When you are constantly meeting and booking new clients, your workload increases and you receive more tasks and projects which must be completed. Incorporating systems into your business to help you quickly master your workflow is necessary for you to succeed. Here at ShootDotEdit, we understand how important it is to have multiple systems in place, especially when it comes to tasks which take up your time.
When you first interact with your clients, your communication often occurs through email. Because so many of your emails are the same for each client, email templates help you speed up the process and make minimal changes for each client. Our 49 free Email Templates are available to make that part of your workflow much simpler. Since there are so many email templates to work with, and you may not know which are most important, here are 5 email templates you need to be using in your business.
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1. New Inquiry Automated Response
When a new client is interested in your services, they will reach your website, find your contact info, and reach out to you. Because this may happen on a regular occasion, you should have an email template which gives your potential clients a bit more information about you. With this template, all you would need to do is update the potential client’s name and the dates you would be available. Your new inquiry automated response template would look something like this:
Hey [Client Name],
Thanks of much for your inquiry! I’m available for your wedding on [Date].
I’d love to schedule a time to talk more about your wedding details. Can we schedule a time to chat on the phone for a bit? Weddings are so unique that we find a perfect launching point is a quick phone call to hear more details!
Here are a few great dates and times – do any of these work for you?
[Day of the Week], [Date] at [Time], [Day of the Week], [Date] at [Time], or [Day of the Week], [Date] at [Time]
2. Meeting Confirmation
When sitting down with a client, there is a specific direction or location where you desire the meeting to take place. Client meetings can range from pre-booking to post-booking or anything necessary to help you inform your clients of the best ways to maximize their wedding day. Using an email template which is simple is key at this point of the process, as you want your client to find the location and not be confused by too many directions. Your meeting confirmation template would look something like this:
Hi [Client Name],
I would like to confirm your appointment with me on [Date] and [Time]. My studio address is [Your Address].
Here is a link with easy directions: [Link]
I look forward to meeting with you! 🙂
3. Contract Signing
Once your client has decided to book you for their wedding day, a contract finalizes your agreement and the process. Since dealing with the money aspect of booking can be a bit awkward, creating an email which informs your clients you are excited to work with them helps you ease into the rest of the details. Your contract signing template would look something like this:
Hi [Client Name],
I am so excited to be working with you! There are TWO necessary steps to secure your wedding date with me:
Please take a moment to review and sign the contract (Link provided below). For it to be valid, please make sure ALL of the fields are filled out (this includes name and address of your venues).
Sign the contract here: [Link]
Check: If you elect to pay by check, please promptly mail your retainer check to:
Credit Card: If you elect to pay by credit card, your credit card will be charged for the retainer within 24 hours.
4. Post-Booking Package
After your client has officially booked you and signed the contract, your next priority is to inform them of what you can offer to them in regard to products. The post-booking package email lets your clients know all of the awesome things you can do with their wedding photos. If you offer more than one, split this into three separate emails. You can use the same template, just update the additional offers you include in each package. Your post-booking package template would look something like this:
Hi [Client Name],
I’m so excited to be working with you for your wedding! I wanted to send over a bullet-point checklist of our future interactions, just so you know what to expect from me:
Engagement Session (complimentary)
– Shoot 4-6 months prior to your wedding
– Anywhere in[Location], [Number of Hours]
– It takes 2 weeks for the images to be available online
– Wedding Questionnaire filled out 4-6 weeks prior
– 20 minute phone call to review details 4 weeks prior
– Final Balance due 4 weeks prior
– Pure fun, joy, and awesomeness 🙂
– 3-4 weeks for the images to be ready for viewing
– Studio Premiere viewing of wedding images (optional)
– All images posted online for viewing and ordering
– Wedding Album design provided 4 weeks after images are posted online
Please let me know if anything here doesn’t look right!
5. Wedding Image Release
When the wedding day is over and you have your images back from a wedding photo editing service, they are ready for your clients. Sometimes, it can be nice to just send them a short email, especially since you have been emailing them so often. Include the link to their images within the email so they can simply click on it and view your beautiful work. Your wedding image release template would look something like this:
Hi [Client Name],
I have released all of your wedding images for viewing! You can see all the pictures by clicking on the link below
Email templates which are already created to send to clients can help you decrease your workflow time tremendously. Take advantage of the other 44 templates we offer in our Email Templates for Wedding Photographers!