Let’s get real, wedding planning in 2025 doesn’t start with a binder and highlighters. It starts with a Google search and a contact form. And according to expert Danielle Rothweiler of Rothweiler Event Design, sending the right message in the right way to Wedding Vendors, not only ensures you get timely responses but also sets the tone for a positive working relationship.
This expert feature breaks down Danielle’s modern-day guide for couples to sliding into the vendors’ inboxes like a pro:
1. Email First, DMs Second
While it might be tempting to shoot a quick DM or text, these messages can easily get lost in a sea of notifications or end up in spam or junk folders. A direct email, preferably through a contact form or their business email, is far more reliable and ensures your inquiry is properly tracked.
Most vendors make it easy with a contact form on their website. If you can’t find a form, locate their direct email. Either method works, but forms often help vendors collect all the information they need from you upfront.
When filling out a contact form, be as thorough as possible. If you don’t have a confirmed date or location yet, that’s okay! You can share the season and year you’re considering, along with the general city or region. If multiple locations are in play, list them all; the more context you provide, the better vendors can respond with relevant availability and suggestions.
Image | Weddings by Purr
Some forms may ask which vendors you’ve already booked. This isn’t about judging you, it’s about context. Vendors want to know what other professionals are involved so they can anticipate dynamics and ensure a smooth collaboration. Personally, there are venues and vendors I no longer work with because of prior challenges and difficulties past clients have had. Sharing this information upfront helps everyone move forward confidently.
Budget transparency is key. Many couples worry about “wedding tax” or being taken advantage of, but vendors aren’t trying to swindle you. They just need to understand your budget so they can tailor proposals appropriately and avoid wasting your time. If you don’t have a line-item budget yet, your overall budget is still very helpful.
Let vendors know whether you prefer to be contacted via email or phone. This helps them respond in the way that works best for you and ensures you don’t miss important information.
If you haven’t heard back within 48 hours (excluding weekends), it’s fine to follow up once. Check your spam folder first though, so often I’ve had to remind potential clients that my response was waiting in their junk folder!
However, if a vendor is non-responsive after a follow-up, it’s time to move on. If they act this way before receiving your money, what makes you think they’ll respond faster afterward? The wedding industry is full of talented vendors, and there is a perfect match for every style and budget. You don’t need to chase anyone who isn’t prioritizing you.
When filling out forms, don’t feel pressured to write your life story unless you want to. The basics that vendors need are:
Being concise yet thorough allows vendors to respond quickly and accurately, while respecting both your time and theirs.
Bottom Line: Approaching wedding vendors professionally doesn’t have to be complicated. Thoughtful, complete, and honest communication ensures you get the best service possible and helps your wedding planning journey start on the right foot.
So don’t sweat the ones who ghost you. True professionals understand that couples are new to the wedding world and will never toss an inquiry aside simply because it wasn’t fully detailed. Never feel like you’re “not good enough” for a certain vendor or venue; if they don’t get back to you, that energy is exactly what you want to avoid in your wedding team. Focus on the vendors who respond with professionalism, warmth, and excitement for your day. Because that’s the squad you want dancing beside you when the confetti hits.
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