Below are a few of my personal email templates for pregnant wedding photographer that I’m happy to share with our readers.

There may be some situations you’ll face during your pregnancy and it’s important to approach them with professionalism and grace as well as an understanding and appreciation for not only how hard this may be on you but also your client.

email templates for pregnant wedding photographers

Situation: You have to cancel a wedding due to conflicting due-date & wedding date

Timeframe: Either immediately after you discover you’re pregnant or around the 13-week mark (read more about that here)

Dear [name],

It’s with mixed emotions that I write this email.  I’m so, so excited right now because I just found out that I’m expecting a baby!!  I’m equally as sad because my baby seems to want to make it’s entrance into the world around the same time that you’ll be walking down the aisle.  It would not be wise or professional for me to continue our contract together knowing that my due date is dangerously close to your wedding date as I can no longer guarantee that I will be able to physical perform the duties you are expecting me to perform on that day.

I can only imagine how you feel right now, but I want to make this situation as easy as possible for you so I’ve gone ahead and contacted quite a number of my colleagues regarding their availability.

Below are 3 photographers who I feel have a very, very similar esthetic to mine and who are indeed available on your wedding date.  I spoke with them just yesterday.

  1. [insert]
  2. [insert]
  3. [insert]

I will be returning your retainer to you as per our agreement; it will be returned the same way that it was issues (via credit card/email money transfer, etc.).  Please expect that return of payment to arrive very shortly.

Again I am so, so very sorry that I won’t be able to attend your wedding day.  If you need additional help finding a photographer and want more suggestions other than the 3 I listed above, please don’t hesitate to contact me.

Warm regards,

[Your name]


 

Situation: You’ve had a complication and need to cancel a wedding

Timeframe: As soon as absolutely possible

Dear [name],

I’m writing this email with a heavy heart.  While maintaining my business and working full time has been my goal throughout my pregnancy, we have unfortunately had to deal with a complication in our pregnancy that is affecting my health.  While the issue itself is of a private nature, I must be forthcoming and let you know that due to the nature of these complications I can no longer photograph your wedding.

I can only imagine how you feel right now and I understand that the wedding is approaching soon and I have no intention of causing any additional stress; unfortunately I am dealing with a situation that is complete out of my hands.  I want to make this situation as easy as possible for you so I’ve gone ahead and contacted quite a number of my colleagues regarding their availability.

Below are 3 photographers who I feel have a very, very similar esthetic to mine and who are indeed available on your wedding date.  I spoke with them just yesterday.

  1. [insert]
  2. [insert]
  3. [insert]

I will be returning your retainer to you as per our agreement; it will be returned the same way that it was issues (via credit card/email money transfer, etc.).  Please expect that return of payment to arrive very shortly.

Again I am so, so very sorry that I won’t be able to attend your wedding day.  I ask for your understanding during this difficult time for myself and my faimly.

Thank you,


 

Situation: You’ve shot a wedding/session but are slow with editing due to a complication

Timeframe: As soon as possible once you’re aware of the situation

Dear [name],

I’m writing you today to keep you informed of the progress of your edits.  At the moment I am facing complications with my pregnancy/little one and while your images are absoulutely a priority for me, my health/family is a priority as well.  There will be a slight delay in the editing of the images as a result of the complications we’re facing and I’m asking for your patience and understanding at this time.  It’s important for me that the images I deliver to you are beautiful and have had the TLC put into them in the post-processing that you deserve which is why I don’t want to rush the editing simply to get the images done sooner.  Sacrificing quality for speed isn’t something I’m comfortable with.

If you have any concerns regarding this, let’s chat some more and I can help answer your questions.

Thank you for your understanding during this difficult time.


 

Situation: Post-partum reply to inquiries

Timeframe: After you’re officially on maternity leave until you’re back on regular duties

Hello!

Thank you so much for your inquiry and I’m so excited to hear that you’re looking for a wedding photographer and have chosen to contact us.

We have some good news to share: we just had a baby a few days ago!  While we’re adjusting to life with a new baby and our new sleeping pattern (or lack thereof) I will be away from the office for the next week/two weeks/three weeks.

My next available consultation dates are:

  • Monday the 1st
  • Wednesday the 3rd
  • Thursday the 4th

Consultations happen between 6-8pm at the moment and take place at our office/my favourite coffee shop located at [address].

Please let me know if any of these dates work for you,

Your name

 


 

I hope that you’ve found these email templates for pregnant wedding photographers to be useful and hopefully you’ll never have to use them; but they are here if you need them.

Good luck with everything fellow mamas!

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[…] will vary person to person, the amount of time you take away from your business in regards to accepting consults is typically minimal.  While most new mamas don’t want to go back to work right away, they […]
[…]  What if your baby comes early?  What if you end up with pre-eclampsia?  What if you have to cancel a wedding?  What if you don’t have time to edit?  What if your morning sickness is so bad you […]
[…] on how you’re going to approach this situation pretty darn quickly.  I’m talking about how to deal with your clients when you find out you’re […]

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