·10 min read·Prompt Guides
ChatGPT Prompts for Wedding Planners (From First Inquiry to Final Thank You)
Wedding planners spend as much time writing as they do planning — inquiry responses, vendor briefs, day-of timelines, client updates, portfolio content, and business development. These 30 ChatGPT prompts cover the full workflow from the first client message through to the thank-you note after the confetti has settled.
The writing workload of a wedding planning business is enormous and largely invisible. For every beautiful wedding you deliver, there are hundreds of emails, documents, briefs, and social posts that make it happen. These prompts are built to handle that invisible workload — each one uses [BRACKETS] for variables you fill in with your clients' specifics. Copy, customise, and always read before sending — the best AI output is a polished first draft, not a finished product.
The 30 prompts below are organised across the six stages of a wedding planning engagement: inquiry and discovery, vendor outreach, day-of logistics, client communication, social media and portfolio, and business growth.
Section 1: Client Inquiry & Discovery (Prompts 1–5)
The inquiry-to-booking stage is where wedding planning businesses are won and lost. These prompts write initial inquiry responses that earn discovery calls, structured discovery call guides, vision questionnaires, budget conversation scripts, and proposal follow-up emails.
1. Initial Inquiry Response Email
Write a warm, professional response to a new wedding enquiry that moves the couple toward a discovery call.
✦ Client Inquiry & Discovery
Write an initial inquiry response email for a wedding planner to send to a couple who has just enquired about planning services. The enquiry details: [DESCRIBE — e.g. "a couple getting married in September next year, ceremony and reception at a countryside estate, approximately 120 guests, budget mentioned as 'around $40,000'"]. My planning services: [DESCRIBE — e.g. "full-service wedding planning," "partial planning / month-of coordination," "elopements and micro-weddings"]. My style or specialism: [DESCRIBE — e.g. "luxury barn weddings in the English countryside," "relaxed, non-traditional celebrations," "destination weddings in Southern Europe"]. Write a response of 200–250 words that: acknowledges their specific enquiry details to show I've actually read what they sent, introduces me and my approach in 2–3 genuine sentences (not a formal bio), explains what a discovery call looks like and what they'll get from it, includes a clear CTA to book or reply to arrange a call. Tone: warm and professional — the first response is the first impression of your taste and client experience. It should feel like it came from a person who genuinely loves their work, not an autoresponder.2. Discovery Call Question Guide
Write a structured discovery call guide that uncovers vision, logistics, and fit — and helps you decide whether to take the booking.
✦ Client Inquiry & Discovery
Write a discovery call guide for a wedding planner to use when speaking with a prospective couple for the first time. The call should achieve: (1) building genuine rapport and making the couple feel heard, (2) understanding the wedding vision and scope clearly enough to quote accurately, (3) assessing whether this couple and their wedding are a good fit for your style and services. Structure the guide as: Opening (2 minutes): a warm welcome script and a brief statement about what the call will cover. Vision questions (3–4 questions): open-ended questions that invite the couple to describe their ideal day in their own words — the atmosphere, the feeling, the details that matter most to them. Logistics questions (4–5 questions): venue status, date, guest count, location, services needed, how far along the planning currently is. Budget conversation (2–3 questions): how to open the budget conversation diplomatically if they haven't volunteered a number — include exact language you can use. Fit assessment (2 questions): questions that help you understand if your style and working approach aligns with their expectations. Closing (1 minute): a natural script for explaining next steps (proposal, follow-up call, etc.). Format: labelled sections with exact script language and [LISTEN FOR] prompts. Tone: professional and personable — the discovery call is where couples decide if they trust you with the most important day of their lives.3. Vision & Style Questionnaire
Generate a pre-planning vision questionnaire that helps couples articulate their aesthetic and priorities before the planning begins.
✦ Client Inquiry & Discovery
Write a vision and style questionnaire to send to a newly booked wedding couple before planning begins. The questionnaire should cover: (1) Overall feeling and atmosphere — how do they want guests to feel when they walk in, 3 words that describe their ideal day, (2) Aesthetic and style — colour palette preferences, textures and materials they love, wedding styles they resonate with (and any they want to avoid), images or inspiration they've collected, (3) Priorities — the 3 elements of the wedding that matter most to them (e.g. food, flowers, photography, music, venue, dress), what they're happy to spend less on, (4) Influences and no-gos — weddings or events they've attended that felt right, elements they've seen and never want at their own wedding, (5) Guest experience — the most important thing they want guests to say about the day, any non-negotiables around inclusivity, accessibility, or dietary requirements, (6) Couple dynamics — how they like to make decisions, whether one of them is leading the planning, their preferred communication style (email, WhatsApp, in-person). Format: conversational questions grouped under clear headings. Under 25 questions. Include a brief intro explaining how their answers will shape the planning process. Tone: thoughtful and inspiring — this questionnaire should help couples discover and articulate what they actually want, not just confirm what they think they're supposed to want.Section 1 (continued): Client Inquiry & Discovery
4. Budget Conversation Opener
Write a script for opening the budget conversation diplomatically — the most awkward moment in every initial client meeting.
