Most people tell me that they usually copy and paste parts of emails from other clients. But, that means digging through your sent folder, finding the right email, editing it, tweaking it, etc. While all of this unnecessary backtracking could have been easily avoided with email templates!
Thennn, the second thing I get is: well, I have email templates! I have an Evernote with templates in it and I just go in, copy, and paste. Again… this can be so much easier!!
The third thing people say is: I have an email template for my inquiry email… and that’s it.
Okay, NO WONDER your inbox has 4,327 emails. And, you feel like you spend all your time in there (AND it haunts your dreams). Most importantly, you’re just wasting your life away writing emails. YIKES!
I made a hard rule for my business that if I had to write an email more than once, it became an email template. Now, I have a WHOPPING 174 email templates for my business. I have a template for everything… wedding clients, vendor emails, portrait clients, mentoring clients, workflow clients, you name it. With the template, I can easily tweak and customize every time I send it out. This way, I don’t waste HOURS in my email inbox every day. Just a few clicks of a button and I can get through emails in a flash.
The most beneficial thing I’ve found with email templates (besides saving time) is that it helps me be proactive. I can send emails to my clients when I need to notify them about something specific. Like their blog post is up, or their gallery is live. This makes for happy, satisfied customers because of the consistent follow-up.
Today, I’ve made you a list of the 10 email templates that every photographer must-have for their business. I’ve also included a short blurb of what is included in each email.
BONUS FREEBIE: Click here to grab the exact written copy for all 10 email templates that every photography must have! I’ll email you a PDF with the templates inside so you can start using them today!
#1 – Inquiry Email
The basic rundown of my inquiry email is…. Congratulations on your engagement! I love your venue because ______. I’m available for your date, and can’t wait to learn more about your story! To kick things off here’s a little more about me ______. My goal is to ______. If you think we’d be a good fit, I’d love to set up a time to chat! Here’s a link to my calendar where you can pick the best time for you!
*It’s a few paragraphs long, but this is a basic structure.
#2 – Blog Post is Live + Comment Contest
Don’t wait for your couple to stumble upon the blog on social media. Let them know their post went live with your favorite pictures from their session. Then, give them an incentive to share by creating a comment contest. Each comment on the post gets them # credit towards X. (Print credit? Store Credit? Future Session Credit?)
#3 – Gallery is Live
Just like above, as soon as the pictures are done uploading into their gallery, I send my client an email. I notify them that their gallery is live, including a link to the gallery and instructions on how to navigate it. I also mention that I can’t wait to hear their thoughts! Sometimes I’ll send a text to “Check your email!!!” My hope is that they will reply with their excitement and some sort of positive affirmation. Because, after all that hard work, it feels good to know you have a happy client!
#4 – Product Options
I think we tend to assume that everyone knows exactly what we sell. So, we never actually share it with them, which is a huge disservice! I’m learning that I need to do a better job at letting people know what exists in the Shop! I do this after a wedding or a session by sending a list of the product options from their gallery. In the email, I break down what is offered in the shop and send them their custom shop link. I use Pic-Time for my gallery and shop software. Pic-Time is GREAT because it creates a custom shop for each client!!
This link will get you a free month of Pic-Time. I recently made the switch from a different software and I am completely obsessed with it!!
#5 – Proposal Sent
I send my proposals through HoneyBook. It bundles my contract, invoice, payment schedule and first email to my client all in one file. I created a proposal email template that basically says thank you so much for booking me, I can’t wait to work together. Then, it explains the payment details and where to mail a check if they opt to pay that way. It also explains the next steps and what to expect in the coming weeks.
#6 – Thank You for Booking + What to Think About in Coming Months
As soon as I receive their signed contract and retainer, I send an email notifying them that everything is all set! After that, I give them a bunch of things to think about in the coming months such as their timeline, their engagement session, whether or not they should do a first look, and more. At the end of the email, I also ask for their mailing address so I can send them a welcome gift!
#7 – Day After Session or Wedding: What to Expect
I can’t tell you how many complaints I’ve heard about people’s clients asking when their pictures will be ready! I always ask… do you send an email and tell them what to expect? The answer is usually no! This email states how much fun I had at their wedding and what an honor it was to be a part of it. Then, I explain exactly what to expect when receiving their blog post and images gallery. And of course, to have a blast on their honeymoon!
#8 – Vendor Introduction
I always strive to give the best experience possible to everyone involved with a wedding day. This includes the vendors. After I receive my vendor questionnaire from my clients, I email all of the vendors and introduce myself as the photographer. I let them know that I’ll be sending the images to them after the wedding day and that I can’t wait to work with them.
#9 – Vendor Link to Gallery
As promised, I send each vendor the link to the image gallery when it’s complete. My hope is that they can share and showcase their beautiful work on social media without poor quality phone images! I let them know where they can credit me on social media if they post there.
#10 – To Client if Did Not Order Album
Albums have a huge place in my heart and my business. My grandparents have been married for 67 years and they still have their wedding album on their coffee table. For any clients who don’t order a wedding album, I share the story of my grandparents and my heart behind why albums are so important. Then, I offer them options for purchasing an album if that’s something they’re interested in. I think albums are a truly invaluable heirloom to have.
And there you have it! The top 10 most important templates to have! Setting these up will save you SO MUCH TIME. Communication with your clients doesn’t end when the wedding is over. This is the time you need to really wow them with your organization and delivery. Educate your clients on what to expect with the delivery of images, coach them through ordering products and finalizing their album (and offer new products or collection upgrades to them). Share galleries with vendors and leave the entire wedding team talking about you.
In the Shop, I have email template collections for wedding photographers, portrait photographers, and your album workflow that will you TONS of time and have your clients raving about you, vendors talking about you, and will make you feel like you’ve got it all together! 😉 Click here to snag your copy and start saving HOURS a week.
Hello, I enjoy reading all of your article post. I wanted to write a little comment to support you.|
This was so helpful. Thank You so much!
It was helpful. Keep on posting!
Aw, this was an extremely good post. Taking the time and actual effort to make a really good article… but what can I say… I procrastinate a lot and never manage to get anything done.
I enjoyed this post really. It helped me fully to make an email template. Thanks a lot!
Hi Siobhan! I’m so glad that you found it helpful and were able to fully make an email template!! Thanks so much for the positive feedback!
Appreciate it! A good amount of tips!