5 Wedding Venue Inquiry Email Templates
Table of Contents
Your wedding venue is a big frickin’ deal.
Given the entire wedding party will be celebrating your big day at the chosen location, we need to know it fits the bill.
Wandering around on your site visits, picturing the dance party, the open bar, the cocktail hour, the ceremony, it’s all part and parcel of finding the perfect spot. It is one of the most fun aspects of the planning process, and one of the biggest stressors removed once you tick “find venue” off your list of to-do’s.
I have created a few pre-written emails for you to send to venues but they could be amended for different things – potential vendors, wedding photographers, the ceremony vendor – anyone you need to contact to create your dream wedding vision.
How to Select Your Venue
When there are too many options we need a simple system to whittle everything down. So here I present a very quick overview. If you have a wedding planner, they may provide options or send the initial inquiries, but if you’re doing it yourself we need a system.
Gather Your Guest List
One of the bigger factors on where you choose is the number of guests so it’s the first thing we need to consider. We don’t need a palace for a small group of 20 people, and we can’t use a quaint villa that holds 25 for a guest list of 200.
Make sure you have at least a rough idea of numbers.
Choose Your Location
Travel need to be taken into consideration. Are you staying local? Opting for a destination wedding? Will it be their state or yours, or somewhere in the middle? Do you have a dream location that you’ve always wanted to get married at?
Location is another great starting point, as travel may impact numbers if a friend or family member can’t make it.
Google like Crazy
TripAdvisor, Booking.com, Google search, list out as many places and options as possible. The bigger the list the better. We can cut, delete and remove as we see fit.
Send Enquiry Emails
Use on of the wedding inquiry email templates below and send an initial email to the wedding venue owner or admin office. There may be a contact form on their website to fill in (you can still copy and past these templates).
The initial inquiry doesn’t need to include your life story, just the basic facts and any specific questions you may have. The main information we need at this stage is:
- Guest capacity
- Date availability
- Rough costs
Cut, Cut, Cut
Set aside a few hours of time, and start going through the responses. Cut the ones you don’t like, that are too expensive, don’t have near your date available, or can’t hold your guests.
List your remaining venues in order of which you both like the best.
Visit the Venue
Starting at the top (your favorite) send a follow-up email to arrange to visit and view the venue. Print the wedding venue checklist from here (it’s free), and take copious amounts of notes as you wander around.
Gather the necessary information, but also pay attention to the little details. Does it set the right tone? How do they treat you, as potential clients? How skilled are they as wedding vendors or is it just a function room?
Have a minimum of 3 you visit, but there’s no upper limit. Just because the first one was amazing, doesn’t mean number 2 or 3 won’t be even better.
Make Your Choice
Be quick with this, especially if there’s not much time between now and your intended date. Book your date, pay your deposit, and breathe now there’s a huge weight lifted off your shoulders. You can move onto all the other wedding plans (!)
Wedding Venue Inquiry Email One
Subject Line: Wedding Enquiry for [Date] at [Venue]
Dear [Venue Manager],
My partner and I are thrilled to announce that we recently got engaged and are now in the process of planning our upcoming wedding. We have heard wonderful things about your venue and would like to enquire about the possibility of hosting our wedding at your location.
Our preferred date/ time of year is [insert date], and we anticipate that our guest count will be approximately [Number]. We are looking for a venue that offers both indoor and outdoor options for the ceremony and reception, as we are hoping to take advantage of the beautiful scenery that your location offers.
Could you please provide us with information regarding your availability, pricing, and any additional details that we may need to consider when booking with you?
Additionally, do you have any preferred vendors that you work with or any restrictions that we should be aware of?
We would greatly appreciate any information you could provide us with, and we look forward to potentially working with you to make our wedding day unforgettable.
Thank you for your time and consideration.
Best regards,
[Your Names]
Wedding Venue Inquiry Email Two
Subject Line: Enquiry for Wedding Date Availability at [Venue]
Dear [Venue Manager],
We are excited to begin planning our wedding and are interested in hosting our special day at your venue. We have heard great things about your location and are hoping to learn more about your availability for our preferred wedding date, [Date].
We anticipate having approximately [Number] guests in attendance and are looking for a venue that offers both indoor and outdoor options for the wedding ceremony and reception. Could you please provide us with information regarding your availability, pricing, and any other important details that we should be aware of when booking with you?
We are eager to learn more about your venue and would appreciate any information that you can provide us with. Thank you for your time and consideration.
My phone number is [insert phone number] or kindly respond by return email.
Sincerely,
[You and your partner’s names]
Wedding Venue Inquiry Email Three
Subject Line: Enquiry for Wedding Date Availability and Venue Tour
Dear [Venue Manager],
We are thrilled to begin planning our wedding and are interested in hosting our special day at your beautiful venue. We have heard wonderful things about your location and are hoping to learn more about your availability for our preferred wedding date, [Date].
As we plan for our wedding, we are looking for a venue that offers both indoor and outdoor spaces for the ceremony and reception, and we believe that your location would be perfect for our needs. Additionally, we would love the opportunity to visit your venue and take a tour to see firsthand all that you have to offer.
Could you please provide us with information regarding your availability, pricing, and any other important details that we should be aware of when booking with you? We are also interested in scheduling a tour of your venue in the near future, if possible.
We appreciate your time and consideration, and we look forward to hearing from you soon.
Best regards,
[You and Your Partner’s Names]
Wedding Venue Inquiry Email Four
Subject Line: Wedding Enquiry and Venue Tour Request
Dear [Venue Manager],
My fiancé and I are delighted to be planning our wedding, and we are considering your venue as a potential location for our special day. We have heard wonderful things about your location, and we would appreciate your assistance in determining if your venue would be suitable for our needs.
As such, we kindly request the following information:
- Availability of the venue for our preferred wedding date, [Date]
- Pricing information for the venue, including any packages or payment plan that you offer
- Any additional details that we should be aware of when booking with you
- Options for both indoor and outdoor settings for the ceremony and reception
Additionally, we would love the opportunity to visit your venue and take a tour. We kindly request the following in regards to the venue tour:
- Scheduling availability for the tour
- Information on any specific areas of the venue that we will be able to see during the tour
Thank you for your time and consideration. We look forward to potentially working with you to make our wedding day unforgettable.
Sincerely,
[Your Names]
Wedding Venue Inquiry Email Five
Subject Line: Wedding Enquiry and Venue Tour Request
Dear [Venue Manager],
We are excited to begin planning our wedding and are interested in hosting both the ceremony and reception at your venue. We have heard wonderful things about your location and believe it would be the perfect setting for our special day.
As such, we kindly request the following information:
- Availability of the venue for our preferred wedding date, [Date]
- Pricing for hosting both the ceremony and reception at your venue, including any packages that you offer
- Any additional details that we should be aware of when booking with you, such as catering or decor options
- Options for both indoor and outdoor settings for the ceremony and reception
Additionally, we would love the opportunity to visit your venue and take a tour. We kindly request the following in regards to the venue tour:
- Scheduling availability for the tour
- Information on any specific areas of the venue that we will be able to see during the tour
- Information on any current COVID-19 protocols or restrictions that we should be aware of for the tour
Thank you for your time and consideration. We look forward to potentially working with you to make our wedding day unforgettable.
Sincerely,
[Your Names]
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