How to Respond to Wedding Enquiries

Responding to wedding enquiries is a critical opportunity to showcase your professionalism, enthusiasm, and unique offerings. Whether you’re a venue owner, photographer, or cake maker, how you manage enquiries can significantly impact your ability to secure bookings. Here’s how to respond effectively, with tailored examples for each type of supplier.

1. Respond Promptly

Couples are often reaching out to multiple suppliers, so a timely reply with a brochure or pricing demonstrates professionalism and eagerness to help.

• Tip: Set up a friendly auto-response to acknowledge the enquiry while you prepare a personalised reply. Attach your brochure or portfolio and include basic information such as pricing, availability, or services.

Examples:

• Venue:
  "Thank you for considering [Venue Name] for your special day! We’ve attached our brochure with package details and availability. We’ll be in touch within the next few days  with a bit more information, to answer your questions and discuss your plans."

• Photographer:
  "Thanks for your enquiry about wedding photography! I’ve attached my portfolio and pricing guide to help you get started. I’ll follow up soon to chat more about your vision and how I can help."

• Cake Maker:
  "Thank you for reaching out! I’ve attached my wedding cake brochure, including flavours, styles, and pricing. I’ll be in touch shortly to discuss your ideas in detail. If you have any questions though, please feel free to reach out on [contact email]"

Benefit: Immediate responses keep couples engaged, reassure them their enquiry is important, and provide helpful information upfront, increasing the likelihood of further interaction.

2. Start with a Personal Connection

If you’ve already sent an automated reply, the next step is critical in making a strong impression. While the auto-response provides immediate reassurance and basic information, your follow-up should feel personalised and show genuine interest in their specific needs. Avoid sending another generic email, as this can make couples feel like they’re just another enquiry rather than a valued potential client.

Reference Their Specific Details

Show that you’ve taken the time to read their enquiry and understand their vision. Reference any details they’ve shared, such as their preferred date, theme, or style of celebration.

• Example for a Venue:
  "Hi Alex and Jess, thank you for enquiring about [Venue Name] for your wedding on 14th June 2025. A summer wedding sounds wonderful, and our gardens would make the perfect backdrop for your big day."

• Example for a Photographer:
  "Hi Emily and Tom, it’s lovely to hear you’re planning a relaxed countryside wedding. Capturing natural, candid moments is my specialty, and I’d love to document your day."

Why It Works: Referencing specific details makes your response feel personal and shows you’re paying attention to their unique plans.

Use a Warm, Conversational Tone

Your response should sound like it’s written for them, not copied and pasted. Keep the tone friendly, approachable, and professional, ensuring it reflects your enthusiasm for their plans.

• Example for a Cake Maker:
  "Hi Sophie, your idea for a floral-themed wedding cake with blush and gold tones sounds stunning. I’d love to create something beautiful that fits your vision."

Why It Works: A conversational tone builds rapport and helps couples feel more comfortable communicating with you.

Address Any Questions or Concerns

If the couple asked specific questions in their enquiry, address them directly and provide helpful, concise answers.

• Example:
  "You mentioned you’re expecting around 120 guests. Our venue can comfortably accommodate up to 150, so there will be plenty of space for everyone to celebrate."

Why It Works: Providing clear answers shows you’re attentive and willing to help, which builds trust.

Further Examples:

• Venue:
  "Hi Alex and Jess, thank you for getting in touch about [Venue Name]! Your idea of an autumn wedding sounds lovely, and our candlelit barn would be the perfect setting for your celebration."

• Photographer:
  "Hi Sophie and Tom, thanks for reaching out! A relaxed beach wedding sounds so beautiful—I’d love to help capture those special moments for you."

• Cake Maker:
  "Hi Emily, thank you for considering me for your wedding cake! Your vision of a floral-themed cake with soft pastel colours sounds stunning, and I’d love to bring it to life."

Benefit: Personalised responses help couples feel valued and excited about working with you, making them more likely to choose your services.