✦ Client Inquiry & Discovery
Write a script for a wedding planner to use when opening the budget conversation with a prospective or newly booked couple. Scenario: [CHOOSE — "the couple mentioned a rough number in their enquiry and I want to discuss whether it's realistic," "the couple hasn't mentioned budget at all and I need to raise it diplomatically," "the couple's dream wedding and stated budget are clearly misaligned and I need to address it honestly"]. My approach to the budget conversation: [DESCRIBE — e.g. "I always raise it early because misaligned expectations waste everyone's time," "I prefer to understand the vision first so I can have a more specific conversation"]. Write a script of 150–200 words that: opens the budget topic without making the couple feel judged or embarrassed, explains why I need to understand their budget early and how it shapes the entire planning process, uses specific language to ask for (or confirm) a realistic overall budget figure, includes a brief statement about what different budget ranges typically achieve in my market, and closes with a reassuring note about how I'll make their budget work as hard as possible. Tone: direct and empathetic — the budget conversation is a professional service, not a negotiation. The couple should leave it feeling guided, not interrogated.5. Proposal Follow-Up Email
Write a follow-up email to send after a proposal has been submitted and the couple hasn't responded within a week.
✦ Client Inquiry & Discovery
Write a proposal follow-up email for a wedding planner to send to a couple who received a planning proposal 7–10 days ago and hasn't responded. What was in the proposal: [DESCRIBE — e.g. "full-service planning package for a 120-guest wedding in June next year, £6,500 investment"]. What I know about the couple: [DESCRIBE — e.g. "they seemed genuinely excited on the call, no major objections were raised, they mentioned needing to discuss it with their families"]. My goal: [CHOOSE — "gently check in and see if they have questions," "understand if they're still deciding or have chosen another planner," "prompt a decision if they're ready"]. Write a follow-up of 120–180 words that: opens warmly without making them feel chased, references something specific from the proposal or the call to personalise it, offers to answer questions or clarify anything before they decide, and closes with a low-pressure CTA — either a reply or a brief call. Tone: confident and un-pushy — a good proposal follow-up feels like a genuine check-in from someone who cares about the outcome, not a sales chase.Section 2: Vendor Outreach & Coordination (Prompts 6–10)
A wedding planner's vendor relationships are one of their most valuable professional assets — and the quality of your vendor briefs is one of the clearest signals of your professionalism. These prompts write venue inquiries, catering briefs, florist briefs, photographer direction notes, and vendor timeline coordination emails.
6. Venue Inquiry Email
Write a professional venue inquiry email that gets the information you need and positions you as a planner they want to work with.
✦ Vendor Outreach & Coordination
Write a venue inquiry email for a wedding planner reaching out to a venue on behalf of a client couple. Client wedding overview: [DESCRIBE — e.g. "outdoor ceremony and indoor reception for 90 guests, Saturday in August next year, relaxed country-house aesthetic, budget approx. £15,000 for venue hire"]. Information needed from the venue: [LIST — e.g. "availability, hire fee and what's included, capacity for outdoor and indoor spaces, in-house catering or preferred caterer list, accommodation, supplier access policies, parking"]. My relationship with this venue: [CHOOSE — "first contact," "I've worked here before and have a relationship with the team"]. Write an email of 200–250 words that: introduces me and my role clearly, describes the couple's requirements concisely, asks for the specific information I need in a structured way, positions me as a professional planner who delivers well-organised events (because venues prefer working with competent planners). Tone: professional and organised — a venue inquiry from a planner should signal immediately that the event will be well-managed.7. Catering Brief Template
Write a detailed catering brief to send to caterers so they can quote accurately and consistently.
✦ Vendor Outreach & Coordination
Write a catering brief for a wedding planner to send to potential caterers for a client's wedding. Wedding details: [DESCRIBE — e.g. "130 guests, Saturday evening reception, venue has a commercial kitchen available, black-tie dress code, couple wants a relaxed feasting-style menu rather than formal plated courses"]. Dietary requirements: [DESCRIBE — e.g. "12 vegetarian, 4 vegan, 2 nut allergies, 1 coeliac — numbers are confirmed on the guest list"]. Service expectations: [DESCRIBE — e.g. "canapes on arrival, 3-course dinner, evening grazing table, 5-tier wedding cake (supplied separately), staff until midnight"]. Budget range for catering: [DESCRIBE — e.g. "£80–£110 per head"]. Write a brief of 250–350 words that covers all key information a caterer needs to quote accurately, asks for specific information in return (quote per head, menu suggestions, staffing ratio, setup and breakdown times, what's included), and positions the couple's brief as a creative opportunity (not just a checklist). Tone: professional and specific — a well-written catering brief saves multiple rounds of back-and-forth and gets you better, more comparable quotes.8. Florist Brief
Write a florist brief that translates the couple's vision into a clear, actionable brief that gets accurate quotes and beautiful results.
