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5 Wedding Photography Email Templates You Need

When you are constantly meeting and booking new clients, your workload increases and you receive more tasks and projects that somehow always need to be completed on priority. Incorporating effective systems into your business to help you quickly master your workflow is necessary for you to succeed. Throughout your interaction with your clients, your communication often occurs through email. You will most likely send over wedding photography packages through email, send an email to confirm photo shoot time frames, or to gather information for the wedding timeline… and a whole host of other things. Because so many of your emails are the same from client to client, professional email templates can help you speed up the process and make minimal changes for each client. Thereby, save time and get work done at the same time! To simplify, here are 5 free email templates you need to be using in your business.

5 Email Templates For Wedding Photographers

1. New Inquiry Automated Response

Infographic stating getting back to your prospective client as fast as possible is vital for business and your reputation

This is perhaps the most important photographer email template there is. Getting back to your prospective client as fast as possible is vital for business and your reputation. When a new client is interested in your services, they will reach your website, find your contact information, and reach out to you. Because this may happen on a regular occasion, you should have a photography email template that 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 xyz,

Thanks a lot for your inquiry! I’m available for your wedding on (day + date).

I’d love to schedule a time to talk more about your wedding details. Could we schedule a time to chat on the phone for a bit? Weddings are so unique that we find a perfect launching point in a quick phone call to hear more details!

Here are a few dates and times that we could set up the call - do any of these work for you? 

Suggested Read: Top 15 Wedding Photography Website Builders

2. Meeting Confirmation

Infographic stating using an email template that is simple is key to help your client easily find your location

 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 that 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 xyz,

I would like to confirm your appointment with me on and (day + date). My studio address is abc.

Here is a link with easy directions: (Add a Google Maps link)

I look forward to meeting you! 🙂

Thanks!

Suggested Read: 10 Questions To Include In A Wedding Photography Questionnaire

3. Contract Signing

Once your client has decided to book you for their big day, a wedding photography contract finalizes the agreement and seals the deal. Since dealing with the money aspect of booking can be a bit awkward, creating an email that informs your clients that 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 xyz,

I am so excited to be working with you! There are TWO necessary steps to secure your wedding date with me:

Contract

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 the name and address of your venues).

Sign the contract here:

Retainer Payment

Check: If you elect to pay by check, please promptly mail your retainer check to: (Add your address)

Credit card: If you elect to pay by credit card, your credit card will be charged for the retainer within 24 hours.

Thanks! I look forward to photographing your special day!

4. Post-Booking Package

After your client has officially booked you and signed the contract, your next priority is to inform them of what else you can offer to them in regard to products. This is a good one for marketing purposes. The post-booking wedding photography package email template 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 xyz,

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,

– It takes 2 weeks for the images to be available online

 

Pre-Wedding Preparation

– Wedding questionnaire filled out 4-6 weeks prior

– 20-minute phone call to review details 4 weeks prior

– Final balance due 4 weeks prior

 

Wedding

– Pure fun, joy, and awesomeness 🙂

 

Post-Wedding

– 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!

Suggested Read: Engagement Session Posing

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 and relive their wedding day. Your wedding image release template would look something like this: 

 

Hi xyz,

I have released all of your wedding images for viewing! You can see all the pictures by clicking on the link below: 

I hope you enjoy them as much as I loved taking them! 🙂

 

Optimize Your Email Communication

Infographic stating prioritizing emails allows you to stay on top of your communication

The benefits of email organization are numerous. Email organization is imperative in all successful business practices. When your communication techniques are better organized, it will be easier for you to reach out to potential clients and business partners. Because email is so easily accessible, clients will expect quick responses to questions or concerns. Prioritizing emails allows you to stay on top of communication, which will make clients happy and willing to choose you again in the future. 

1. Organize Your Inbox 

Begin your organization process by prioritizing your emails:

  • If the email requires less than 5 minutes of your time, immediately work on the email.
  • If the email is likely to take longer than 5 minutes, place the email in a separate folder for later. Preferably, file the email where it will end up, and add the task to your to-do list.

Some emails are not as pertinent as others, so this organization technique gives you the opportunity to set aside time to work on the emails that will take longer than 5 minutes.

2. Prioritize And Delegate Emails

Now that you have organized your inbox, you have time to complete the time-consuming emails. To successfully complete them, you should:

  • Create a to-do list that prioritizes your emails in terms of importance.
  • Decide whether or not you need help from a peer with some of the emails.

Allowing others to assist with some of your email workload will keep you and your business on track. Also, assigning emails to others will help in cutting down on the time you spend working on emails. The time you spend personally working on emails will be reduced to a more manageable level, and it will also give you time to focus on areas of your business that only you can work on.

Use Templates To Speed Up Your Workflow

As a photographer, you are constantly trying to find ways to free up your time so you can do the things you love. Whether you do that by outsourcing tasks to experts or building effective business systems is totally up to you. Before you even meet your clients for the first time, the most important communication takes place through emails and most of the time, you might find yourself writing and sending the same emails over and over again. Using email templates is a great way to not only speed up your workflow but also ensure that your emails still feel personal to your clients. And this is one of the most important things to remember when automating emails - try not to make your clients feel like they are talking to a machine. Do what you can to personalize your emails and add a human touch to them.

At ShootDotEdit, we strive to help you grow as a wedding photographer and understand how important it is to have a workflow that doesn’t take the majority of your time. And that is why we take editing off your plate with our professional photo editing services. To learn more about how we can help, check out our pricing plans.


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