Today's Bride

Communicating with Wedding Vendors


The internet has made communication so easy. From finding old high school friends to connecting with people around the world, communicating has never been easier! When it comes to communicating with your wedding vendors, though, there are some etiquette rules you should keep in mind.

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Be Honest about your Budget

Discussing money always seems taboo. It’s a sensitive and personal subject to broach. But when it comes to communicating with possible wedding vendors, it’s necessary. Most vendors are able to accommodate any budget, as long as they know in advance. In order to give you an accurate estimate, they need to know what they have to work with. If you have a smaller budget, they can help you come up with ideas to make the most of it and how to find a compromise you love between the vision you have and the price you can afford.

Get tips on saving money for your wedding!

You meet with a florist and tell them you envision a garden wedding but don’t share that you’d like to spend $3,000 or less on your flowers. They present a gorgeous design with a flower wall, hanging installations, and a cascading bouquet way over your budget. Their design was based on your vision alone; not on price. You’ll probably walk away thinking they’re too expensive, bu that doesn’t mean they can’t work within your budget! Being up front with your expectations and ideal price tag is important in order to properly gauge potential vendors.

Don’t Use Texting Abbreviations

While your wedding day is one of the most personal days of your life, keep in mind that this is a business transaction. You are, in a sense, interviewing and hiring a professional to work for you. Therefore, you should act accordingly. An email saying “what r u thinking 4 the ” or “lmk the price for this cake” is inappropriate. Use proper spelling, grammar, and punctuation.

Likewise, you should dress appropriately whenever you meet with your vendors, as well. Think of what you would wear to an interview or in a professional setting. You don’t have to break out a blazer or wear a fitted suit, but a nice blouse with dark jeans or a simple dress always leaves a nice impression.

Don’t Ghost Them

When communicating with vendors, the most important thing is to be courteous. This is their livelihood, so don’t waste their time. If they don’t seem to understand your vision, won’t work with your budget, or your personalities just don’t vibe, let them know that you’re going in another direction! Don’t just stop responding to their emails and phone calls. And DON’T stand them up at an appointment. Keep in mind that they’re human. They may have had to hire a babysitter, drive an extra 30 minutes, or are battling a cold. And yet, they’re waiting to meet you. Don’t waste their time. Simply be honest and let them know that you’re considering others. It won’t hurt their feelings or cause them to show up at your doorstep begging for you to hire them. I promise you won’t be the first – or the last – to tell them that.

Get more tips on how to choose and communicate with vendors!

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Pick Up the Phone

Regardless of whether you’ve decided to hire this vendor or not, answer the phone when they call. No one likes the game of phone tag. Having to constantly leave a message and wait for a call back can get tedious. It’s so much easier to simply answer the phone, have a discussion, and know that it’s been handled. No need to wait a day in between each email or message. Plus, you don’t have to play the game of waiting until it rings 4 times before declining or staring at the screen waiting for it to stop ringing so you can listen to the voicemail.

Similarly, when you have a question or request, it’s easier to just pick up the phone and call. We totally understand that you sometimes plan your wedding while at work (we won’t tell) and physically can’t call. But if you are able, it can be so much easier to call your vendor instead of emailing. This is especially true if it’s complicated, as you can clarify your question better. That way, you have your answer immediately and can continue on with the next step of your planning

Share Important Information

Once you’ve hired a vendor, don’t make them wait until the last minute to share it. For example, let your transportation driver know the pick-up and drop-off address and times as soon as possible so he or she can plan a route. Share your must-have songs and favorite genres with your DJ so they can update their library. Let your caterer know of any allergies or dietary needs so they can buy the proper ingredients. The success of your wedding depends on how well your vendors have planned and prepared. Give them all the tools they need to make your wedding day perfect.

Leave a Review

Finally, after the wedding day is over, be sure to leave reviews for your vendors. Email them, write a thank you note, or post a review online. Your words mean a lot to them! Not only does it make them feel good knowing that you were pleased with their work, but your experience helps future couples feel more confident booking their services. In today’s wedding world, where there are thousands of vendors to choose from, referrals can go a long way. Leaving a positive review and referring your friends and family to them shows just how thankful you are for their service.

Find a Local Vendor

Communication is the key to a successful marriage. But, it also plays a huge part in working with wedding vendors, too! Use these tips to ensure that you and your vendor are on the same page in executing your wedding vision.


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