✦ Vendor Outreach & Coordination
Write a florist brief for a wedding planner to send to a shortlisted florist on behalf of a client couple. Couple's aesthetic: [DESCRIBE — e.g. "romantic and slightly wild, garden party feel, colour palette of dusty rose, ivory, and sage green, inspired by English countryside gardens"]. Floral requirements: [LIST — e.g. "bridal bouquet, 4 bridesmaid posies, 2 buttonholes, ceremony arch, 12 table centrepieces (mix of tall and low), cake flowers, 2 large entrance arrangements"]. Venue context: [DESCRIBE — e.g. "a converted barn with wooden beams and stone walls, plenty of natural light"]. Budget range for florals: [DESCRIBE — e.g. "£3,000–£4,500"]. Specific notes: [DESCRIBE — e.g. "the bride has a strong preference for garden-style over structured arrangements," "no lilies due to a cat allergy at the venue"]. Write a brief of 200–300 words that clearly describes the vision in terms a florist can work with, lists every floral element needed, provides the practical constraints (budget, no-go flowers, delivery/setup logistics), and invites the florist to propose their interpretation and quote. Tone: creative and collaborative — a good florist brief is half brief, half conversation starter.9. Photographer Direction Notes
Write photographer direction notes that align the photographer with the couple's vision and make sure nothing is missed.
✦ Vendor Outreach & Coordination
Write photographer direction notes for a wedding planner to share with the photographer ahead of the wedding day. Wedding overview: [DESCRIBE — date, venue, approximate guest count, schedule overview]. Couple's photography style preference: [DESCRIBE — e.g. "natural and candid over posed, documentary-style, warm tones, they're not fans of traditional group shots and want portraits kept brief"]. Must-have shots: [LIST — e.g. "first look if they decide to do one, ceremony processional, exchanging of rings, first kiss, first dance, speech reactions, all immediate family members (list attached), couple portraits at sunset (golden hour is 7:45pm)"]. Special moments or details to capture: [DESCRIBE — e.g. "the bride's grandmother made the cake — please get a photo of her with it," "the groom designed the venue's floral arch himself — capture it"]. Anything the photographer should know: [DESCRIBE — e.g. "Uncle James tends to stand up and take photos during the ceremony — please don't let him block your shot," "no flash during the ceremony as the venue requests it"]. Write notes of 300–400 words, clearly structured with headings. Tone: professional and collaborative — these notes ensure the photographer delivers exactly what the couple wants without micromanaging their craft.10. Vendor Timeline Coordination Email
Write a vendor coordination email that distributes the day-of timeline and confirms logistics with all vendors in one go.
✦ Vendor Outreach & Coordination
Write a vendor timeline coordination email for a wedding planner to send to all vendors approximately 2 weeks before the wedding. Wedding date and venue: [DESCRIBE]. Vendors receiving this email: [LIST — e.g. "venue coordinator, caterer, florist, photographer, videographer, band/DJ, hair and make-up artists, transport company"]. Key timeline points to communicate: [LIST — e.g. "venue access from 9am for supplier setup, ceremony at 2pm, reception doors open 3:30pm, dinner served 6pm, first dance 8:30pm, carriages 11:30pm"]. What each vendor specifically needs to do or confirm: [DESCRIBE — e.g. "florist to confirm setup time, caterer to confirm staffing numbers, band to confirm soundcheck window"]. Write an email of 300–400 words that: attaches or clearly presents the full timeline, notes each vendor's specific arrival time and responsibilities, lists the key contacts on the day (me as lead planner, venue coordinator), explains how to reach me on the day, and asks each vendor to confirm receipt and flag any conflicts. Tone: authoritative and organised — this email sets the operational tone for the whole day. Vendors should feel that they are working with a planner who has everything under control.Section 3: Day-of Timeline & Logistics (Prompts 11–15)
The day-of documentation is where your planning expertise becomes most visible — and where the difference between a professional planner and a disorganised one is clearest. These prompts write ceremony run-of-shows, reception timelines, vendor arrival schedules, bridal party briefings, and contingency plan language.
11. Ceremony Run-of-Show
Write a detailed ceremony run-of-show that leaves nothing to chance for the officiant, family, and bridal party.
✦ Day-of Timeline & Logistics
Write a detailed ceremony run-of-show for a wedding. Ceremony type: [DESCRIBE — e.g. "civil ceremony, no religious elements," "church ceremony with traditional order of service," "outdoor ceremony in a meadow, secular"]. Ceremony duration: [E.G. "approximately 30 minutes"]. Key moments to include: [LIST — e.g. "guest seating from 1:30pm, bridal party processional at 2pm, bride's entrance, readings x2, ring exchange, signing of register, recessional"]. Specific logistics: [DESCRIBE — e.g. "bride arriving by horse and cart — timing is unpredictable," "two readers who need to be briefed on microphone use," "confetti moment immediately after the recessional"]. People with specific roles: [LIST NAMES AND ROLES — e.g. "officiant: [NAME]," "ring bearer: [NAME]," "readers: [NAME 1 and NAME 2]"]. Write a minute-by-minute run-of-show document that: includes every transition and cue, notes who is responsible for each action, flags any timing dependencies (e.g. "photographer must be in position by X"), and includes a brief briefing note for the officiant and readings. Format: time-stamped table or numbered list. Tone: clear and comprehensive — a ceremony run-of-show should be readable at a glance under pressure.12. Reception Timeline
Write a detailed reception timeline from arrival through to carriages that keeps the evening flowing naturally.
