Planning Your Big Day: Contacting A Wedding Planner

Planning a wedding can be a daunting task, but a wedding planner can help you achieve your dream wedding. Wedding planners are knowledgeable experts who can help you before and during your big day. They work closely with couples to ensure their ideas are heard, budgets are realistic, and logistics are carefully thought through. If you're thinking of hiring a wedding planner, it's best to find one at least 12 months before the wedding. You can find one through recommendations from your wedding venue or loved ones, or by searching on sites like The Knot. When reaching out, be sure to include your name, wedding date, location, theme, and what you need help with. Ask if they are available on your date and what their packages and costs are. If you're happy with their response, you can then set up a phone call or meeting to discuss further details.

Initial email: Include names, date, location, venue, and ask about availability and packages/costs

When reaching out to a wedding planner for the first time, it's a good idea to keep the email brief but informative. Here is a suggested template for your initial email:

Subject: Wedding Planning Inquiry from [Your Name] and [Partner's Name]

Dear [Wedding Planner's Name],

My partner and I are thrilled to be planning our wedding and are reaching out to you as we believe your services would be a fantastic fit for our special day. We would greatly appreciate your help in bringing our vision to life.

• Our names are [Your Name] and [Partner's Name], and we are planning to marry on [Date or Potential Month and Year].
• The wedding will take place at [Venue Name], located in [City/Town, State].
• We are expecting approximately [Number] of guests.
• Our desired start and end times for the wedding are [Tentative Timeline].

We would love to know more about your availability on our wedding date, as well as your different packages and costs. Could you please provide us with this information?

If you are available and your services align with our budget, we would be delighted to set up a phone call or meeting to discuss further details and ask any additional questions we may have.

Thank you for your time and consideration. We look forward to potentially working with you to create our dream wedding.

Best regards,

[Your Name] and [Partner's Name]

Feel free to customise and add any additional details or questions you may have. It is also a good idea to attach any relevant documents or mood boards that can help the wedding planner understand your vision.

Good luck with your wedding planning!

Research: Read the planner's website and social media to ensure their services align with your needs

Researching a wedding planner's website and social media presence is a crucial step in ensuring their services align with your needs and that they can help bring your dream wedding to life. Here are some instructive tips to guide you through the research process:

• Start with their website: A wedding planner's website is the central hub for their business. It is where you can form a first impression, understand their services, and evaluate their professionalism. Look for a website that is user-friendly, well-designed, and easy to navigate. It should provide essential information such as an "about" page, photo galleries, and a blog.
• Assess their online presence and activity: Evaluate the wedding planner's activity and engagement on social media platforms such as Instagram, Facebook, TikTok, and Pinterest. Consistent and frequent posting is a good indicator of their dedication and can give you insights into their work. Additionally, look for platforms that allow you to interact with the planner, as this can foster a more personal connection and better communication.
• Explore their specialisation and services: Different wedding planners have different specialisations and services they offer. Some may focus on destination weddings, while others cater to specific themes or cultural traditions. Ensure that their expertise aligns with your vision and that they have experience creating weddings similar to what you desire.
• Read testimonials and reviews: Client testimonials and reviews are invaluable when researching a wedding planner. They provide honest insights into the planner's work ethic, creativity, and ability to execute weddings successfully. According to Wedding Wire, 80% of couples consider reviews "very important," and positive reviews can give you confidence in the planner's abilities.
• Evaluate their communication style: Effective communication is key to a successful relationship with your wedding planner. Assess how the planner communicates on their website and social media platforms. Do they respond to comments and messages? Do they provide clear and concise information about their services? Remember that open and transparent communication will be essential throughout the planning process.
• Analyse their brand and tone: A wedding planner's brand and tone can give you an idea of their professionalism and how well they align with your vision. Consistency in branding across social media platforms, such as using the same colour schemes, designs, and logos, demonstrates attention to detail and a polished image. Additionally, consider whether their tone of voice—formal, casual, or witty—resonates with your expectations.

By thoroughly researching a wedding planner's website and social media presence, you can gain valuable insights into their services, specialisations, and overall fit for your needs. This research will help you make an informed decision and ensure that your wedding planner can help bring your dream wedding to life.

Be concise: Keep the first outreach brief, but include key details

When reaching out to a wedding planner for the first time, it's important to keep your message concise and focused on providing key details. Here are some tips and suggestions for what to include in your initial outreach:

Introduce Yourself and Your Partner

It's important to start your email by introducing yourself and your partner. Share your names and any other relevant details, such as how you heard about the wedding planner or what attracted you to their services. This adds a personal touch and helps the planner get to know you.

