Vendor email templates

Subject: Short wedding coverage on [date] in [city]

Hi [their name], your work on [a specific shoot or gallery you actually liked] is exactly the feel we're going for, so I wanted to reach out.

We're getting married on [date] at [location]. It's a small wedding of about [number] people, and we don't need full-day coverage. We'd love one to two hours around the ceremony: a few portraits, the vows, and some candids of everyone together.

Our photography budget is [$200]. I know that's less than a standard package, so I wanted to ask if you offer a short session or a minimum-coverage rate. If not, is there an associate or second shooter you'd recommend?

Either way, thanks. Your work is lovely.

[your name]

Subject: A big ask about [date]

[Their name], I have a favor to ask, and it's totally fine to say no.

We're getting married on [date] at [location], about [number] people, and we'd love for you to take the pictures. Nothing formal, just about 90 minutes around the ceremony, plus any candids you feel like grabbing.

We'd pay you [$150]. I know that's not what a pro would charge. It's what we've set aside, and I'd rather it go to you than to a stranger. We'll also feed you first, hand you a drink, and not ask you to pick up the camera again all night.

If you'd rather just be a guest, tell me and I'll drop it. I mean that.

[your name]

Subject: Small ceremony permit: [date], about [number] guests

Hello, we'd like to hold a short wedding ceremony at [location] on [date] at around [time]. It would be about [number] guests for roughly 30 minutes, with no amplified music.

Could you tell me:

• Is a permit or reservation required, and what does it cost?
• Are there additional fees: cleaning, security, parking, insurance, or a refundable deposit?
• Are chairs or a shelter available, or should we bring our own?
• Any restrictions on flowers, petals, candles, food, or alcohol?
• Is there a rain date or refund policy?

Our total venue budget is [$150], so it really helps to know all the costs up front. Thanks so much for your time.

[your name], [phone]

Subject: Small wedding cake for [number] on [date]

Hi, I'm looking for something simple for our wedding on [date], and I'd love to order from you.

We need dessert for [number] people. What we have in mind is a [6-inch] cutting cake for photos plus a [quarter] sheet cake of the same flavor to serve from the back, or whatever you'd recommend instead. Flavor: [flavor]. Decoration can be as plain as it gets. Smooth buttercream and nothing on top is perfect, since we'll add [a few flowers] ourselves.

Our dessert budget is [$80]. Could you let me know what that covers, whether pickup is cheaper than delivery, and how far ahead you need the order?

Thanks!

[your name]

Subject: Will you marry us on [date]?

[Their name], we want you to be the person who marries us.

The date is [date], at [location], with about [number] people. The ceremony would be short, 15 to 20 minutes, and we'd write our own vows, so your part is the welcome, whatever you want to say about us, the vows, the ring exchange, and the pronouncement.

The practical side: in [state or county] you'd need to [register online or get ordained, which takes about 20 minutes], and you'd sign the license with us right after. We'll handle the license itself and send you a full script template so you're never guessing.

We're asking you because [one specific, true sentence about why them]. If it isn't your thing, we totally understand, but we'd be so happy if you said yes.

With love, [your name]

Subject: Self-pickup quote: chairs and tables for [date]

Hi, I'm pricing rentals for a small wedding on [date] in [city], and I'd like a quote for picking up instead of delivery.

For about [number] guests we're looking at [40] folding chairs, [5] eight-foot tables, and [6] linens. We have a [pickup truck / SUV and a trailer] and two people who can load, and we can collect the [Friday] before and return the [Monday] after.

Could you tell me:

• Your self-pickup price for that list, and the delivery price for comparison
• Whether a weekend counts as a one-day or three-day rental
• Whether there's a damage deposit, and what it covers
• Whether linens have to come back laundered

Thank you.

[your name], [phone]

Subject: Confirming details for [date]

Hi [their name], thank you for [the call today]. I want to write down what we agreed so we both have it in one place.

• Date: [date]
• Location: [location]
• Your arrival time: [time]
• Your end time: [time]
• What's included: [the specific list]
• Total price: [$amount]
• Deposit: [$amount], due [date]
• Balance due: [date]
• Overtime rate if we run long: [$amount per hour]

If anything's off, just reply with the fix. If it all looks right, a quick "yes, that's right" is all I need.

Thank you.

[your name]

Subject: Thank you, and our decision for [date]

Hi [their name], thank you for the quote and for the time you spent on it.

We've decided to go another way for [date]. It came down to [budget], not to anything about your work, which we liked a lot.

In case it's helpful, [the number that would have worked for us was $X]. I'd rather tell you than just disappear.

I'll absolutely pass your name along, and I hope our paths cross again.

[your name]