✦ Day-of Timeline & Logistics
Write a detailed reception timeline for a wedding evening. Reception overview: [DESCRIBE — e.g. "cocktail hour in the garden from 3:30–5pm, dinner in the main barn from 5:30pm, evening dancing from 9pm, guests depart by midnight"]. Key moments to schedule: [LIST — e.g. "drinks reception, wedding breakfast, speeches (3 — best man, father of bride, groom), first dance, cake cutting, first dance, evening buffet, last orders, carriages"]. Couple's preferences: [DESCRIBE — e.g. "they want speeches after starters so guests aren't waiting on a full stomach," "they want the cake cutting to happen early so the cake can be served as dessert," "first dance at 9pm when the atmosphere is right, not straight after dinner"]. Vendor constraints: [DESCRIBE — e.g. "kitchen closes at 10:30pm," "band has a 45-minute break from 9:30–10:15pm"]. Write a reception timeline with: time-stamped entries for every scheduled moment, a note beside each item of who leads it (planner cue, venue cue, or self-directing), 5-minute buffer notes at key transition points, and an end-of-night wind-down sequence. Format: table or numbered list. Tone: practical and detailed — a reception timeline is a logistics document that should be referenced constantly throughout the day.13. Vendor Arrival Schedule
Write a vendor arrival schedule that staggers setups efficiently and avoids congestion at the venue.
✦ Day-of Timeline & Logistics
Write a vendor arrival schedule for a wedding day. Venue access: [DESCRIBE — e.g. "venue available from 8am, ceremony at 2pm, venue must be cleared by midnight"]. Vendors to schedule: [LIST WITH THEIR TASKS — e.g. "florist (full floral install, approx. 4 hours), caterer (kitchen setup and service prep, from 9am), photographer (arrival 1.5 hours before ceremony), band (soundcheck 4–5pm), hair and make-up team (bridal suite from 9am)," etc.]. Key setup dependencies: [DESCRIBE — e.g. "florist must complete ceremony arch before chairs are set by the venue at noon," "caterer has sole kitchen access until 10am"]. My role as lead planner: [DESCRIBE — e.g. "I will be on-site from 8am to manage all vendor arrivals"]. Write a vendor arrival schedule that: lists each vendor with their confirmed arrival time, setup duration, and departure time, flags any dependency conflicts and resolves them, includes my contact details and a note for vendors to check in with me on arrival, has a brief summary of the day's flow at the top so every vendor understands where their setup fits. Format: clear table with vendor name, arrival, task, and expected completion. Tone: authoritative and logistically precise.14. Bridal Party Briefing Document
Write a day-of briefing document for the bridal party so they know exactly where to be, when, and what's expected.
✦ Day-of Timeline & Logistics
Write a day-of briefing document for the wedding bridal party. Bridal party members: [LIST — e.g. "maid of honour, 3 bridesmaids, best man, 2 groomsmen, flower girl (age 5), ring bearer (age 7)"]. Key timings for the bridal party: [LIST — e.g. "bridesmaids meet at bridal suite 9am for hair and make-up," "groomsmen to arrive at ceremony venue by 1pm," "bridal party processional at 2:05pm"]. Specific responsibilities: [LIST — e.g. "maid of honour holds the bridal bouquet during the ring exchange and hands tissues to the bride," "best man holds both rings and hands them during the ceremony," "groomsmen to direct guests to seats as they arrive"]. Getting-ready location and logistics: [DESCRIBE — addresses, parking, what to bring]. My contact details: [DESCRIBE]. Write a briefing document that: is clearly structured with a timeline section and a responsibilities section, uses simple, direct language (not overly formal — these are often nervous people who need clarity), includes a friendly note reminding them they are there to enjoy the day, and ends with my contact number for any day-of questions. Format: clean document with headings, not a wall of text. Tone: warm and organised — the bridal party briefing should make everyone feel prepared, not stressed.15. Contingency Plan Language
Write contingency plan language for the most common day-of scenarios so you and your clients are prepared for anything.
