடப் புத்தகங்கள், வாரம் ஒரு கூடுதல் தேர்வு]. [Student name]-க்கு ஏற்கனவே முடிவான தவணைகள் [Date] வரை மாறாது. சந்தேகம் இருந்தால், இங்கே பதில் அனுப்புங்கள் அல்லது அலுவலகத்தில் நேரில் சந்தியுங்கள்.
Tanglish
Vanakkam [Parent name], [Institute name] oda oru update: [Effective date] la irundhu [Course] fees ₹[New fee] aagudhu (ippo ₹[Old fee]). Reason: [oru line-la — e.g. pudhu study material, vaaram oru extra test]. [Student name] ku already fix aana installments [Date] varaikkum maaradhu. Edhavadhu doubt irundha, inga reply pannunga illa office-la vandhu paarunga.
Hindi · हिंदी
नमस्ते [Parent name] जी, [Institute name] की ओर से सूचना: [Effective date] से [Course] की फीस ₹[New fee] होगी (अभी ₹[Old fee])। कारण: [एक लाइन में — जैसे नई किताबें और हर हफ्ते एक अतिरिक्त टेस्ट]। [Student name] की पहले से तय किस्तें [Date] तक नहीं बदलेंगी। कोई सवाल हो तो यहीं जवाब दें या ऑफिस आकर मिलें।
Coaching centres now have rules of their own. The Ministry of Education sent its guidelines for coaching centres to the states in January 2024; they deal with fees and ask a centre to show its fees and its refund policy on its website. A number of states have since made their own rules, Tamil Nadu among them in 2026. Before you change the fee for students already admitted, read your state’s rules and your admission terms with your lawyer. Until then, keep the old fee for the current course.
Holiday and exam time
Send it before a long holiday or the board exams, when the office is shut or the family is busy, and give a way to pay that works while you are closed.
English
Dear [Parent name], With [the Pongal holidays / the board exams] coming up, here is an early reminder so it is off your list: [Student name]’s [Batch] fee of ₹[Amount] is due on [Due date]. Our office is closed from [Date] to [Date]; you can still pay by [UPI ID or payment link] on those days. [All the best to [Student name] for the exams!]
Tamil · தமிழ்
வணக்கம் [Parent name], [பொங்கல் விடுமுறை / பொதுத் தேர்வுகள்] வருவதால், முன்கூட்டியே ஒரு நினைவூட்டல்: [Student name]-இன் [Batch] கட்டணம் ₹[Amount], [Due date] அன்று செலுத்த வேண்டும். [Date] முதல் [Date] வரை அலுவலகம் விடுமுறை; அந்த நாட்களிலும் [UPI ID or payment link] மூலம் செலுத்தலாம். [தேர்வுகளுக்கு [Student name]-க்கு எங்கள் வாழ்த்துகள்!]
Tanglish
Vanakkam [Parent name], [Pongal leave / board exams] varradhaala, munnadiye oru reminder: [Student name] oda [Batch] fees ₹[Amount], [Due date] kulla kattanum. [Date] la irundhu [Date] varaikkum office leave; andha naalayum [UPI ID or payment link] la kattalaam. [Exams-ku [Student name] ku all the best!]
Hindi · हिंदी
नमस्ते [Parent name] जी, [दिवाली की छुट्टियाँ / बोर्ड परीक्षाएँ] आने वाली हैं, इसलिए पहले से एक रिमाइंडर: [Student name] की [Batch] फीस ₹[Amount] [Due date] तक जमा करनी है। [Date] से [Date] तक ऑफिस बंद रहेगा; उन दिनों भी आप [UPI ID or payment link] से भुगतान कर सकते हैं। [परीक्षाओं के लिए [Student name] को हमारी शुभकामनाएँ!]
Sending this as a WhatsApp Business API template? Leave out the wishes line and any festival greeting: Meta lists festival greetings among its marketing examples, and a reminder mixed with marketing counts as marketing, which changes how it is charged (more on this below).
To an adult student
For spoken English, TNPSC, UPSC, bank-exam and college students who pay their own fees. Write to them as you would to a parent: by name, plainly, without talking down.
Before the due date
English
Hi [Student name], a reminder from [Institute name]: your [Batch] fee of ₹[Amount] is due on [Due date]. You can pay by [How to pay]. Already paid? Please ignore this. Thank you!
Tamil · தமிழ்
வணக்கம் [Student name], [Institute name] சார்பில் நினைவூட்டல்: உங்கள் [Batch] கட்டணம் ₹[Amount], [Due date] அன்று செலுத்த வேண்டும். [How to pay] மூலம் செலுத்தலாம். ஏற்கனவே செலுத்தியிருந்தால், இதைப் பொருட்படுத்த வேண்டாம். நன்றி!
