5 Email Templates Every Photographer Should Have Ready to Send

Work faster. Look more professional. Book more.

Whether you’re booking weddings, minis, seniors, or families, a slow or sloppy reply can lose you the job. Having a set of ready-to-use email templates means you can respond in minutes, keep your tone consistent, and save hours every month. Remember, you can always refine these emails over time but it’s having an email template setup that can really help speed up your workflow. With a little help from ChatGPT & Swiftbooks, you should have some solid templates setup thereby saving you hours of time.

1. New Inquiry Response

The first reply sets the tone for your entire client relationship. This is your first impression, make it count.

If you take too long or sound generic, you risk:

-Losing them to a faster-responding competitor.

-Becoming just “one of three” price-check emails in their inbox.

-Missing the chance to emotionally connect before they start comparing prices.

Speed + warmth = higher booking rates.

Core Goals of This Email

Acknowledge and Thank — make them feel seen and appreciated.

Confirm Availability — answer their biggest question immediately.

Give Just Enough Detail — share your starting price and next step without overwhelming.

Guide to Action — encourage a face to face meeting.

When someone reaches out, speed wins. This email should:

-Thank them for their interest.

-Share availability & starting price.

Bonus: Consider including a link to some of your recent work and find some common ground.

-Prompt to create it in ChatGPT:

"Write a friendly, professional reply to a new inquiry for a [session type] in [location]. Include availability, starting price, and an invitation to a link of new work I’ve created. Additionally, extend interest in meeting with them over a call."

2. Booking Confirmation

Once a client says “yes,” lock it in:

-Swiftbooks allows you to send the invoice, contract, and payment via copied link or directly through the application in one easy to use location.

-Once payment & contract details are filled out, you’ll receive a confirmation email from Swiftbooks.

-Follow up with your client with a “can’t wait to work with you” note.

-Bonus: Swiftbooks allows you to save email templates. Use a prompt to create a follow up email thanking your client and preparing them for the next steps and save it for the future.

-Prompt to create it in ChatGPT:

"Draft a thoughtful note thanking [names] for booking. Include a confirmation for a [session type] on [date] at [location]."

3. Client Prep Guide

Help clients arrive ready and confident while reinforcing that you’re a pro who thinks ahead:

• Wardrobe tips based on season/location.
• What to bring & what to expect.
• A few “pro tips” to make the shoot smoother.

Prompt to create it in ChatGPT:

Write a client prep guide email for a [session type] in [season] at [location]. Include outfit recommendations, items to bring, and a short “what to expect” section.

4. Follow-Up for Unconfirmed Leads

Not every “no response” is a rejection. Many times, life just got busy for the potential client.
A well-timed, polite follow-up can:

• Revive the conversation.
• Remind them of your value.
• Create a small sense of urgency so they don’t miss out on your availability.
• Best Practices
• Send 3–5 days after your initial reply.
• Keep it short and skimmable — this isn’t a second sales pitch, it’s a nudge.
• Include the booking link directly (don’t make them hunt for it).
• If your availability is truly limited, say so — but be honest.

Prompt to create it in ChatGPT:

Draft a gentle follow-up email for a potential client who inquired about a [session type] but hasn’t booked. Keep it friendly and not rushed, but with a small sense of urgency.

5. Testimonial Request

Glowing testimonials are one of the most persuasive booking tools you have. It’s important to do this while the excitement is high from their images. You want to:

• Thank them for working with you.
• Ask for a short review on your chosen platform.
• Include the review link for easy access.

Prompt to create it in ChatGPT:

Write a thank-you email requesting a short testimonial from a client after their [session type], if they have the time. Include a direct link to leave the review.

Tips for Using Swiftbook Email Templates

Swiftbooks allows you to save email templates for quick and easy time saving access.

• Save your favorites inside Swiftbooks so you can send them with one click.
• Refine it over time.
• Keep tone & branding consistent.
• Personalize with client names, session details, and personal language.

Images by Tyler Branch