✦ Day-of Timeline & Logistics
Write contingency plan language for a wedding planner's day-of planning documents. Wedding context: [DESCRIBE — outdoor ceremony, specific venue type, time of year]. Write contingency statements for the following scenarios: (1) Rain on the day of an outdoor ceremony — what the backup plan is, when the decision needs to be made, who communicates it to guests, (2) A key vendor is significantly late or doesn't show (choose: caterer, photographer, or florist) — what immediate steps to take, (3) A guest medical emergency — first response steps, who to contact, how to minimise disruption to the couple, (4) The bride or groom is significantly running late for the ceremony — how to manage guest communication and vendor timing without causing panic, (5) A significant AV or technical failure (microphone, lighting, music) during the reception — immediate resolution steps and how to keep the atmosphere positive. For each scenario: write the contingency statement in plain, direct language, describe the decision-making chain (who makes the call, who needs to be told), and include a brief note on how to communicate the change to the couple without adding to their stress. Format: one numbered section per scenario. Tone: calm and professional — a contingency plan should read like it was written by someone who has handled everything before.Section 4: Client Communication & Updates (Prompts 16–20)
Client communication is one of the most time-consuming parts of wedding planning — and one of the most important for retention, referrals, and reviews. These prompts cover weekly check-ins, milestone celebrations, final walkthrough confirmations, post-event thank you notes, and review requests.
16. Weekly Check-In Message
Write a weekly planning check-in that keeps clients informed and engaged without overwhelming them.
✦ Client Communication & Updates
Write a weekly planning check-in message to send to a wedding couple during the planning process. Planning stage: [DESCRIBE — e.g. "6 months out, venue and photographer booked, currently working on catering and florals"]. What happened this week in the planning: [DESCRIBE — e.g. "I received quotes from 3 caterers and reviewed 2 venue layouts for the reception room"]. What I need from the couple this week: [DESCRIBE — e.g. "approval on the top 2 caterer options so we can move to a tasting," "their final decision on indoor vs. outdoor ceremony given the latest weather forecast for their season"]. What's coming next: [DESCRIBE — e.g. "florist consultations scheduled for next week"]. Write a check-in message of 200–250 words that: summarises progress in clear, readable terms (no planner jargon), presents any decisions they need to make clearly with a recommended option if relevant, sets realistic expectations for the next 7 days, and ends with a warm, forward-looking note. Tone: professional and reassuring — clients hire wedding planners partly to feel that someone is on top of everything. The weekly check-in should reinforce that feeling.17. Milestone Celebration Note
Write a milestone celebration message that marks a key planning moment and strengthens the client relationship.
✦ Client Communication & Updates
Write a milestone celebration message to send to a wedding couple when they hit a significant planning milestone. Milestone reached: [DESCRIBE — e.g. "venue officially booked and deposit paid," "all 8 key vendors confirmed," "invitations sent to all guests," "final guest list confirmed at exactly 100 — the number they'd been worried about"]". What this milestone means in the planning journey: [DESCRIBE — e.g. "now that the venue is secured, the rest of the planning can really begin," "confirming all vendors is the hardest logistics challenge — from here it's mostly refinement"]. What comes next: [DESCRIBE — briefly]. Write a message of 100–150 words that: acknowledges the specific milestone and what it took to get there, explains in one sentence what this moment means for the planning journey, sets an excited but grounded expectation for what comes next, and feels genuinely celebratory without being over-the-top. Tone: warm and enthusiastic — milestone messages are a small thing that mean a lot to couples in the middle of a stressful planning process. Make them feel like you are genuinely in their corner.18. Final Walkthrough Confirmation Email
Write a final venue walkthrough confirmation email that prepares the couple for a productive pre-wedding site visit.
✦ Client Communication & Updates
Write a final walkthrough confirmation email for a wedding planner to send to a couple 1–2 weeks before their venue walkthrough. Walkthrough details: [DATE, TIME, VENUE NAME, ADDRESS]. Who should attend: [DESCRIBE — e.g. "the couple, me as lead planner, the venue coordinator, and optionally the caterer"]. What we will cover at the walkthrough: [LIST — e.g. "ceremony layout and seating, reception room setup, bar placement, catering service flow, audio/visual setup, parking and guest arrival logistics, emergency exits"]. What the couple should bring or prepare: [DESCRIBE — e.g. "any final questions they've been saving, a clear idea of which tables they want for the immediate family"]. What will be confirmed after the walkthrough: [DESCRIBE — e.g. "final floorplan signed off, any last-minute layout requests communicated to the venue"]. Write a confirmation email of 200–250 words that: confirms the details clearly, explains what the walkthrough will cover and why it matters at this stage, tells them exactly what to bring and how to prepare, and builds genuine excitement — this is one of the last big moments before the wedding itself. Tone: warm and organised.19. Post-Event Thank You Message
Write a personalised post-wedding thank you that closes the client relationship beautifully and plants the seed for referrals.
✦ Client Communication & Updates
Write a post-wedding thank you message to send to a couple 2–3 days after their wedding. The couple's wedding: [DESCRIBE — a few specific details about their day, what made it special, any moments that stood out]. What made working with this couple enjoyable or memorable: [DESCRIBE — e.g. "they were extraordinarily calm throughout the entire process," "their vision was so specific and clear that it was a genuine pleasure to execute," "the moment when they saw the venue transformed for the first time was unforgettable"]. Write a thank you message of 150–200 words that: opens with a specific, genuine reflection on their day (not a generic "what a beautiful wedding"), expresses what working with them meant to you professionally and personally, gives them a brief and warm instruction for what comes next (final invoice if pending, how to access gallery when ready, etc.), and gently notes that referrals are always welcome — without making it feel transactional. Tone: warm, personal, and sincere — this message is the final impression of your service. It should feel like the last note of a piece of music, not a business email.20. Review Request Message
Write a review request that makes it easy for happy couples to share their experience in a way that's useful to your business.
