Email Templates for Wedding Pros
By Tayler Cusick Hollman
A welcome email template and client off-boarding email template to get you started
We often hear wedding pros talk about how much they dislike writing and we can understand why. Because, the captions you share, the blogs you manage to post, and the descriptions you include on your Storefronts all play a part in building your brand and your future book of business. But, when it comes down to what’s most important after your marketing efforts have paid off, all eyes suddenly turn to the emails you send. From how you welcome new clients and communicate next steps to how you close out your working relationship after their wedding day has passed, we want to make sure you are saying hello and goodbye in a way that leaves the best impression. Get ready to hit command C and command V because two email templates are waiting for you below.
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A quick note: Use these email templates as a starting point and be sure to customize them to fit your specific needs. You’ll see the spots where we’ve provided options in bold (depending on whether you work alone or with a team) but don’t hesitate to make additional changes—you have insight into your business we don’t, so revise them to communicate exactly what you need.
Welcome email template for wedding pros
Hi Name and Name,
Your wedding is officially on my calendar and I/we am/are thrilled to be a part of your big day! I/we am/are here to support you with anything you might need leading up to WEDDING DATE, so please remember I/we am/are always a phone call or email away.
Before I/we dive in, I/we want to put some important dates on both of our calendars. This will help us stay on track—the only surprises we want are fun ones! I’ll/We’ll send you a calendar invite as a follow up and wanted to list them here as well; let me/us know if you have any conflicts and I’ll/we’ll move things around up front to make sure it’s smooth sailing on your end:
- DATE and why it is important
- DATE and why it is important
- DATE and why it is important
My/Our next steps are pretty straight forward! Over the next few weeks, I’ll/we’ll be working on:
- Task
- Task
- Task
And here are the things I’d/we’d love your help with:
- Task
- Task
- Task
I’m/We’re so excited to be a part of the team bringing your wedding celebration to life! Your venue is [describe what it’s perfect for and/or why you love it] and I/we know your wedding is going to be one for the books! Again, don’t hesitate to reach out if you need anything before you hear from me/us next—have a great rest of your week and I’ll/we’ll be in touch!
Client off-boarding email template for wedding pros
Hi Name and Name,
I/we hope you’re still on cloud nine—everything about your wedding was perfection! I/we especially loved [describe something you think stands out from the night] and it really was an honor to be a part of the team that made it all come together.
I/we wanted to send one past email to wrap things up and make sure you have received everything you need. If there is anything you feel you’re missing, just say the word and I’ll/we’ll make sure to get it to you. On that same note, here are the few things I’ll/we’ll be taking care of to close everything out:
- Task and timeline if applicable
- Task and timeline if applicable
- Task and timeline if applicable
As you know, I/we pour my/our heart/s into the weddings I/we get to work on and take a lot of pride in what I/we do here at Your Business Name. Working with you has been more than a pleasure and getting your feedback and stamp of approval really means the world to me/us. If you feel like there is anything that could have been done differently to enhance your experience of working with me/us, will you let me/us know? Honest feedback is important to making sure I/we continue to provide the highest level of service and do the very best job I/we can.
Would you also be able to take a few minutes and leave a review on my/our listings on The Knot and WeddingWire? It’s quick to do so and here are links to each!
Link to your Storefront on The Knot
Link to your Storefront on WeddingWire
This certainly isn’t goodbye and more of a “see you around!” I/we absolutely loved working with you Name and Name and am/are excited for all of the milestones you have ahead. All the best to you both, I/we hope the celebrating doesn’t stop, and I’ll/we’ll catch you around!
Initial inquiry reply email template for wedding pros
Hello NAME and NAME,
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Congratulations on your engagement! I/We am/are so glad you found me/us through REFERRAL SOURCE. (Include some details about the referral source and/or express excitement about any wedding details they shared with you.)
My name is NAME and I’m here to answer any questions you might have about WHAT YOU DO. [OPTIONAL SECTION] Let’s start with the ones you already sent:
- ANSWER 1
- ANSWER 2
All the best,
YOUR NAME
Inquiry follow up email template for wedding pros
Hello NAME and NAME,
I wanted to check in and see how your search for a YOUR VENDOR TYPE is going. I would love to connect and talk more about our services and how we can help create something amazing for your big day!
[OPTIONAL CTAs] Is DATE at TIME convenient for scheduling a complimentary consultation? If so, let me know and I will send a calendar invite. OR Have you started working on your guest list yet?All the best,
YOUR NAME
Proposal follow up email template for wedding pros
Hello NAME and NAME,
I hope you are having a great week so far! I wanted to check in to be sure you received the YOUR SERVICE proposal I sent over via YOUR BUSINESS MANAGEMENT PROGRAM and see if you have any questions.
If you’re as excited about working with us as we are you, we’d love to talk about next steps to secure your spot on our calendar. Our SEASON OF THEIR WEDDING is starting to fill up—if you can get back to me by this DAY OF THE WEEK, we can make sure you’re taken care of.
Thank you for the opportunity to assist you! I look forward to talking again soon.
All the best,
YOUR NAME
Email template for the “How much do you cost?” question
Hello NAME and NAME,
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Managing the budget for your wedding is a big part of the planning process and I am more than happy to share our pricing with you!
Our job is to make sure the YOUR SERVICE TYPE goes off without a hitch at your wedding, and our experience makes that possible— and we’re always working hard behind the scenes for each of our clients. Based on the information you’ve provided, the SERVICE OR PACKAGE that we think is best for you is $PRICE and includes:
- INCLUSION 1
- INCLUSION 2
- INCLUSION 3
Don’t hesitate to send questions if you have them! I want to make sure you have what you need to keep your budget on track and your planning moving forward.
All the best,
YOUR NAME
Email template to help you set boundaries
Hello NAME and NAME,
We’re just NUMBER days away from your wedding and I hope you are excited and ready to
celebrate—because I sure am! Planning a wedding can be a bit of a whirlwind (just like the big
day itself), so I wanted to touch base with a few thoughts and pieces of advice to keep things as smooth as possible.
What to Expect | I am here to help make your wedding perfect, personal, and stress-free. Please do not hesitate to email, call or text (delete whatever is not applicable to you) if you have questions throughout this process.
Response Time | If you do not receive an immediate response, please know I will do my best to respond in NUMBER hours; a delayed response is most likely because I am onsite working an event. If you do not get a response within NUMBER business days, please do not hesitate to follow up. My office hours are typically OFFICE HOURS and by appointment on weekends.
Scheduling | To be mindful of busy calendars, we can work around them to schedule planning meetings and calls accordingly. The majority of our communication will be via email/phone with key meetings taking place in person. Due to the nature of email, if something is ever unclear, let’s hop on a call to make sure we stay on the same page!
I’m always here to help NAME and NAME! Excited to be on your team—let’s create something amazing together!
All the best,
YOUR NAME
Now that you have these email templates to customize and use, be sure you learn more about how you can become a better writer with these copywriting tips.
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