You’ve got your wedding vision, a growing list of dream vendors, and maybe even a few Instagram saves that feel so your vibe—but now what? Reaching out to vendors can feel like a lot of pressure.What if you say the wrong thing? What if they don’t respond? Or worse… what if you forget to respond? That’s where these wedding email templates come in. They’re designed for couples to simplify communication with vendors from inquiry to booking.
why thoughtful emails matter
Vendors want to hear from you. But what they really appreciate? Clear, timely communication. One of the most common challenges wedding vendors face is receiving vague inquiries or being ghosted after a consultation. It slows down their process and makes it harder to support you the way they want to.
This guide (and its email templates) is here to help you communicate with clarity, kindness, and confidence at every step of the journey. Thoughtful communication not only earns you better responses—it also builds stronger relationships with the people bringing your wedding to life.
Photography: Unveiled Weddings Media
setting the tone: your inquiry
Your first message to a vendor does more than just ask for pricing—it sets the stage for your whole experience together. A thoughtful, well-crafted inquiry helps vendors quickly understand what you’re looking for and how they can best support you. A great inquiry email gives them the info they need to check availability, envision your day, and reply with relevant answers—fast.
Here’s a copy-and-paste-ready email template you can use for vendor inquiries:
Sending your Inquiry
Hi [Vendor Name or Business Name],
My name is [Your Name] and my partner, [Partner’s Name], and I are currently planning our wedding! We’re so excited about this season of life and are reaching out to see if you might be a great fit for our big day. We’re hoping to learn more about your services and check your availability.
We’re getting married on [insert date or date range], and we’ll be celebrating at [insert venue name, or city and state]. We’re expecting around [insert #] guests and are envisioning a wedding that feels [e.g., romantic, whimsical, modern]. Our color palette includes [insert colors], and we’re leaning into a vibe that’s [e.g., “moody and floral-forward” or “playful with retro accents”].
Some of our top priorities for the day are [list 2–3 things—great food, a stress-free experience, etc.], and we’ve been drawing inspiration from [link your Pinterest board, style, or mood board]. We’re looking for [brief description of the service you’re hoping they can provide], and your work really stood out to us!
While we’re still fine-tuning our budget, we’re hoping to stay within the range of [insert your budget range]. Right now, we’re [just starting to gather information; comparing pricing and offerings; narrowing down our options; ready for a consultation].
The best way to reach us is by [email, text, or phone], and we’d be happy to set up a time to chat if you’re available for our date.
Thanks so much—we’re looking forward to hearing from you!
Photography: Shanoah Bri Photography
FOLLOWING UP WITH all of your INQUIRIES
After you’ve sent out your initial inquiries, don’t forget the power of following up when a vendor responds to you! Whether you’re still in the early stages of decision-making or ready to book, following up with every vendor is a simple yet crucial step that keeps communication respectful and professional. Even a short “thanks but no thanks” helps vendors manage their calendars and ensures they aren’t saving your date unnecessarily.
Here are three essential email templates to keep handy:
After receiving an email for a vendor (this let’s us know you received it!)
Hi [Vendor Name],
Thanks so much for getting back to us! We received your info and are planning to review everything within the next [insert time frame—e.g., few days, week]. We’ll follow up soon if we have any questions or next steps.
Appreciate your time and excited to stay in touch!
Warmly,
[Your Name(s)]
Requesting a consultation from a Vendor:
Hi [Vendor Name],
Thank you so much for sending over all the information—it was super helpful! We’d love to set up a quick consultation to learn more and talk through a few questions we have. Are you available [insert a few date/time options]? We’re happy to work around your schedule if there’s a better time that works for you!
Warmly,
[Your Name(s)]
Closing The Inquiry after the first email (because it’s okay if they aren’t the right fit!)
Hi [Vendor Name],
Thank you so much for taking the time to share your information with us. After reviewing everything, we’ve decided to move in a different direction for our wedding [e.g. due to budget restraints, style preferences, moved forward with another vendor, or don’t say]
We really appreciate your time and wish you all the best for the season ahead!
Warmly,
[Your Name(s)]
Photography: Breana Beth Photo
post-consultation communication
After a consultation, vendors are often holding your date, preparing behind the scenes, and eagerly awaiting your decision. Whether you’re ready to move forward, need a little more time, or have decided to go a different route, send a follow-up to show appreciation and keep communication clear.
Receiving the estimate after consultation
Hi [Vendor Name],
Thank you again for meeting with us! It was such a pleasure to learn more about your work and how you approach weddings. We’re reviewing the estimate everything now and will be in touch with a decision within the next [insert time frame—e.g., few days, week].
Please don’t hesitate to reach out if you need anything in the meantime.
Warmly,
[Your Name(s)]
still have more consultations before deciding
Hi [Vendor Name],
We just wanted to let you know we’re still in the process of chatting with a few vendors and making decisions. Your work really stood out to us, and we’ll be sure to follow up as soon as we have a clearer idea of our direction!
Thank you so much for your patience.
Warmly,
[Your Name(s)]
need more time to decide
Hi [Vendor Name],
Thank you again for taking the time to chat with us, it was great learning more about your services! We’re taking a little time to review everything and are aiming to make our final decisions in [insert time frame—e.g., few days, week]. If there’s anything else you think we should know or any details we missed, feel free to share! We’d love to make sure we have all the information needed to move forward.
Warmly,
[Your Name(s)]
Photography: Peyton Scow Photography
BOOKING VENDORS + CLOSING OPEN INQUIRIES
When you’re ready to book a vendor, let them know ASAP—and just as importantly, make sure to follow up with the ones you’re not choosing. It’s a small gesture that keeps the wedding world respectful and collaborative.
requesting to book!
Hi [Vendor Name],
We’re so excited to let you know that we’d love to move forward and officially book with you for our wedding on [insert date]! We’re really looking forward to working together. Could you let us know what the next steps are? Specifically, we’d love to know what is the retainer amount to secure our booking? Do you have a contract we can review before proceeding? Looking forward to hearing from you and getting everything squared away!
Warmly,
[Your Name(s)]
Closing the lead, booked competitor
Hi [Vendor Name],
Thank you again for taking the time to meet with us and for sharing more about your services. We truly enjoyed chatting and getting to know your work better.
After some special consideration, we’ve decided to move forward with another vendor who’s a better fit for our specific needs—but we really appreciated the opportunity to connect and learn more about what you do! Wishing you a wonderful season ahead and continued success!
Warmly,
[Your Name(s)]
Photography: Arch & Elm
The Big Picture: Why Communication Matters
Kind, prompt communication isn’t just good etiquette—it’s the foundation of a smooth wedding planning experience. These email templates are here to help you take the pressure off your inbox so you can focus on building your dream day.
Looking for a planner who can help handle these convos and bring your vision to life? From floral-forward design to vendor communication, I’d love to support your day. Inquire here (using these templates of course!) to start the conversation.
Follow along on Instagram for more tips, wedding inspiration, and a behind-the-scenes look at what planning can really feel like.
