Great client communication is the difference between a good photographer and a booked photographer. But writing the perfect email every time is exhausting.

We've compiled 15 battle-tested email templates that you can copy, customize, and use immediately.

Inquiry Stage

The inquiry stage is where you make your first impression. Respond quickly, be personable, and show that you've actually read their message.

Template 1: Initial Inquiry Response

**Subject:** Re: Wedding Photography Inquiry – [Date]

Hi [Name]! Thank you so much for reaching out about your wedding at [Venue]! I absolutely love shooting there—the [specific feature] creates such beautiful light. I'd love to learn more about your vision for the day. Are you available for a quick 15-minute call this week? I find it's the best way to see if we're a good fit. Here are a few times that work for me: - [Option 1] - [Option 2] - [Option 3] In the meantime, feel free to check out this recent wedding I photographed at [similar venue]: [link] Looking forward to chatting! [Your name]

THE 12IMG TEAM — TAP TO COPY

Template 2: Follow-Up After No Response

**Subject:** Still thinking about [Venue] photos?

Hi [Name], Just floating back to the top of your inbox! I know wedding planning can get overwhelming. I wanted to let you know that [Date] is still available, but I do have another couple interested. No pressure at all—just wanted to keep you in the loop! Would you like to hop on a quick call this week? [Your name]

THE 12IMG TEAM — TAP TO COPY

Booking Stage

Once they're ready to book, make the process effortless. Clear next steps and enthusiasm go a long way.

Template 3: Sending the Contract

**Subject:** Your Wedding Photography Contract

Hi [Name]! I'm so excited to officially be your wedding photographer! Attached is your contract for [Date] at [Venue]. Here's what happens next: 1. Review and sign the contract (takes about 5 minutes) 2. Submit your retainer of $[Amount] 3. I'll send a confirmation and we'll schedule our planning call Please let me know if you have any questions! [Your name]

THE 12IMG TEAM — TAP TO COPY

Pre-Wedding Communication

Stay connected between booking and the big day. These touchpoints build trust and anticipation.

Template 4: Timeline Planning Email

**Subject:** Let's plan your wedding day timeline

Hi [Name]! With your wedding just [X weeks] away, it's time to start thinking about your photography timeline. Based on your ceremony at [time] and sunset at [time], here's what I recommend: - **[Time]** – Getting ready coverage begins - **[Time]** – First look (if applicable) - **[Time]** – Wedding party photos - **[Time]** – Family formals - **[Time]** – Ceremony - **[Time]** – Golden hour portraits - **[Time]** – Reception coverage Does this flow work with your other vendors? Let me know and we can adjust as needed. [Your name]

THE 12IMG TEAM — TAP TO COPY

Template 5: Week-Before Check-In

**Subject:** One week until the big day!

Hi [Name]! Can you believe it's almost here? I'm so excited for Saturday! Just a few quick confirmations: - I'll arrive at [location] at [time] - My cell on the day: [number] - Emergency contact: [coordinator/planner name and number] Is there anything that's changed or any last-minute details I should know about? See you so soon! [Your name]

THE 12IMG TEAM — TAP TO COPY

Post-Wedding & Delivery

The experience doesn't end at the reception. How you deliver images affects referrals more than you'd think.

Template 6: Day-After Sneak Peek

**Subject:** You're MARRIED!

Hi [Name]! I hope you're relaxing and soaking it all in today—you deserve it! I already started going through images and I am SO excited. Here's a little sneak peek to tide you over... [Attach 3-5 stunning images] Your full gallery will be ready in [X weeks]. Enjoy your honeymoon! [Your name]

THE 12IMG TEAM — TAP TO COPY

Template 7: Gallery Delivery

**Subject:** Your wedding gallery is ready!

Hi [Name]! The moment you've been waiting for—your complete wedding gallery is ready to view! **[View Your Gallery]** [link] A few things to note: - Your gallery includes [X] images - Downloads are unlimited for [X days] - Prints can be ordered directly through the gallery I absolutely loved capturing your day. The moment during [specific moment] had me tearing up while editing! Please don't hesitate to reach out if you have any questions. [Your name]

THE 12IMG TEAM — TAP TO COPY

Tips for Using These Templates

Personalize the brackets – Replace [Name], [Venue], [Date] with real details
Match your voice – Adjust the tone to sound like you
Add specific details – Mention something unique about their inquiry or wedding
Respond quickly – Send inquiry responses within 2-4 hours when possible
Proofread – Nothing undermines professionalism like typos

Great communication isn't about being perfect—it's about being prompt, personal, and professional.

15 Email Templates Every Wedding Photographer Needs