6 Email Templates Every Wedding Photographer Needs

A photographer’s job stretches far beyond the camera. Post-production work—like communicating with clients—is just as important as capturing stunning images. From editing to responding to emails, there’s a lot of behind-the-scenes tasks that go into running a successful wedding photography business. 

If you’re looking for a time-saving solution to assist with those endless tasks it’s time to create email templates. By automating your workflow with email templates you’re able to spend less time on repetitive tasks and more time doing what you love—capturing stunning images. To limit your post-production stress and free up time in your schedule, we’ve compiled everything you need to know about email templates in one place. 

Why You Should Incorporate Email Templates In Your Workflow 

Communication with clients is crucial. Because communication with couples typically occurs through email, you’ll spend a lot of time sifting through and responding to messages. As your wedding photography business continues to grow, email can quickly become overwhelming. By hand-crafting email templates that match your tone and style, you’ll save yourself time and boost client satisfaction

It’s also a great way to establish your branding which includes everything from your logo, photography style, and—most importantly—your voice in communications. 

Recommended reading: How to Win At Client Communication 

Perfecting Your Email Template Tone 

When crafting automated templates it’s important to be both professional and authentically you.  Being cool, relatable, but still down to business allows couples to feel comfortable and secure in your ability to capture once-in-a-lifetime moments. This is your chance to stand apart early-on from the competition and connect with clients on a more personal level.


Image by Inka Photography.


Six Email Templates Wedding Photographers Should Be Using 

Template 1. New Inquiry Automated Response 

When potential clients fill out the “contact me” form on your website or send you an email, they’re at the highest point of interest. A vague automated email letting clients know their message has been received and you’ll follow up soon is the best way to stand apart from competition and get your clients excited for more information. 

Template 2. Vendor Introduction And Pricing Guide 

This will typically be the first official communication you’ll have with serious potential clients. The vendor introduction is your chance to help future clients better understand you and your work. Your vendor introduction should be short, sweet, and build your credibility in the field. It should also include your wedding photographer bio.

The pricing guide you send should be a roundup of your offered packages, what’s included, and the base prices. Remember: your emails—including the pricing guide—shouldn’t be bland. Your first impression may be your last impression. So, make a great lasting impact while also saving yourself time. 

Need help determining your pricing strategy? Check out these tips for creating the best wedding photography pricing for your business

If you don’t hear back from potential clients after sending your introductory email, send a follow up. Sending follow-up emails is something every wedding photographer should be doing. It has been proven to increase sales, so give it a shot. 

Template 3. Contract Signing 

After discussing and finalizing pricing and dates with your clients, it’s contract signing time. Your contract email template should be straight to the point and provide clear information about the contract itself and its signing. Encourage your couples to carefully read through the contract and express your excitement for the opportunity to capture their wedding day. 

Template 4. Post Contract Signature 

Contracts are signed and the wedding date is set, what’s next? Your post contract signing email should prepare your clients for what’s to come. In other words, this email should outline your wedding photography process from start to finish. This is your chance to include all the important information in one place—answering all of your clients questions before they have a chance to ask. 

This email is also a great place to get them thinking about their wedding day timeline and engagement photo session. So include references to them if you can! You can also share those links, we don’t mind.

Template 5. Your Gallery is Live 

The day your couples have been looking forward to—receiving their wedding photos. Match the energy of your couples by making this email fun, heartfelt, and exciting. Remember, this is their chance to relive the happiest day of their lives. Your email should match that same tone.

When notifying them that their gallery is live be sure to include a link to the gallery and instructions on how to navigate it. Leave no room for confusion. 

Template 6. Referral Request 

Communication with your clients doesn’t end when the wedding is over and the images have been sent. We can’t stress the importance enough of a referral request email. You should start this email off by thanking your clients for allowing you to be a part of their wedding day. Then, let them know how much you enjoyed working with them. 

This email is also your chance to request feedback. Ask your clients about their experience, and send an optional survey they can complete. Referrals are important when it comes to growing a wedding photography business. Use their feedback as an opportunity to make your customer’s experience better. Then, check out our guide to getting yourself more wedding photography referrals.

Automating your workflow with the use of email templates that are professional and 100% you is a game changer for every wedding photographer. Whether you’re a beginner looking to adopt an efficient business workflow or you’re a seasoned professional looking for more ways to save valuable time and organize your workflow, we’re here for you. Learn more about growing your clientele with our business workflow tips.

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