All Wedding · original wedding vendor inquiry templates -------------------- https://allwedding.us/guides/wedding-vendor-inquiry-email-templates -------------------- VENUE Subject: Wedding venue availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? Could you confirm seated capacity for our proposed layout, what's included, outside-vendor rules, setup/end times, and your weather-backup space? Please include food/bar minimums and all mandatory charges. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- PHOTOGRAPHER Subject: Wedding photographer availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? Could you share a full wedding gallery, coverage hours, who will photograph our event, second-photographer options, travel charges, gallery delivery timing, and image-sharing terms? Our priority moments are [priorities]. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- PLANNER Subject: Wedding planner availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? We need [full planning / partial planning / coordination]. Could you describe the tasks you'll own, when your work begins, meeting limits, on-site staffing, and what remains our responsibility? Please separate your fee from any vendor purchases. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- CAKE BAKER Subject: Wedding cake baker availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? We need [number] agreed portions, with [design/flavor preferences] and [dietary requests to discuss]. Could you confirm portion sizes, display-cake versus supplemental options, tasting, delivery, setup, storage needs, and any stand or cutting charges? If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- CATERER Subject: Wedding caterer availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? We are considering [plated / buffet / stations / family-style] with [menu priorities]. Could you itemize food, staff, rentals, bar options, service charges and quoted tax? Please explain dietary-request handling, kitchen needs, vendor meals and final-count deadlines. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- FLORIST Subject: Wedding florist availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? Our floral priorities are [priorities], with [personal pieces], [ceremony pieces] and [table count] reception arrangements. Could you separate flowers, vessels/rentals, delivery, installation, relocation and strike? Please describe substitutions and the last change deadline. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- DJ OR BAND Subject: Wedding dj or band availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? We need music and sound for [ceremony / cocktail hour / reception]. Could you confirm the performers, coverage, microphones, setup/power needs, MC responsibilities, backup plan and overtime? Please explain requests, do-not-play selections and exact-version cues. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- VIDEOGRAPHER Subject: Wedding videographer availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? Could you describe who films, coverage hours, audio capture, delivered film lengths, editing style, delivery dates, travel fees, and sharing rights? Please clarify how you coordinate with photography and whether raw footage is included or available. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- HAIR AND MAKEUP Subject: Wedding hair and makeup availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? We need services for [number] people, ready by [time] at [location]. Could you itemize each service, trial options, travel, early-start charges and assistants? Please confirm the schedule, preparation instructions and how you discuss sensitivities or product preferences. If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- RENTALS OR TRANSPORTATION Subject: Wedding rentals or transportation availability — [date], [city] Hi [provider name], We're planning a wedding on [date or flexible dates] in [city/venue] for approximately [guest count] guests. Our target budget for your services is [budget], and we liked [specific aspect of your work]. Are you available, and do these plans fit the services you offer? We need [items / vehicles], quantities [quantities], at [locations] during [windows]. Could you confirm capacities, delivery/pickup, installation or driver time, access requirements, damage terms, standby/overtime and mandatory fees? If so, please send a dated, itemized proposal showing inclusions, required extras, payment milestones and how long the quote/date hold is valid. Let us know the next useful step. Thank you, [names] [preferred contact details] -------------------- FOLLOW-UP Subject: Following up on our wedding inquiry — [date] Hi [provider name], We're following up on our [date sent] inquiry for [wedding date/location]. We're still interested in [specific service]. Is there any information you need from us to assess fit or prepare a proposal? Our decision date is [actual date]. If you're unavailable, a quick note would help us plan. Thank you, [names] -------------------- POLITE DECLINE Subject: Thank you for your wedding proposal Hi [provider name], Thank you for the time and care you put into your proposal. We've chosen another option for this event. We appreciate learning about your work and wanted to let you know so you can release any provisional date hold. Best, [names]