✦ Client Communication & Updates
Write a review request message to send to a couple 2–3 weeks after their wedding. Where I want the review: [CHOOSE — "Google Business Profile," "Instagram / social media tag," "wedding directory (e.g. Hitched, The Knot, Rock My Wedding)"]. What made their wedding particularly review-worthy: [DESCRIBE — e.g. "they had a complex multi-venue day that came together flawlessly," "the groom had significant anxiety about the planning process and finished the day saying it was the most relaxed day of his life"]. Write a review request of 150–200 words that: opens by referencing something specific and genuine about their day (not "I hope you're enjoying married life"), asks directly and warmly for a review, explains in one sentence why reviews matter to a small planning business, makes it easy by suggesting 2–3 questions they could answer (e.g. what was the process like, how did they feel on the day, would they recommend me), provides a direct link or clear instructions for leaving the review. Tone: warm and direct — the best review requests feel like a personal ask from someone you trusted with your wedding day, not a marketing template.Section 5: Social Media & Portfolio Content (Prompts 21–25)
A consistent, high-quality social media presence is one of the primary ways wedding planners attract new clients — and one of the hardest to maintain consistently. These prompts write real wedding Instagram captions, Pinterest board descriptions, behind-the-scenes content, couple spotlights, and testimonial graphics copy.
21. Instagram Caption for a Real Wedding Feature
Write an Instagram caption for a real wedding feature that showcases your work and attracts your ideal clients.
✦ Social Media & Portfolio Content
Write an Instagram caption for a wedding planner posting photos from a real wedding. The wedding: [DESCRIBE — e.g. "a garden party wedding for 80 guests at a converted Victorian walled garden, dusty blue and ivory colour palette, the couple met at a hiking club and wanted the day to feel outdoorsy and relaxed rather than formal"]. What made this wedding special or distinctive: [DESCRIBE — e.g. "the couple foraged wildflowers from their local countryside for the table centrepieces," "the groom designed all the stationery himself," "it rained all morning and cleared 30 minutes before the ceremony"]. My role in making it happen: [DESCRIBE — e.g. "I managed all 12 vendors across two separate sites," "I redesigned the entire day-of timeline 48 hours before when the venue changed their kitchen policy"]. Tags to include: [LIST VENDOR TAGS — e.g. "@photographer, @florist, @venue"]. Write an Instagram caption of 150–250 words that: leads with the most compelling or evocative detail of the day (not "I'm so honoured to have been part of this beautiful day"), tells a brief story that shows your planning contribution without being self-promotional, tags all relevant vendors, and ends with 5–7 highly targeted hashtags. Tone: warm and specific — the caption should make your ideal couple think "this planner gets the kind of wedding we want."22. Pinterest Board Descriptions
Write SEO-optimised Pinterest board descriptions that help engaged couples find your planning aesthetic.
✦ Social Media & Portfolio Content
Write 3 Pinterest board descriptions for a wedding planner's business account. Board 1: [TITLE — e.g. "Romantic Garden Wedding Ideas"]. Board 2: [TITLE — e.g. "Wedding Day Timelines & Planning Tips"]. Board 3: [TITLE — e.g. "Outdoor Wedding Ceremony Inspiration"]. My planning style and specialism: [DESCRIBE — e.g. "relaxed, nature-inspired weddings in the English countryside for couples who want something personal and non-traditional"]. My target client: [DESCRIBE — e.g. "engaged couples planning a garden or outdoor wedding in the UK, typically 1–2 years out from their date"]. Write a description for each board (75–100 words each) that: describes what the board contains using natural, conversational language, incorporates keywords that engaged couples actually search (e.g. "outdoor wedding ceremony," "relaxed wedding aesthetic," "wedding day timeline"), reflects my planning style and client type, and ends with a subtle brand reference (name or website). Tone: inspiring and discoverable — Pinterest descriptions are both search-optimised and human-readable. Write for the algorithm and for the couple.23. Behind-the-Scenes Planning Content
Write behind-the-scenes social content that builds trust by showing the real work of wedding planning.
✦ Social Media & Portfolio Content
Write a behind-the-scenes social media post for a wedding planner sharing a genuine moment from their planning process. Moment to feature: [DESCRIBE — e.g. "the 11pm call to rearrange the entire seating plan after two families had a falling out," "a vendor site visit to a new barn venue I'm considering adding to my preferred list," "building the day-of timeline for a wedding with 14 different vendors across 3 locations," "the moment a couple saw their florals for the first time"]. Platform: [INSTAGRAM / FACEBOOK / LINKEDIN]. What I want this post to communicate: [CHOOSE — "the level of detail and care that goes into wedding planning," "why hiring a professional planner matters," "the reality behind the 'perfect wedding' photos"]. Write a post of 150–250 words that: opens with an honest, specific detail from the moment described, tells the story in a way that's relatable and human (not a sales pitch), conveys your expertise and care without spelling it out directly, and ends with an observation or question that invites engagement. Tone: honest and personality-driven — behind-the-scenes content works because it's real. Don't over-polish it.24. Couple Spotlight Post
Write a couple spotlight post that celebrates a real client wedding and attracts similar enquiries.
