Updated October 21, 2026
A good wedding vendor quote template does two jobs: it makes it easy for a couple to compare you with other vendors, and it answers the questions that would otherwise turn into a week of emails. The template below works for photographers, florists, DJs, caterers, rentals and planners; adjust the middle section to your service.
Quick answer: Include the couple's names, date, venue and guest count; exactly what is included and the hours of service; optional add-ons with prices; the total; the retainer or deposit and payment schedule; overtime, travel and setup fees; and how long the quote and date hold are valid. Send it quickly, because couples often book the first vendor who sends a clear, complete quote.
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Couples are usually comparing several vendors in each category, often in a shared spreadsheet. A quote that states hours, inclusions and the total clearly is easier to say yes to than a PDF brochure that makes them email back for a number.
[Your business name] · [phone] · [email] · Quote #[number] · Date sent: [date]
Prepared for: [Couple names] · Event date: [date] · Venue(s): [ceremony / reception] · Guest count: [number] · Planner (if any): [name, contact]
Your package: [package name]
Options (choose any):
Package total: $[amount] · Travel: [included within [miles] miles / $[rate] per mile beyond] · Tax: [if applicable]
To reserve your date: signed agreement and a [percentage or amount] retainer. Balance schedule: [e.g. 50% at [weeks] weeks before, remainder [days] before the event].
Changes and cancellations: [your policy on guest-count changes, date changes and refunds of the retainer].
This quote is valid until: [date]. Your date is not held until the retainer is received.
Next step: [reply to accept / book a call at [link] / sign here].
| Vendor | Put these in the "what is included" section |
|---|---|
| Photographer or videographer | Hours of coverage, second shooter, number of edited images or film length, delivery time, album options |
| Florist | Each piece by count (bouquets, boutonnieres, centerpieces), substitutions policy, delivery and teardown |
| DJ or band | Hours, ceremony sound, microphones, lighting, MC duties, song request process |
| Caterer | Per-person price, service style, staff count, rentals, final headcount deadline, dietary handling |
| Rentals | Item list with quantities, delivery and pickup windows, damage waiver |
| Planner | Level of service, number of meetings, day-of hours, vendor management scope |
Your retainer secures a date you will turn other couples away for, so state clearly whether it is refundable and what happens if the date moves. Spread the balance so you are paid before the event, and make the last payment date at least a few days before the wedding.
Record every quote sent, the date, the package and whether it booked. Over a season, it shows which packages sell and which need rethinking.
Follow up within two or three days, briefly, with something useful: a note about the date filling up if it is true, or an answer to a question couples often have. If they choose someone else, thank them; couples talk to each other, and planners notice vendors who are gracious.
Inquiries arrive while you are working someone else's wedding. A quote sent within the day, with the date clearly available, often wins over a better package sent next week. Unmanually is a 24/7 AI Office Manager: it replies to inquiries in about a minute, checks your calendar for the date, fills this quote from your packages and sends it, then follows up and chases retainers and final payments. Creative decisions and negotiations stay with you, and it asks before anything that spends money. See what it does for event and wedding vendors, or run the calculator to see how many hours of inquiries and paperwork turn into minutes of talking.
Event details, exactly what is included and the hours of service, add-ons with prices, the total, the retainer and payment schedule, overtime and travel fees, the change and cancellation policy, and how long the quote is valid.
Enough to cover the cost of holding the date and turning other couples away. State the amount, whether it is refundable and what happens if the date changes.
As fast as you can, ideally the same day. Couples compare several vendors and often book the first complete, clear quote that confirms the date is available.
Owners spend about 11 to 16 hours/week on admin, and a lead reached within an hour is nearly 7 times more likely to turn into a real conversation (HBR). Knowing what to do is the easy part; the money leaks out in the calls you can't take, the follow-ups nobody sends and the invoices that sit unpaid. Unmanually is a 24/7 AI Office Manager for event and wedding vendors that you run by voice from your phone:
Sources: admin hours, Time etc / Censuswide 2023 and Amex SME Barometer 2026; speed to lead, HBR audit of 2,241 US companies (2011).
Unmanually is an AI Office Manager that works 24/7 and that you run by voice from your phone. Leave your mobile number and the AI Office Manager calls you right away, the same way it would call back one of your customers. That call is the demo: it answers, books you a 15-minute time with the founder and follows up.
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