11 Email Templates That Will Make Your Family Photography Clients Love You
If you’ve ever found yourself rewriting the same email over and over, or worse, forgetting to send important info to a client, you’re not alone. As a family photographer, your job isn’t just to take beautiful photos. You’re also managing inquiries, guiding clients through the session process, and making sure they know what to expect every step of the way. That’s a lot of emails.
And if you’re not keeping up with them, things slip through the cracks. Clients get confused, show up in the wrong spot, or don’t follow through on booking at all.
And that’s not the experience you want to give the families who book you as their photographer.
That’s where email templates come in. Having a pre-written, well-crafted email for every stage of your client workflow saves you hours and helps you look like the professional you are.
Let’s talk about the most important emails you should be sending as a family photographer, and how to make them work for you.
Why Email Templates Are So Useful for Family Photographers
Not only do email templates save you time, but they also:
- Keep things consist – No more forgetting to include an important detail.
- Reduce client confusion – Clear expectations = fewer last-minute questions.
- Make you look more professional – A polished process builds trust.
- Keep clients engaged – When clients feel taken care of, they’re more likely to return and refer you to friends.
But how do you write these emails in a way that feels personal, warm, and helpful (instead of robotic or overly formal)? Let’s break it down.
How to Write Emails That Clients Will Actually Read
Each email should follow this simple formula:
1. Start with a warm greeting
Make it feel like it’s coming from a real person, not a template.
🚫 Wrong: “Dear client, attached is the information you requested.”
✅ Better: “Hey [First Name]! I’m so excited to photograph your family. Here’s everything you need to know about your session!”
2. Get straight to the point
Your clients are busy. Don’t bury the most important info under a wall of text.
🚫 Too much fluff: “I just wanted to take a moment to say how grateful I am that you’ve booked a session with me. I can’t wait to capture your family’s love and connection and I just know we are going to have the absolute best time!”
✅ Stronger: “I’m so excited for your session! Here’s what you need to know to get ready:”
3. Make it skimmable
Use bullet points, short paragraphs, and bold important details so it’s easy to scan.
🚫 Big block of text: “Your session will take place at XYZ Park, located at 1234 Main Street. Please arrive 10 minutes early to allow time for parking. The best entrance is on the north side of the park.”
✅ Easier to read:
Location: XYZ Park (1234 Main Street)
Arrival: Please arrive 10 minutes early for parking
Best entrance: North side of the park
4. End with a call to action
Tell them exactly what to do next, whether it’s confirming their session time, filling out a questionnaire, or checking out a style guide.
🚫 Vague ending: “Let me know if you have any questions.”
✅ Better: “Hit reply to confirm that you received this, and feel free to ask any questions!”
How Many Emails Do You Actually Need?
There’s no one-size-fits-all answer! Some photographers keep it simple and only send a handful of emails, while others break things up into smaller, more digestible messages (which can actually be more effective).
For example:
Instead of sending one long prep guide, you might split it into a location email, styling email, and a week-before reminder.
The key is finding a system that works for you. Below, I’ll walk you through the essential emails you might want to send, including what to include in each one so you can create your own templates.
The 11 Most Important Emails for Your Photography Business
You may not need all of these, but pick and choose the ones that make sense for your workflow.
1. Inquiry Response Email
📩 Why it’s important: Clients reach out to multiple photographers, and a fast, friendly response increases your chances of booking.
📌 What to include:
- A warm thank-you for inquiring
- An explanation of your session experience
- A link to your pricing & booking details (including attachments can get your emails sent to spam)
- A clear call to action (e.g., “Reply with your preferred date to get started!” or “Click here to book a spot on my calendar!”)
2. Booking Email
📩 Why it’s important: Once they’ve committed, make sure they sign the contract, pay the retainer, and know what happens next.
📌 What to include:
- Confirmation of their session date & time
- A link to sign the contract & submit payment
- What happens next (e.g., “After you’re officially booked, I’ll send over a Welcome Guide to help you prepare!”)
