Lyla Dejesus
Emailing a wedding planner can be a daunting task, but it doesn't have to be. There are several email templates available online that can be used to contact a wedding planner. These templates can be a great way to introduce yourself and your partner, and provide basic information about your wedding, such as the date, time, location, and guest count. When reaching out to a wedding planner, it is important to be clear about your needs and expectations, as well as to ask any questions you may have about their services.
| Characteristics | Values |
|---|---|
| Tone | Friendly, professional, concise |
| Subject Line | Clear, concise, and specific |
| Greeting | Use the planner's name if known, otherwise a simple "Hello" or "Hi" |
| Introduction | Introduce yourself and your partner |
| Availability | Confirm the planner's availability for your wedding date |
| Details | Provide key details about your wedding, including date, location, guest count, theme, etc. |
| Request | Clearly state your request for the planner's services and any specific requirements you have |
| Questions | Ask relevant questions about pricing, services, and other important details |
| Follow-up | Provide a call to action and contact information for follow-up |
What You'll Learn
Subject line: Congratulations
Paragraph 1
Hello [Wedding Planner's Name]! My partner and I are thrilled to be planning our wedding, and we are so excited to have found you! We would be honoured if you could help us plan our dream wedding. We are huge fans of your incredible work and would love for you to be a part of our special day.
Paragraph 2
Paragraph 3
Our wedding theme is [describe your wedding theme and attach any relevant documents or examples]. We are looking for a wedding planner who can help bring our vision to life and ensure that our day runs smoothly. We would love to meet with you to discuss your services, pricing, and any other details that would be helpful for you to know. Please let us know if there is any additional information you need from us at this stage.
Paragraph 4
We are confident that your expertise and creativity will contribute to making our wedding day unforgettable. We look forward to hearing back from you soon and hope to have the opportunity to work with you!
Thank you for your time and consideration,
[Your and your partner's names]
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Include your wedding date and venue
When emailing a wedding planner, it is important to include your wedding date and venue. This is a crucial piece of information that will help the planner understand your requirements and determine their availability. Here are some tips and suggestions on how to include this information effectively:
Be Clear and Concise:
Provide the exact date of your wedding, including the day of the week and the date. For example, "Friday, August 31, 2018." This helps the planner know if they are available on that specific day. If your wedding is scheduled for a range of dates or a particular season, mention that as well. For instance, "We are planning a Saturday wedding in July or August 2018." This way, the planner can assess their availability within that timeframe.
Venue Details:
In addition to the date, providing the name and location of your wedding venue is essential. This information assists the wedding planner in visualising the event space and considering the logistics. If you have not finalised the venue, you can mention that you are considering a few options and provide the details of the potential locations. For example, "Our wedding will be held at Venue X in Los Angeles, CA. We are also exploring the possibility of Venue Y in the same area."
Guest Count and Timeline:
Including the expected guest count and your preferred start and end times for the wedding is beneficial. This helps the planner understand the scale of the event and the duration for which their services will be required. You can provide a range if the exact numbers are not yet finalised. For instance, "We anticipate around 75-100 guests, and our preferred timeline is a start time of 4:30 pm, with the event concluding by 11 pm."
Theme and Style:
Describing your wedding theme and style can help the planner envision the overall aesthetic and atmosphere you desire. You can attach documents or mood boards to provide a clearer idea. For example, "Our wedding theme is rustic-chic, with a focus on natural elements and soft lighting. We envision a romantic and intimate atmosphere."
Flexibility and Adaptability:
It is important to strike a balance between providing details and maintaining flexibility. If you are open to suggestions and adaptations, convey this to the planner. For instance, "While we have a vision for our wedding, we are also excited to hear your ideas and adapt our plans to create a memorable event." This approach allows the planner to offer their expertise and tailor their services to your needs.
Remember, the key is to provide as much relevant information as possible while also recognising that plans may evolve during the planning process. This initial email is a starting point for further discussions and collaborations with the wedding planner.
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Attach a document with examples of your wedding vision
When emailing a wedding planner, it's important to introduce yourself and your partner, and give some details about your wedding. This includes the date, venue, guest count, and timeline. You can also mention your wedding theme and attach a document with examples and photos that illustrate your wedding vision. This will help the wedding planner understand your style and what you're looking for. Here are some tips for creating a document that showcases your wedding vision:
Identify your wedding values and goals:
Start by identifying your emotional and experiential goals for the wedding. How do you want yourself and your guests to feel on your wedding day? Is it a time for friends and family to connect and get to know each other, or a more intimate affair? Write down the top emotional experiences you hope to create, such as asking your sister to sing your favourite love song during the ceremony or having your mutual best friend as your officiant.