✦ Social Media & Portfolio Content
Write a couple spotlight post for a wedding planner to share on Instagram or Facebook. The couple: [DESCRIBE — use first names only or "J & M," describe their style, what kind of day they wanted, what made them memorable as clients]. The wedding: [DESCRIBE — venue type, guest count, season, a few specific details that capture the day's character]. What made their planning journey distinctive: [DESCRIBE — e.g. "they planned everything remotely from Australia and flew in 2 weeks before the wedding," "they had no idea what they wanted at the start and we built the vision together over 6 months"]. A result or moment you're particularly proud of: [DESCRIBE — e.g. "transforming a blank marquee into a wildflower meadow on a tight budget," "executing a flawless timeline despite a 90-minute delay at the start of the day"]. Write a post of 200–300 words that: introduces the couple and their vision in a warm, specific way, tells the story of the planning and the day with 2–3 specific details, celebrates them as the main characters (not you as the planner), and ends with a CTA for other couples with a similar vision. Tone: celebratory and specific — a couple spotlight should make the couple feel honoured and make prospective clients think "I want that for my wedding."25. Testimonial Graphics Copy
Write polished, quote-ready versions of client testimonials suitable for graphic overlays and marketing materials.
✦ Social Media & Portfolio Content
Edit and format the following client testimonials into polished versions suitable for social media graphic overlays and marketing materials. Raw testimonials: [PASTE 2–3 RAW TESTIMONIALS — the actual words your clients sent you]. Context about each client (brief): [DESCRIBE EACH — e.g. "married last June, 120-guest outdoor wedding, hired me for full planning"]. What to preserve: [DESCRIBE — e.g. "their authentic voice and any specific details that make it feel real"]. What to clean up: [DESCRIBE — or "general editing for clarity and concision"]. For each testimonial: (1) Edit it for clarity, grammar, and concision while preserving the client's authentic voice — do NOT add claims they didn't make, (2) Pull the single strongest 1–2 sentence quote that would work as a standalone graphic, (3) Write a brief credit line (first name + wedding detail — e.g. "Sophie, June 2025 wedding"). Format: one section per testimonial showing original, edited version, pull quote, and credit. Tone note: the best testimonials feel real because they are. Resist the temptation to over-polish — specific, imperfect language is more persuasive than corporate-sounding quotes.Section 6: Business Growth & Marketing (Prompts 26–30)
Growing a wedding planning business requires consistent investment in positioning, referrals, partnerships, and marketing — the work that happens between weddings. These prompts cover pricing guide intro copy, inquiry form optimisation, referral programme announcements, styled shoot pitches, and website bio rewrites.
26. Pricing Guide Intro Copy
Write the introduction copy for your pricing guide that positions your services and sets the right expectations before couples see numbers.
✦ Business Growth & Marketing
Write the introduction copy for a wedding planner's pricing guide. My services: [DESCRIBE — e.g. "full-service planning (£4,500–£9,000), partial planning (£2,200–£4,000), month-of coordination (£1,200–£1,800)"]. My ideal client: [DESCRIBE — e.g. "couples planning their first big celebration who want someone to handle the logistics so they can actually enjoy the process and the day"]. My approach: [DESCRIBE — e.g. "I take on a limited number of weddings each year so every couple gets my full attention," "I've been planning weddings for 9 years and have worked with over 200 couples"]. What makes my pricing worth it: [DESCRIBE — e.g. "exclusive vendor relationships that save couples money on preferred suppliers," "I've prevented 3 weddings from catastrophic vendor failures this year alone"]. Write an introduction of 250–350 words for the pricing guide that: welcomes the couple and explains what the guide contains, establishes the value context before any number is seen (what do couples actually get?), addresses the two most common pricing objections briefly and honestly (e.g. "this feels expensive" / "can I manage this myself?"), and ends with an invitation to book a discovery call. Tone: confident and value-led — pricing copy should make the fee feel like an investment, not a cost.27. Inquiry Form Optimisation
Rewrite your website inquiry form to qualify leads better and give you what you need to respond meaningfully.