Provide Wedding Details

Include essential information about your wedding, such as the date, location, venue, and theme (if you have one). This helps the wedding planner understand the scope and specifics of your event. If you have a specific wedding date in mind, it's crucial to mention it upfront to ensure the planner's availability.

Specify Your Needs and Expectations

Communicate what type of assistance you are seeking. Are you looking for day-of coordination, full planning services, or help with specific tasks? Being clear about your expectations allows the wedding planner to understand the extent of their involvement and tailor their response accordingly.

Ask About Availability and Packages

Inquire about the wedding planner's availability for your wedding date and their different packages or pricing options. This information will help you determine if the planner is a good fit for your budget and if they can accommodate your needs.

Suggest a Meeting or Phone Call

If you are interested in learning more about the wedding planner's services after their initial response, suggest setting up a phone call or in-person meeting. This allows for a more detailed discussion and gives you an opportunity to ask any additional questions you may have.

Sample Initial Outreach Message

"Hello, my name is [Your Name], and I am planning my wedding with my partner, [Partner's Name]. We are impressed by your work and are interested in potentially hiring a wedding planner. Our wedding is scheduled for [Wedding Date] at [Location and Venue]. We are looking for assistance with [Specify Needs: full planning, day-of coordination, or specific tasks]. Could you please let us know if you are available on our wedding date and provide us with information about your packages and pricing? We would be happy to set up a phone call or meeting to discuss further details if you are available and interested. Thank you for your time, and we look forward to hearing back from you soon."

Remember to keep your initial message concise while including these key details. This approach will help you effectively convey your needs and start a productive conversation with potential wedding planners.

Be considerate: Avoid copying and pasting emails, and be mindful of the planner's time

When reaching out to a wedding planner, it's important to be considerate of their time and avoid copying and pasting emails. Here are some tips to keep in mind:

Be mindful of their time

Wedding planners are busy professionals, often working on multiple weddings at once. Respect their time by being concise and direct in your communications. Before reaching out, take the time to gather your thoughts and create a list of questions or concerns. This will help you make the most of their time and ensure you get the information you need.

Personalize your message

Avoid sending generic emails to multiple wedding planners. Take the time to personalize your message to each individual planner. Introduce yourself, provide details about your wedding (date, location, partner's name, theme, etc.), and be clear about the services you require. This will show that you value their time and are genuinely interested in their services.

Keep initial emails brief

While it's important to provide key details, try to keep your initial email concise. Focus on the most important information, such as your wedding date, location, and venue. This will give the planner a clear picture of your needs without overwhelming them with too much information.

Ask about availability and pricing

In your initial email, inquire about the planner's availability on your wedding date and their pricing packages. This will help you determine if they are a good fit for your budget and if you need to continue your search.

Follow up with a phone call or meeting

If you're interested in learning more after the initial email exchange, suggest setting up a phone call or in-person meeting. This will allow you to discuss more detailed questions and get a better sense of the planner's style and approach.

Respect their communication style

Different wedding planners have different communication preferences. Some may prefer email communication, while others may be more responsive to phone calls or text messages. Respect their preferred method of communication to ensure a smooth and efficient planning process.

Avoid bombarding them with questions

While it's important to ask questions to make an informed decision, avoid bombarding the wedding planner with too many questions at once. Focus on your most pressing concerns and create a list of follow-up questions for future discussions.

By following these tips, you can be considerate of the wedding planner's time and establish a positive and productive working relationship.

Follow up: Don't be afraid to follow up with a call if you don't hear back

It's completely normal to not hear back from a wedding planner right away. Wedding planners are busy people, and they might be focusing on a wedding that's coming up soon. However, if you don't hear back, don't be afraid to follow up with a phone call. It's your wedding, and you deserve to have all the help you need to make it perfect.

Following up doesn't have to be pushy. In fact, it can be helpful for both you and the wedding planner. A follow-up call can help you make a decision about whether to work with them and can help the wedding planner understand your needs. It's a great way to move forward and get the information you need.

If you're worried about bothering the wedding planner, remember that they might have simply forgotten to respond to your email or call. A follow-up call will remind them that you're interested in working with them and prompt them to respond. If they're not interested, they'll let you know, and that's okay! But if you don't hear back, don't assume that they don't want to work with you.

When following up, try to be conversational and friendly. Remember, you're trying to build a relationship with this person, so it's important to be yourself and show your personality. Avoid sending stuffy emails that sound like a third-person spiel about how great your company is. Instead, focus on being human and responding to their email in a natural way. End your email with a question to prompt a response and give you more information.

If you're nervous about following up, consider using a client management tool like Aisle Planner to set up automatic follow-up emails. This way, you can ensure that you're staying in touch with potential clients without having to worry about writing emails from scratch every time. You can also create email templates that you can customize quickly and easily, so you don't have to start from scratch each time.

Frequently asked questions