3. Use Emotive Language

A wedding is one of the most significant and emotional milestones in a couple’s life. It’s a day filled with joy, love, and excitement, but also with high expectations and sometimes a bit of stress. When responding to wedding enquiries, your tone and language should reflect the emotions that come with planning such a special day. 

By tapping into this emotional context, you can create a connection that resonates deeply with couples and makes your service stand out.

Highlight the Unique Joy of Their Day

Acknowledge that their wedding is not just any celebration but their special day. Reflect their excitement back to them and use imagery to help them visualise the experience.

• Example:
  "Your vision for an outdoor ceremony sounds absolutely magical. Picture yourselves exchanging vows under the sunlit trees, surrounded by your loved ones—our garden is the perfect setting for a moment like that."

This paints a picture of their day and shows that you’re already invested in making it perfect for them.

Validate Their Emotions

Planning a wedding is exciting but can also be overwhelming. Acknowledge this balance in your response to help them feel reassured and supported.

• Example:
  "We know planning a wedding can feel like a big task, but we’re here to make it as smooth and enjoyable as possible. Our team will be with you every step of the way to ensure your day is everything you’ve dreamed of."

This approach builds trust and reassures them that you understand their emotional journey.

Examples:

• Venue:
  "Imagine saying your vows under the open sky in our beautiful gardens, followed by a celebration with loved ones in our romantic candlelit reception hall."

• Photographer:
  "I specialise in capturing the laughter, happy tears, and unforgettable moments that make your wedding day truly yours. My goal is to tell your story through timeless photos."

• Cake Maker:
  "Your wedding cake should be as unique as your love story. I can’t wait to create a show-stopping design that tastes as amazing as it looks."

Benefit: Emotive language helps couples visualise how your services enhance their day, creating a connection that sets you apart.

4. Highlight What Makes You Unique

Use your response to showcase what sets you apart and why couples should choose you over competitors.

Examples:

• Venue:
  "What couples love most about [Venue Name] is how versatile our space is—from festival-style weddings on the lawn to intimate candlelit ceremonies indoors. One couple recently said, ‘We felt like the venue was ours for the day—it was magical.’"

• Photographer:
  "My relaxed, unobtrusive style helps couples feel completely at ease, so I can capture those genuine, joyful moments. One recent bride even said, ‘I forgot Sam was there until she caught the perfect shot of us laughing during the speeches.’"

• Cake Maker:
  "My cakes combine artistry and flavour, and I specialise in creating designs that reflect each couple’s unique theme. One couple told me, ‘The cake was so beautiful, we almost didn’t want to cut it!’"

Benefit: Highlighting your unique strengths builds trust and makes couples excited to work with you.

5. Offer a Clear Call to Action

Guide Couples to the Next Step

Make the next step in the process simple and convenient. Offering a calendar link for scheduling appointments or tours significantly increases the likelihood of a response, as it removes barriers and allows couples to act on their own time.

• Example:
  "We’d love to show you around! Use the link below to book a private tour of [Venue Name] at a time that works for you. We can discuss your plans and show you how we can make your day unforgettable."
  [Insert Calendar Link]

Benefit: Providing a direct booking link streamlines communication, reduces back-and-forth emails, and helps couples take action quickly, moving them closer to a booking.

By combining a clear call to action with an easy scheduling tool and proactive follow-ups, you create a seamless process for couples to move from enquiry to booking. This approach not only increases the chances of securing their business but also positions you as a professional and attentive supplier.

Conclusion

Whether you’re a venue owner, photographer, or cake maker, responding to wedding enquiries with speed, personalisation, and care can make all the difference in securing bookings.

By tailoring your responses, highlighting your unique strengths, and providing clear next steps, you’ll leave a lasting impression on couples and increase your chances of success.

For more tips on enquiry management for wedding suppliers, or to learn how to streamline your sales process, get in touch—we’d love to help!