Tanglish
Hi [Student name], [Institute name] la irundhu oru reminder: unga [Batch] fees ₹[Amount], [Due date] kulla kattanum. [How to pay] la kattalaam. Already kattiyaachuna, ignore pannunga. Thanks!
Hindi · हिंदी
नमस्ते [Student name], [Institute name] की ओर से रिमाइंडर: आपकी [Batch] फीस ₹[Amount] [Due date] तक जमा करनी है। आप [How to pay] से भुगतान कर सकते हैं। अगर भुगतान हो चुका है, तो इसे अनदेखा करें। धन्यवाद!
After the due date
English
Hi [Student name], your [Batch] fee of ₹[Amount] was due on [Due date] and is still pending. Please pay by [New date] through [How to pay]. If you need a few more days or want to pay in parts, reply here and we will sort it out.
Tamil · தமிழ்
வணக்கம் [Student name], [Due date] அன்று செலுத்த வேண்டிய உங்கள் [Batch] கட்டணம் ₹[Amount] இன்னும் நிலுவையில் உள்ளது. தயவுசெய்து [New date]-க்குள் [How to pay] மூலம் செலுத்துங்கள். இன்னும் சில நாட்கள் தேவைப்பட்டாலோ, பகுதி பகுதியாகச் செலுத்த விரும்பினாலோ, இங்கே பதில் அனுப்புங்கள்.
Tanglish
Hi [Student name], [Due date] kulla katta vendiya unga [Batch] fees ₹[Amount] innum pending. [New date] kulla [How to pay] la kattidunga. Innum konjam naal venumna, illa konjam konjama kattanumna, inga reply pannunga.
Hindi · हिंदी
नमस्ते [Student name], आपकी [Batch] फीस ₹[Amount], जो [Due date] को जमा होनी थी, अभी बाकी है। कृपया [New date] तक [How to pay] से भुगतान करें। अगर कुछ और दिन चाहिए या थोड़ा-थोड़ा करके देना चाहें, तो यहीं जवाब दें।
For any other message above, swap the parent’s name for the student’s and “[Student name]’s fee” for “your fee” (Tamil உங்கள் கட்டணம், Tanglish unga fees, Hindi आपकी फीस).
Polite, but clear: tone tips
- Lead with the child, not the debt. “Arjun’s NEET fee” reads as care; “Your dues” reads as a bill.
- Say “pending” before you say “late”. The first two messages should never use “overdue” or “defaulter”.
- One message per step. Three messages in a day feel like pressure, and parents mute the chat.
- Always give a way out. Paying in parts, a call, a few more days. Assume a tight week before you assume a refusal.
- Never in a group. Do not post pending fees in a batch or parents’ group, and never name a student who has not paid.
- Never through the child. Do not remind a minor in class or ask them to “tell your parents”. Message the parent.
- Thank them every time they pay. A thank-you line makes the next reminder easier to send and to receive.
- Write in the parent’s language. Use the language they write to you in: Tamil, Tanglish, Hindi or English.
Fee reminders on the WhatsApp Business API
From the WhatsApp Business app, each reminder is typed or pasted by hand, because every parent’s name and amount are different. To send them automatically, an institute uses Meta’s WhatsApp Business Platform (the API), and its rules shape the message.
Templates, and the 24-hour window
When a parent messages you, a 24-hour customer service window opens, and each new message from them restarts it. Inside it you can reply in any words. Outside it, which is when most reminders go, you may only send a message template that Meta has approved.
Utility or marketing
Every template has a category. Utility is for messages with no promotion in them that are specific to the person, such as an update on their own account; Meta’s own utility examples include a reminder that a monthly payment will be billed. A plain fee reminder to a student you have admitted fits that description. Marketing covers everything promotional, and Meta lists festival greetings and birthday wishes among its marketing examples.
- Keep offers out. A fee reminder with “Refer a friend and get 10% off” is mixed content, and Meta treats mixed content as marketing.
- Meta re-checks. It reviews approved templates on its own and can move a utility template to marketing, usually with a day’s notice. You can ask for a review within 60 days, starting in WhatsApp Manager.
- Messages are charged. Meta charges per template message delivered, at a rate set by its category and the parent’s country; see Meta’s WhatsApp pricing for today’s rates.
