These 12 prewritten email templates for wedding planners will help you communicate more effectively with clients.
We get it. Working as a wedding planner is not easy.
There are so many elements to get right. You have to deal with budgeting, staffing issues, tight schedules, backup plans for bad weather, and so much more. Sometimes you have to face situations that directly involve your clients, such as when you need to add more staff or make changes to the contract, or when your clients are procrastinating or asking for services that you just don’t offer.
When these difficult situations arise, it’s important to communicate with your clients in a polite and professional manner while still being firm. Many of your clients will prefer to communicate by email, so you need to be able to write clearly and effectively.
If communicating with clients about tough situations doesn’t come naturally to you, we’ve got you covered with our 12 prewritten, grab-and-go email templates for those tricky situations!
Get these 12 done-for-you email templates for wedding planners today so you can communicate with your clients more effectively and handle delicate situations with ease.
Not a good fit:
Not every lead will be a good fit for you. Use this email if you realize after your first meeting that they’d be better off working with another wedding planner.
Every now and then you will get a potential client who wants to change your contract. This email will help you reinforce your policy while remaining enthusiastic about working together.
Send this email about a week after your initial consultation to encourage your prospective client to make a decision about working with you.
Need to add staff:
For larger weddings, you may need to add more staff. Clients might not be happy about this, but it’s necessary. Use this email to help soften the blow.
Outside the scope:
It’s okay to go outside your contract as long as clients are willing to pay for your time. This email explains that the service they want is extra and will cost more.
We don’t do that:
From time to time you may have a client who wants you to set up something that really falls under another vendor’s job description. Send this email if a client wants you to go too far above and beyond.
It’s important that clients get their paperwork back to you on time. Use this email when a client is procrastinating on completing their paperwork.
Asking for money isn’t easy, but your clients agreed to pay you according to a schedule. Use the late payment email templates in this bundle if your clients don’t pay on time.
Every now and then a client goes MIA and you’ll need to follow up. Usually, this email will get a response.
Friends at meetings:
Having extra people present at meetings can slow down the process and cause the couple to second-guess their choices. If your client decides to bring a friend anyway, using this email template afterward should prevent it from happening again.
When a client overreaches, it’s important to reinforce your boundaries and policies immediately. This email will help remind them of your professional relationship.
Firing a client:
It’s never easy to fire a client, but sometimes it’s necessary. If the situation can’t be remedied, this email will help you terminate your contract tactfully.