How Wedding Pros Should Respond to Inquiries (If You Want Better Clients)
Let’s be real. Most wedding pros don’t lose leads because they lack talent. They lose them because their responses to inquiries are disorganized, slow, unclear, or come across as trying too hard.
Replying to an inquiry isn’t just about responding. It’s your first real impression. Good clients use it to see if you seem organized, confident, and worth hiring. The wrong clients use it to see if they can take advantage.
If you want better clients, this is where to begin.
The real job of an inquiry response
Your response has one main job: help the right people move forward and gently filter out those who aren’t a fit.
Don’t write a long, detailed message.
Don’t offer a discount out of panic. Trust me, I know how hard this is.
And don’t just say, “Sure, what’s your budget?” That’s not the way to go. You sell yourself short doing this.
A strong reply to an inquiry should do three things:
Confirm you are a good fit (or quickly figure out if you are not).
Set expectations for how you work.
Give one clear next step.
That’s all there is to it. That’s what works.
The biggest mistakes I see wedding pros make
1) Waiting too long to respond
If someone contacts you and you wait three days to reply, you’re already behind. Couples and clients move quickly, and they often won’t tell you if they’ve booked someone else.
Try to reply the same day if possible, and always within 24 hours. If you can’t, set up an auto-reply that gives you more time but still feels personal.
2) Being vague
Saying, “Thanks so much! Let’s hop on a call!” is easy, but it doesn’t build trust. It also attracts people who want free advice.
Better clients want to know what happens next. If you’re vague, it can seem unorganized, even if you aren’t. The other problem is sending them too much information all at once. If you send a long message, people will skim, miss important details, feel overwhelmed, and may stop responding. Your job is to guide the process, not overwhelm their inbox with everything you know.
3) Sounding apologetic about your pricing
If your reply sounds like you expect to be rejected, you’ll attract people who want to negotiate everything.
Your prices are set. You can be friendly and still show confidence. You can lower your prices if needed, but you don’t have to say, "I am lowering my price for you." Stay confident in the delivery.
What to include in every inquiry response
Here’s what I recommend. It works and helps you manage your time.
1) A warm, specific hello. Use their names if you know them, and mention something they shared in the inquiry.
Example:
“Thank you so much for reaching out. I am so excited for you, and I love that you’re planning a September wedding in Vermont.”
This only takes a few seconds and feels more personal instantly, and tells them you are listening.
2) A quick “this is how I work” sentence- keep this short
This is your chance to show confidence and set the tone.
Example:
“My job is to keep the planning organized, the experience calm, and the details elevated, from first steps through execution.” Something like this immediately tells them you know what you're doing.
3) Two to four fit questions
Don’t ask twenty questions or copy your whole intake form into the email. Just ask enough to see if they’re a good fit. You want to get them on the phone as quickly as you can.
Pick a few like:
What venue are you considering, and is it booked yet?
What is your guest count range?
What services are you looking for (full planning, partial, month-of)?
What is your overall budget?
How did you find us?
4) Pricing guidance or a starting point
You don’t have to send a full price sheet in your first email, but you should give some guidance. Good clients appreciate honesty. You can also say our pricing is based on your overall budget, which often works well and shows you won't overcharge them.
Example options:
“Full planning begins at $X, and most couples invest between $X and $X depending on complexity.”
“Our minimum is $X. If that is within range, I’d love to set up a consult.”
This isn’t cold—it’s honest and weeds out the clients that don’t want to pay what you're worth.
5) One clear next step
Give just one next step. Don’t offer three options or ask, “Let me know what works.” Take the lead.
Example:
“If that feels aligned, the next step is a 30-minute consult. Here is my link to choose a time, or are you free on x date at x time?”
Boundaries that you can be kind without being available all the time. The best clients don’t need constant access to feel supported—they need structure.
Here are a few lines that work:
“I respond to inquiries within 24 hours, Monday through Friday.”
“I’d love to help. The best next step is to schedule a consult so I can give you real answers.”
“To keep things organized, I handle all next steps through my scheduling link.”
If you know your process, stop asking, “What works for you?” Instead, show them the next step. People are inquiring with you because they need to be guided, so guide them!
Red flags you should not ignore.
If you want better clients, stop trying to convince people who aren’t a good fit.
Red flags in inquiry emails:
They ask for discounts immediately.
They ignore your questions and keep asking for “ideas.”
They are vague about the budget but want luxury everything.
They are rude, demanding, or weirdly aggressive from email one.
You don’t have to take every client. It’s okay to protect your energy. That’s not being difficult—it’s being smart.
If you want better clients, act like you already have them.
Better clients aren’t looking for someone desperate to book them. They want someone who feels steady, clear, and capable. Your inquiry response is your first chance to show that. So tidy up your response. Keep it simple, confident, and make the next step clear.
Want help tightening your inquiry process?
If you’d like me to review your inquiry email, contact form, and the full process, I can help. I’ll give you specific edits, stronger wording, and a process that helps you book better clients without taking over your life.
Reach out, and I’ll let you know the best place to begin!
