Behind the Scenes of Our Wedding Welcome Email Sequence

How we use our Welcome Email Sequence to onboard every wedding client with clarity, consistency, and confidence

Whether you’re brand new to the wedding industry or looking to refine your systems, one of the most powerful tools in your business isn’t a fancy CRM, a lens, or a marketing trick. It’s your welcome email sequence.

Why? Because it sets the tone, builds trust, and answers questions before they ever need to be asked.

In this post, I’m breaking down the exact welcome sequence we use to onboard our wedding clients: email by email. You’ll see not just what we send, but why we send it and how this process saves hours, increases referrals, and creates an elevated client experience from day one.

1. The “You’re Booked!” Email

This isn’t just a confirmation email—it’s a celebration.

What we include:

• A warm, enthusiastic welcome that makes couples feel amazing about their decision
• A visual checklist of what happens next
• Reminders about any contract/payment items already completed

Why it matters: It immediately builds momentum and sets the tone for the experience they’ve just invested in.

2. “What to Expect from Here” – The Process Overview

This is our “here’s how we work” email. It outlines the full experience from now through gallery delivery in clear, human language. We open this one by acknowledging that it isn’t the shortest email they’ll ever read, but that it will be filled with valuable information and they should bookmark it for future reference.

What we include:

• Overview of touchpoints (engagement session, check-ins, timeline consult, etc.)
• When they’ll hear from us and what to expect at each phase
• Office hours, turnaround times, and best ways to communicate

Why it matters: Boundaries, trust, and clarity—without sounding robotic.

3. Wedding Planning Resources

This is the most saved and forwarded email in the sequence.

What we include:

• Our customized, on-brand Wedding Planning Guide that includes:
  • Timeline templates
  • Getting ready + flat lay styling tips
  • First look advice
  • Vendor recommendations
• Blog Resources
• Pinterest Links

Why it matters: It positions you as more than a photographer—you’re a guide, a calm presence, and someone who’s done this before. Oh, and you can snag our Wedding Planning Guide to customize for your clients HERE.

4. Schedule Your Engagement Session + Questionnaire

This email makes it easy for couples to take action and feel involved.

What we include:

• A direct link to schedule their session (Calendly, HoneyBook, etc.) or manually scheduling sometimes might be easier for your season of life.
• Our Engagement Session Questionnaire (to gather vision, logistics, and preferences)
• A brief overview of what the session includes and the Engagement Session Prep Guide

Why it matters: It gives them something tangible to do and helps us plan a shoot that actually reflects them, not just something generic.

Don’t worry, you can snag our Engagement Session Planning Guide to customize for your clients too. Just grab it HERE.

Why You Should Have a Welcome Email Sequence

This process isn’t just for “high-end” brands or big studios. It works because it:

• Saves you HOURS of explaining the same things over and over
• Prevents miscommunications
• Builds immediate trust and reduces ghosting or confusion
• Gives a premium feel, even if you’re a team of one
• Bonus: it creates consistency in your brand and client experience

And yes—our couples tell us they love these emails.

Want to Steal the Welcome Email Sequence?

This blog post is free (and I hope it helps!), but if you want to shortcut the setup…

I’ll be releasing our plug-and-play welcome email templates soon—including:

• Pre-written subject lines
• Email copy you can brand as your own
• Automations + what to send, when

For now? Bookmark this. Share it. Build it. And watch how much smoother your client experience becomes.

Stay tuned for when our “built for you” email sequence and template emails are available!