You're spending hours every week writing the same emails. The enquiry response. The booking confirmation. The "just checking in" follow-up. Here are copy-paste templates that sound professional and personal—while giving you your evenings back.
Why Templates Don't Make You Robotic
Some vendors resist templates. "I want to sound personal." "Every client is different." True—but 80% of what you write is the same every time. Templates handle that 80%, freeing you to personalise the bits that matter.
Good templates are starting points, not straitjackets. Tweak them, add specific details, make them yours. But don't start from a blank screen every time.
Initial Enquiry Response
Speed matters here. Respond within hours, not days, and you'll dramatically increase your booking rate.
Subject: Re: [Event type] enquiry - [Your business name]
Hi [Name],
Thanks for getting in touch about your [event type] on [date]. Sounds like a brilliant event, and I'd love to be part of it.
To put together an accurate quote, I just need a few details:
• Approximate guest numbers
• Venue location (or area if not confirmed)
• What kind of food you're thinking—formal sit-down, casual grazing, street food style?
• Any dietary requirements I should know about?
• Rough budget range (helpful but optional)
Happy to jump on a quick call if easier—just let me know a time that works.
Looking forward to hearing more!
[Your name]
[Phone number]
Quote Email
Present your quote clearly with the value front and centre—not just the price.
Subject: Your quote for [event] - [date]
Hi [Name],
Great chatting with you about your [event type]. Here's what I'm proposing:
[Package name or description]
For [X] guests on [date] at [venue]
Includes:
• [Menu item 1]
• [Menu item 2]
• [Service element, e.g., "2 hours serving time"]
• [Any extras, e.g., "all crockery and serving equipment"]
Investment: £[total]
To secure your date, I'd need a [%] deposit (£[amount]) with the balance due [timeframe] before the event.
This quote is valid for 14 days. Dates in [month] are filling up, so do let me know if you'd like to go ahead.
Any questions at all, just shout.
[Your name]
💡 Pro Tip
Never send a quote without a follow-up plan. If you haven't heard back in 5-7 days, send a gentle nudge. Most bookings are lost to silence, not competitors.
Quote Follow-Up
Chasing without being pushy. This is where many vendors give up too soon.
Subject: Quick follow-up - [event date]
Hi [Name],
Just popping back to check if you had any questions about the quote I sent over for [event]?
Happy to tweak the package if needed—different menu options, adjusted portions, whatever works for your plans.
Let me know either way—I'm holding [date] tentatively but have had a couple of other enquiries for that weekend.
[Your name]
Booking Confirmation
Once they've said yes and paid the deposit—lock it in clearly.
Subject: Booking confirmed! [Event] on [date]
Hi [Name],
Brilliant—you're booked! I've received your deposit of £[amount] and your date is secured.
Event details:
Date: [date]
Venue: [location]
Guests: [number]
Package: [description]
Total: £[amount]
Balance due: £[amount] by [date]
I'll be in touch [timeframe, e.g., "2 weeks before"] to finalise all the details—exact timings, final numbers, any last-minute changes.
In the meantime, if anything comes up, you've got my number.
Looking forward to it!
[Your name]
Pre-Event Check-In
Touch base 1-2 weeks before to confirm final details and remind them of the balance.
Subject: Final details for [date] - [event type]
Hi [Name],
Getting excited for [date]! Just a few things to confirm:
• Final guest count: Still [X] people?
• Any dietary requirements I should know about?
• Access time: What time can I arrive to set up?
• Any changes to the plan?
Also, the balance of £[amount] is due by [date]—[payment instructions if needed].
Let me know if anything's changed. Otherwise, see you on [date]!
[Your name]
Automate Your Communications
VendorPad sends templated emails automatically at the right moments—quote follow-ups, payment reminders, pre-event check-ins. Set it up once, never forget again.
Get Early AccessPost-Event Thank You
This is where reviews and referrals come from. Don't skip it.
Subject: Thanks for having us at [event]!
Hi [Name],
Just wanted to say a huge thank you for choosing us for your [event type]. It was a pleasure being part of such a [great/beautiful/fun] day.
I hope everyone enjoyed the food and the day went smoothly!
If you've got a moment, I'd be incredibly grateful if you could leave us a quick review on Google—it really helps other people find us. Here's the link: [Google review link]
And if you know anyone else planning a [wedding/party/event], I'd love the referral. Word of mouth is everything for small businesses like mine.
Thanks again, and hope to work with you again sometime!
[Your name]
Decline Template
Sometimes you need to say no. Do it gracefully, and they might come back later.
Hi [Name],
Thanks so much for thinking of us for your [event]. Unfortunately, I'm already booked on [date]/this one isn't quite the right fit for what we do.
I'd recommend checking out [alternative vendor] or [another suggestion] who might be better placed to help.
Best of luck with the event—hope it goes brilliantly!
[Your name]
Making Templates Work
- Save them somewhere accessible: Notes app, Google Docs, saved drafts in your email client.
- Personalise every time: Names, specific details, something you discussed. Generic is obvious.
- Update regularly: If you find yourself editing the same thing repeatedly, update the template.
- Match your voice: These templates are conversational. If you're more formal, adjust accordingly.
Templates aren't about being lazy—they're about being consistent and efficient. The time you save on routine emails can go into the parts of your business that actually need your creativity and attention.
