Reaching out to wedding vendors can feel overwhelming—especially when you’re juggling multiple inquiries and trying to compare options. The key to getting quick, clear, and helpful responses from vendors? Writing an email that is concise, professional, and specific.

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Step 1: Use a Clear Subject Line

Your email subject line should be direct and informative to help vendors prioritize your inquiry.

✅ Good Examples:

• Wedding Inquiry: Photography for September 14, 2025 – DC
• Availability & Pricing for Smith-Johnson Wedding (June 7, 2026)
• Florist Inquiry: Soft Neutrals & Greenery (October 12, 2025, at The LINE DC)

❌ Avoid:

• Wedding Info Needed (too vague)
• Question About Pricing (not enough context)

💡 If you’re inquiring with multiple vendors, keep your subject line format consistent for easy tracking in your inbox!

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Step 2: Start with Key Details

Vendors need basic event details before they can provide an accurate response. Include the following at the beginning of your email:

✅ Your Names: (e.g., “Hi, we’re Emma & James!”)
✅ Wedding Date: (or at least preferred season/year)
✅ Venue Location: (if booked, or list potential locations)
✅ Guest Count: (approximate is fine)
✅ Service Needed: (e.g., “We’re looking for a modern, documentary-style photographer.”)

📌 Example Opening:
“Hi [Vendor Name],

We’re Emma and James, and we’re getting married on October 12, 2025, at The LINE Hotel in Washington, DC. We’re expecting around 120 guests and are currently looking for a wedding photographer who specializes in a modern, documentary-style approach. We’d love to learn more about your work and availability!”

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Step 3: Ask the Right Questions

Once you’ve introduced your wedding details, ask specific questions to get the most useful information.

If Inquiring About Pricing & Packages:

• Are you available on our wedding date?
• Can you share your pricing guide or standard packages?
• Do you offer customizable packages?
• What is included in your base pricing?
• Do you require a minimum spend?

If Inquiring About Experience & Style:

• Have you worked at our venue before?
• How would you describe your approach (e.g., candid, editorial, classic)?
• Can we see a full gallery from a recent wedding?

📌 Example Inquiry for a Photographer:
“We love your work and are particularly drawn to your natural, candid style. Could you share a recent wedding gallery so we can get a sense of how you capture the full day? We’d also love to know more about your packages and what’s included!”

💡 Avoid asking “What are your rates?” without context—vendors have multiple package options, so be specific about what you need!

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Step 4: Keep It Concise & Friendly

Vendors are busy, so shorter emails tend to get quicker responses. Aim to keep your inquiry to about 3-5 sentences and use a warm, professional tone.

✅ Good Example:
“Hi [Vendor],

My fiancé Alex and I are getting married on September 14, 2025, at District Winery in DC. We’re expecting 100 guests and looking for a florist to create an elegant, organic-style floral design with soft neutrals and greenery. We love your portfolio and would love to know more about your availability, pricing, and what’s included in your packages.

Looking forward to hearing from you!
Best,
Emma & Alex”

❌ Avoid Long, Overwhelming Emails:
“Hi, I’m getting married next year and still figuring out my vision. I think I want a boho theme, but I also like classic styles. I saw some Pinterest images I like, but I’m not sure if they’re in my budget. Can you send me pricing and also let me know if you have recommendations? Also, do you offer day-of delivery? Also, what flowers are in season? And do you have examples of past weddings that match this? Also, do you have an availability calendar? Thanks!”

💡 If you have a Pinterest board or inspiration photos, save them for a follow-up conversation after you confirm the vendor is a good fit!

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Step 5: End with Next Steps

Clearly state what you need next to keep the conversation moving.

✅ If you want pricing: “Could you send over your pricing guide and availability for our date?”
✅ If you’re ready to chat: “We’d love to schedule a quick call—are you available this week?”
✅ If you have a deadline: “We’re hoping to finalize our florist by the end of the month—let us know if you’re available!”

📌 Example Closing:
“We’d love to chat further—do you have availability for a quick call next week? Looking forward to learning more!”

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Step 6: Follow Up If Needed

If you don’t hear back within 5-7 business days, a polite follow-up can help keep the conversation moving.

✅ Follow-Up Example:
“Hi [Vendor],

I just wanted to follow up on my email about our wedding on [date] at [venue]. We’re still looking for [service], and we’d love to know if you’re available!

Looking forward to hearing from you soon!
Best,
[Your Name]”

💡 If a vendor is non-responsive after two follow-ups, it’s best to move on to another option.

💡 Vendors often do not respond to email between Friday and Tuesday, as they have events on the weekend days and often take Monday off to recover.

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Reaching out to wedding vendors doesn’t have to be stressful—the key is to be clear, concise, and professional while giving them the details they need to help you. A well-crafted email can save you time, get faster responses, and ensure you book the perfect vendor team for your wedding. Need help navigating the vendor selection process? Let’s chat!