Variables, the blanks Meta fills
In a template, the parts that change are numbered: {{1}}, {{2}} and so on, in order from 1, with no gaps. Meta also accepts named ones in lowercase with underscores, such as {{student_name}}. Meta rejects a template that:
- starts or ends with a variable (“{{1}}, your fee is due” is refused);
- has gaps in the numbering, or symbols such as #, $ or % inside the braces;
- has too many variables for how short it is: keep real words around them;
- threatens the reader, for example with legal action.
Every variable needs a sample value when you submit, so Meta can see what the message will look like.
Consent and approval
- Opt-in first. Meta asks that people agree to get your messages, and the agreement must name your institute. The easiest place is the admission form: one line and a tick for fee, class and attendance updates on WhatsApp.
- Let them stop. Tell parents how to stop a kind of message, and stop it when they ask. Meta slows down numbers whose quality stays low.
- Approval. Meta reviews each template, which can take up to 24 hours. Only an approved template can be sent.
- Language. Choose the language the words are in: Tamil is
ta, Hindihi, Englishenoren_US. Meta has no separate language for Tanglish, so send the Tamil or English template, and use Tanglish when you reply inside the 24-hour window.
Meta-ready fee reminder, in three languages
Five variables, each with fixed words around it, so the message is not refused for having too many variables for its length. Submit it as utility, with the sample values below.
| Variable | What goes in | Sample value |
|---|---|---|
| {{1}} | Who it is to | Lakshmi |
| {{2}} | What the fee is for | Arjun’s NEET 2027 · Instalment 2 |
| {{3}} | The amount owed | ₹12,000 |
| {{4}} | The due date | 2 Nov 2026 |
| {{5}} | How to pay, or a payment link | UPI to yourname@upi |
English
Hi {{1}}, this is a reminder about your fee for {{2}}.
Amount: {{3}}
Due on: {{4}}
How to pay: {{5}}
If you have already paid, please ignore this message. For any question about your fee, just reply here and our team will help you.Tamil · தமிழ்
வணக்கம் {{1}}, {{2}} கட்டணம் பற்றிய நினைவூட்டல் இது.
தொகை: {{3}}
செலுத்த வேண்டிய நாள்: {{4}}
செலுத்தும் முறை: {{5}}
ஏற்கனவே செலுத்தியிருந்தால், இந்தச் செய்தியைப் பொருட்படுத்த வேண்டாம். கட்டணம் பற்றி ஏதேனும் கேள்வி இருந்தால், இங்கே பதில் அனுப்புங்கள்; எங்கள் குழு உதவும்.Hindi · हिंदी
नमस्ते {{1}}, यह {{2}} की फीस के बारे में एक रिमाइंडर है।
राशि: {{3}}
अंतिम तिथि: {{4}}
भुगतान कैसे करें: {{5}}
अगर आप पहले ही भुगतान कर चुके हैं, तो कृपया इस संदेश को अनदेखा करें। फीस के बारे में कोई भी सवाल हो तो यहीं जवाब दें, हमारी टीम मदद करेगी।Sending them automatically
By hand, this works for a small batch. For a whole institute, the reminders have to go on their own. Here is how iSuite AI – Coaching Institute, our software for coaching centres, does it, on both plans.
- Fees in instalments. Each student’s fee splits into instalments, with an admission amount first if you take one, each with its own due date.
- The reminders. By default, 3 days before, on the day and 3 days after if still unpaid, at 10 am in your time zone. You change the days and the hour in Fees → Reminders.
- Who gets them. The student, the parents linked to them, or both. A parent’s reminder names whose fee it is.
- The template. “Make the template for me” sends the English fee reminder above to Meta for approval, and the reminders start once Meta approves it. You can also submit the Tamil or Hindi version above and choose it once approved: it has the same five variables in the same order. The date is filled in English, such as “5 Nov 2026”.
- How to pay. On Coaching Basic, the reminder carries your own line, such as “At the office, or UPI to yourname@upi”. On Coaching Growth, once you add your Razorpay keys, it carries a Razorpay payment link for what is owed, paid into your own Razorpay account, and an instalment paid online marks itself paid.
- Part payments. Cash, UPI, card or cheque taken at the desk is recorded against the instalment, and the next reminder asks only for the balance. A part paid in full gets no more reminders.
- Thank-you and overdue. The coaching setup comes with a thank-you to the student when an instalment is paid in full, with what is left on the fee, and an automation that tags an overdue student “Fee pending” for your desk to call. Both are off until you switch them on, and the thank-you needs its own template approved by Meta.
- Replies. When a parent replies “how much is left?”, the AI answers with the figure in the student’s fee record. You can set it to reply in the language the parent writes in.
Meta approves your institute’s number for the WhatsApp Business Platform, which usually takes one to two weeks, and reviews each template. Meta bills its message charges separately from iSuite AI.