Identify important wedding details:
Determine the specific wedding details that are most important to you. For example, you might want to splurge on a particular vendor, such as a photographer, or include a signature drink at the bar. Make a list of these must-haves and compare it with your partner's list to identify shared priorities.
Define your wedding style and aesthetics:
Consider the style and aesthetics you envision for your wedding. Create a vision board, either physically or on Pinterest, to gather your ideas in one place. Include photos, colours, textures, and quotes that capture the ambience you want to create. For example, if you're drawn to a particular colour palette, collect images that showcase those colours in action. Caption your images with specific descriptions to guide your vendors and help them understand your vision.
Streamline your vision:
Review your vision board to identify common threads and ensure that your ideas work together harmoniously. Look for consistent colour palettes, textures, patterns, and an overall "vibe" that shines through. Try to define your wedding vision in a few short sentences by identifying these common elements. For example, "Our wedding vision is relaxed and fun, with light and neutral colours, organic textures, loose floral arrangements, and warm lighting."
Trust your instincts:
Remember to follow your heart and create a vision that feels authentic to you and your partner. Don't get too caught up in trends that may not reflect your true style. Focus on the details that will make you both happy and create a personalised celebration that aligns with your wedding mission statement.
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Ask about their availability and pricing
When it comes to asking about availability and pricing, it's important to be direct and detailed in your inquiry. Here are some key points to include:
Availability
- Begin by asking if the wedding planner is available on your specific wedding date. This is crucial, as you don't want to waste your time or theirs if they're unavailable.
- If your wedding date is flexible, ask for their availability around your preferred timeframe. This shows you're willing to work with their schedule.
- Inquire about their typical workload. Ask how many weddings they usually handle in a month or around your desired date. This gives you insight into their bandwidth and ability to dedicate time to your event.
Pricing
- Request a detailed breakdown of their planning packages and services. Understand what is included in their standard package and if there are any optional add-ons or à la carte services.
- Ask for a sample budget or cost estimate for a wedding similar to yours. This will give you a realistic idea of the expenses involved and help you compare pricing with other planners.
- Discuss your budget and ask how they can work within it. A good wedding planner should be able to provide suggestions and alternatives to ensure their services align with your financial plans.
- Inquire about potential hidden costs. Ask if there are any additional expenses on top of their base fee, such as travel costs, parking fees, or food for their team.
- Understand their payment structure. Do they charge a percentage of your total budget or a flat fee? Are there payment milestones, and what are the terms? Knowing these details will help you plan and manage your finances effectively.
Remember, the more specific you are about your needs and expectations, the more accurate information you will receive in return.
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Suggest a phone call to discuss further
When emailing a wedding planner, it's important to introduce yourself and your partner, and provide some basic information about your wedding, such as the date, venue, and guest count. You should also include a brief description of your wedding theme and the services you are interested in. Here is a suggested email template:
> Hello [Wedding Planner's Name]!
>
> My partner and I discovered you through [how you found them], and we're impressed by your incredible work! We would be thrilled if you could help us plan our dream wedding.
>
> Here are some details about our celebration:
>
> Our wedding date is [your wedding date].
>
> Our wedding venue is [Venue's Name] and it is located in [venue's location].
>
> We are expecting around [your guest total] guests.
>
> Our preferred start and end times for the wedding are [your tentative wedding timeline].
>
> Our wedding theme is [describe your theme and, if necessary, attach a document with examples].
>
> We would love to schedule a phone call to discuss this further and go over any questions or concerns you may have. Please let us know if there are any specific days or times that work best for you.
>
> Thank you in advance for your help,
>
> [Your and Your Partner's Names]
Suggesting a phone call can be a great way to connect with the wedding planner and ensure that you are both on the same page. It allows for a more detailed discussion and gives the planner a chance to ask any clarifying questions. By offering flexibility with the schedule, you can accommodate their availability and show your eagerness to work with them.
- Be polite and respectful when making the request.
- Provide a few specific date and time options that work for you, especially if you are dealing with different time zones.
- Include your contact information and preferred method of communication.
- Express your enthusiasm for their work and highlight why you think they are the best fit for your special day.
- If you have any specific questions or concerns you would like to address during the call, you can briefly mention them to give the planner a better idea of what to expect.
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Frequently asked questions
Most wedding planners will have an email address listed on their website, or a contact form that you can fill out.
You should include basic facts about the wedding such as the date, time, location, and number of guests. It's also a good idea to give a brief description of your wedding theme and the specific services you require.
Be yourself and use your own voice. It's also a good idea to express excitement about the planner's work and what you're envisioning for your wedding.
