As a wedding planner, you email a lot. And for most of us planners and coordinators, email is our main form of communication with our couples (and their vendors!). Which means a lot of emails, over and over again! As you plan more and more weddings, you start to see a pattern. Some of the emails you send are the same every time. Maybe you change a few details, but overall, the core content is the same. This is where having an email template library is so important!
I often hear that wedding planners are afraid of email templates. They are worried the templates will take the personalization out of things! But my friend, that is far from the truth. There are so many ways to have a template but still have the email be personalized.
Think of the template as the bones of the email.
Your email template will have the most important information you want to share with your client or a wedding vendor. This way, nothing is forgotten! Then you tailor it around the client or the vendor in particular that you’re emailing.
As a planner myself, I know firsthand how useful email templates can be. Not only does it increase your productivity and saves you a lot of time, but it allows less room for error! Templates allow you to know that nothing is missed. When you create email templates, you eliminate the risk of sending incorrect messages or failing to include essential components!
Create Your Email Templates
Getting started with email templates isn’t as difficult as you may think! Start with saving just one or two emails you’ve sent on more than one occasion and turn them into templates. As you send more emails to clients or their vendors, save them as you go, and you’ll begin creating a library if you will of emails you can quickly reference and pull when needed.
Here are three steps to get started today!
01. The Emails You Send Again + Again
Start by making a list of the emails you send often and the questions you answer often.
First, start with the inquiry process. What emails do you send new inquiries? Most of these can be templated, with areas to customize for each couple. Second, look at your onboarding process. Where can you template the emails being sent out? Most CRM systems, like Honeybook, can allow you to automate this process. And lastly, look at the emails, timelines and client details you send to and confirm with vendors. Oftentimes, these are the same over and over again, with just a few adjustments!
To make this process incredibly easy, I have created the Ultimate Email Template Bundle – just for wedding planners and coordinators! You get 43 email templates that will save you hours in your wedding planning business. You’ll get 21 client communication email templates and 22 vendor communication email templates, where I take the guesswork out of email templates in this incredible bundle!
02. Highlight What Needs To Be Changed Within Each Email
Once you have your email templated, highlight the items that need to be changed with each couple or vendor. This can include the names, wedding date, venue, vendor details, etc. This is where your personalization comes in! Maybe the intro paragraph for inquiries is different, but the body content stays the same. By highlighting these areas, you know exactly what needs to change each time and won’t forget.
03. Save Your Email Templates
Once you have the email template written, copy and paste them into your CRM, or right inside Gmail templates! Gmail has an incredible canned response feature, right inside the platform for free. Learn how to use it, here! You can easily add all of your emails right into Gmail and your CRM so you don’t have to copy and paste every single time! You just select the right email, update, and send away.
Another great perk of email templates is it allows you to grow a team easily. With email templates, every team member is able to communicate and correspond with clients and vendors just as you would.
Get Your Wedding Planning Business To The Next Level
One of the most common questions with my 90-day 1-1 coaching clients is how to streamline communication – and I always have them start with creating email templates! It really is so important.
If you are reading this and thinking that it’s going to take you too much time to do, I have a solution for you my friend! I’ve written and tweaked over 40 emails that you (and your team!) can use inside your very own wedding planning business. My Email Templates Bundle for Day of Wedding Coordinators includes 43 (yes, 43!) email templates, ready to go. All you have to do is adjust for your business and save!
Trust me, this will save you hours in your business! This is perfect for full service planners, partial planners and day-of wedding coordinators. Get the bundle and create email templates in minutes!
Are you ready to save hours, and make running your business easier? Reach out and book a discovery call! My 90 Day Coaching Program is designed to help wedding planners and coordinators like you up-level their business with structured coaching that is tailored specifically towards your business and your goals!