3. Welcome Guide Email (Optional! Some photographers skip this and send separate emails instead.)
📩 Why it’s important: A welcome guide answers most of your clients’ questions up front and sets clear expectations.
📌 What to include:
- A link to your Welcome Guide
- A quick rundown of what’s inside (styling tips, session prep, FAQs, etc.)
- A reminder to share it with anyone attending the session
4. Location Selection Email
📩 Why it’s important: Many clients struggle to choose a location, and this email helps guide them.
📌 What to include:
- A link to your Location Guide (or a list of favorite spots)
- Tips for choosing a location (e.g., walking distance, seasonal considerations)
- A note about adjusting the session time based on the location’s lighting
5. Styling Email
📩 Why it’s important: Clients often ask, “What should we wear?” and good styling makes a huge difference in how the final images turn out.
📌 What to include:
- Styling tips (colors that photograph well, textures, layers, etc.)
- A link to a styling tool or Pinterest board
- A reminder to send outfit ideas for feedback if they want help
6. Questionnaire Email
📩 Why it’s important: A pre-session questionnaire helps you learn about your clients so you can tailor the experience to their personalities.
📌 What to include:
- A link to your client questionnaire
- Why filling it out helps create better photos
- A deadline to complete it
7. 1-Week Prep Email
📩 Why it’s important: This helps reduce stress and last-minute scrambling before the session.
📌 What to include:
- A checklist of final reminders (e.g., adjust nap times, bring non-messy snacks)
- A reminder to steer clear of discipline during the session (happy kids = better photos!)
- Encouragement to relax and have fun
8. What to Expect After the Session Email
📩 Why it’s important: Keeps clients from wondering when they’ll get their photos.
📌 What to include:
- A timeline for gallery delivery
- Info on print ordering
- An optional early upgrade discount if you offer one
9. Session Reminder Email
📩 Why it’s important: Reduces no-shows and confusion by confirming all details.
📌 What to include:
- Date, time, and location with directions (I have a different template for each of my locations and once the client chooses one, I select the correct email in their workflow inside my crm)
- Another reminder to just enjoy their family and not to stress about everything being perfect.
- Your contact number in case they need to reach you
10. First Gallery is Ready Email (If you send a proofing gallery before final delivery!)
📩 Why it’s important: Let’s clients choose their favorite images before the final edits.
📌 What to include:
- A link to their proofing gallery
- Instructions on how to select images
- An optional upgrade option to get the full gallery
- A specific date they need to have their selections done by (3 days is the sweet spot, IMO)
11. Final Gallery Delivery Email
📩 Why it’s important: Sends their final photos with instructions on downloading, printing, and sharing.
📌 What to include:
- A link to their final gallery
- How to download & back up images
- Timeline for when their gallery expires
- Info about prints and albums
- Ask to refer friends your way and to tag you on social media when sharing
- Thank them for choosing you
How to Actually Send These Emails Without Losing Your Mind
Manually sending all these emails for every client? No thanks! I use 17hats, a CRM that automates my emails so I never forget to send an important message.
With 17hats, you can:
- Set up workflows that automatically send emails at the right time, like a welcome email as soon as their retainer is paid and contract signed, or a session reminder two days before.
- Keep everything in one place, including inquiries, contracts, invoices, and client communication.
- Save hours by eliminating the need to type out the same email over and over.
If you want to automate your emails and free up your time, get 50% off your first year of 17hats with my referral link.
Want These Emails Done for You?
Now that you know what emails to send and how to send them, you might be wondering…
🤔 How do I actually write these in a way that sounds warm, professional, and clear?
🤯 What if I forget something important?
⌛ Do I really have time to sit down and write all of these from scratch?
Good news! I’ve done the hard work for you.
You can get the exact emails I’ve refined and tweaked over the years to make my client workflow seamless (and save me countless hours).
👉 Grab the full set of customizable email templates for family photographers here!
