How to Inquire with Wedding Vendors 

Wedding or elopement planning can be overwhelming, especially when you’re trying to find the perfect vendors. 

The options can seem endless! For most of my couples, this is the first time they’re planning a wedding, so finding (and booking) vendors is a totally foreign concept. Don’t worry, besties. I’m here to help! I’ve been in the industry for more than ten years, and these are my recommendations for how to inquire with wedding vendors. 

Do your research 

This is the overwhelming part, and there’s not really a way around it. Whether you’re looking for a sick venue or the tastiest cake, the internet is your best friend. I love Reddit for straight up recommendations, so you could search “unique wedding venues in Colorado reddit” and see where you get. Take note of any businesses that are mentioned a lot – that’s a good sign! You can also look at wedding Facebook groups for your area, or do some searching on Instagram or TikTok. 

I DON’T recommend using websites like The Knot to look for or inquire with wedding vendors. These types of websites are “pay to play,” which means if a vendor didn’t want to pay a stupid amount of money to be featured on their website, you won’t find them there. 

As you’re researching, keep track of the vendors that sound promising. I love the notes app of my phone, but if you’re an Excel baddie, do it that way. Whatever works for you!  

Read their website (actually) 

Now that you have your list of promising vendors, it’s time to look at their website. Listen buddies – businesses spend a LOT of time and money on their websites. The good ones have a lot of the information you need to know – reviews, about the business, their values, packages, pricing, and next steps. READ IT. I get asked questions all the time that are answered right on my website. It saves both you and the vendor time if you take a few minutes to read through the pages on their website.  

Equally as important, read through their Google reviews and their social media. Not having a lot of reviews isn’t necessarily a bad thing, but it is a way to see how long someone has been providing their services. Social media is a great way to feel out their vibe and personality. A bonus? Some vendors will run specials or give away freebies on their socials, so pay attention! 

Fill out an inquiry 

You’ve done your research and found the people you vibe with based on their website and socials. Now it’s time to inquire with wedding vendors! My biggest tip here is to inquire the way they prefer. Most vendors will have a “contact” or “work with me” form on their website – that’s what you should fill out. That’s not the case for everyone though. Some may prefer an inquiry via email or via DM on social media. Whatever they say is their process (you can usually find this in their social bio or on their website), that’s exactly what you should do. PLEASE do not send someone an Instagram DM about their availability if they clearly state you need to visit their website to inquire. Wedding vendors have a process for a reason – be respectful and follow it. 

If the inquiry form is just a blank box without specific questions for you, I’d recommend including: you and your fiancé’s names, your wedding or elopement date, the location, how they can contact you, and why you’re reaching out. If you want to know if they’re available for your date, say that. If you want more info on packages and pricing, say that. Give us what you need and we’ll give you what you need. 

When it comes to the inquiry form, make sure you fill out all the sections as best you can. Listen, I know it can be overwhelming and annoying to fill out the same information again and again. But those details help us, the vendor, better understand who you are and what you want. Try keeping a document with your answers for the most common questions, and then you can just copy/paste into the inquiry forms you’re filling out. 

Jump on a call 

After you fill out an inquiry, you’ll likely get an automated response email to your inbox. Sometimes that email will have a PDF with packages and pricing, or it may just acknowledge they got your inquiry. Almost always it will say when you can expect to hear back from them. Respect their boundaries! And remember, business days are not Saturday and Sunday, friends. If you haven’t heard from them by the timeframe they stated, then it’s okay to follow up. 

When you do hear back from the wedding vendor, the next step is usually setting up some type of call. I prefer a video call (it feels more personal), but a phone call is totally fine, too. The call is a great chance for the vendor to tell you more about what they offer, and it’s a chance for you and bae to ask any questions you have. Come prepared! Even if one partner is leading more of the planning process, it’s always nice for both of you to be on the call. 

Don’t stress – you by no means have to tell the vendor if you plan to book with them on the call. Thank them for their time and let them know you’ll reach out once you’ve made a decision. We totally understand couples are talking with more than one vendor! 

Let them know your decision 

Remember when you were dating? And how terrible it felt when you got ghosted? Don’t make your vendors feel that way! Once you’ve made your decision, be an adult and let your vendors know. Obvi the “we want to book you!” email is so much more fun, but you also need to let people know you aren’t choosing them. It doesn’t have to be a novel of an email – copy/paste the below, personalize it, and hit send. You’re welcome. 

“Hi [vendor’s name], 

I just wanted to say thank you for your time and for sharing more about your services. We really appreciate it! After some thought, we’ve decided to go in a different direction, but we truly appreciate your help and wish you all the best. 

Thanks again!” 

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I hope this helped give you a better idea of how to inquire with wedding vendors. It can be a lot of work, but it’s also such an exciting time. Still looking for a photographer? Inquire with me! 

Work with McKenzie.