✦ Business Growth & Marketing
Rewrite the inquiry form for a wedding planner's website to attract and qualify better leads. Current form: [DESCRIBE CURRENT FIELDS — e.g. "name, email, wedding date, message" — or "I don't have a dedicated form yet"]. Problems with the current form: [DESCRIBE — e.g. "I get too many enquiries from couples whose budget is nowhere near my minimum," "couples often don't include enough information for me to give a meaningful response," "I waste time on discovery calls with couples who aren't a good fit"]. My minimum investment level: [DESCRIBE — e.g. "£2,500 for month-of coordination, £4,500 for partial planning"]. Ideal leads: [DESCRIBE — e.g. "couples planning weddings 10–18 months out, with a total wedding budget of £20,000+, looking for full or partial planning"]. Write a revised inquiry form with 6–10 fields that: captures the essential information I need to respond meaningfully (date, venue status, guest count, services interested in), includes a budget qualifier that filters without alienating, asks one open-ended question that helps me understand their vision, and has a brief intro text that sets expectations. For each field: write the field label and any placeholder text. Add a note on why each question earns its place. Tone: welcoming but purposeful — a good inquiry form pre-qualifies without feeling like an interview.28. Referral Programme Announcement
Write an announcement email and social post for a new referral programme that motivates past clients to send you new business.
✦ Business Growth & Marketing
Write a referral programme announcement to send to past clients and post on social media. My referral programme details: [DESCRIBE — e.g. "any past client who refers a couple that books with me gets a £150 gift voucher to a local restaurant or spa of their choice after the referred couple's deposit is paid"]. What I want past clients to do: [DESCRIBE — e.g. "share my details with engaged friends, forward my pricing guide, or tag me in their social media posts when people ask for planner recommendations"]. My ideal referral: [DESCRIBE — e.g. "couples planning weddings with a budget of £25,000+, ideally in [REGION/COUNTY]"]. Write: (1) A referral announcement email (200–250 words) for past clients: warm opening, clear explanation of the programme, simple explanation of who to refer and how, gratitude for their past support. (2) A social media post (150 words) announcing the programme publicly: the offer, why I'm introducing it, a clear CTA. Tone: genuine and direct — a referral programme works when it feels like a natural ask between people who have already built trust, not a business promotion. The email especially should feel personal.29. Styled Shoot Pitch to Vendors
Write a styled shoot pitch to send to vendors you want to collaborate with for portfolio and press purposes.
✦ Business Growth & Marketing
Write a styled shoot pitch for a wedding planner to send to vendors they'd like to collaborate with. My concept: [DESCRIBE THE SHOOT CONCEPT — e.g. "a maximalist floral editorial set in a Victorian greenhouse, targeting luxury wedding publications, colour palette of deep burgundy, forest green, and antique gold"]. Target publication or platform: [DESCRIBE — e.g. "Style Me Pretty, Rock My Wedding, or Instagram as portfolio content"]. Vendors I'm approaching: [LIST — e.g. "florist, photographer, stationery designer, dress boutique, hair and make-up artist"]. What participating vendors get: [DESCRIBE — e.g. "professional editorial images for their own portfolio, credit in any editorial submissions, and co-marketing on my social platforms (2,300 followers)"]. What I'm asking for: [DESCRIBE — e.g. "their services in exchange for portfolio images and exposure — no financial compensation"]. Write a pitch of 200–250 words for each vendor type or a general template that can be personalised that: introduces the concept with genuine excitement and visual clarity, explains the mutual benefit clearly (images + credit + exposure), describes my planning role and why they'd be in good company, and closes with a specific ask and timeline. Tone: collaborative and enthusiastic — a styled shoot pitch is a creative partnership proposal, not a business favour request.30. Website Bio Refresh
Rewrite your website bio to attract your ideal couple and differentiate you from every other planner in your market.
✦ Business Growth & Marketing
Rewrite my wedding planner website bio to attract my ideal clients and reflect my personality and approach. My current bio: [PASTE CURRENT BIO — or write "I don't have one yet"]. My experience and background: [DESCRIBE — e.g. "8 years as a wedding planner, previously worked in luxury hotel events, specialism in outdoor and country house weddings, based in [LOCATION]"]. My planning style: [DESCRIBE — e.g. "I run a very small practice — I take on a maximum of 12 weddings a year — so every couple I work with gets my full, undivided attention," "I'm known for being very calm under pressure and for the quality of my vendor relationships"]. My ideal couple: [DESCRIBE — e.g. "couples who value quality over quantity and want a planner who will get genuinely invested in their day, not just manage a checklist"]. What I want couples who read my bio to feel: [DESCRIBE — e.g. "that they've found exactly the right person," "that I'm someone they could trust completely with their most important day"]. Write a bio of 250–350 words that: opens with something specific and memorable — not "Hi, I'm [NAME] and I'm a wedding planner," establishes credibility through specific details rather than vague superlatives, communicates my approach and values without making it sound like a mission statement, and ends with a warm, direct invitation to get in touch. Tone: personal and professional — a great planner bio reads like a first conversation, not a CV.Get all 30 prompts
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The Client Onboarding Kit includes templates, workflows, and copy for every stage of the client journey — built for wedding planners, event coordinators, and other client-facing professionals who want to deliver a polished, professional experience from first enquiry to final thank you. One payment, instant download.
Get the Client Onboarding Kit — $29 →The wedding planners who use AI most effectively treat it as a first-draft engine — a way to eliminate blank pages without eliminating the professional judgement and personal touch that their clients are paying for. These 30 prompts are built for that workflow: they generate the structure and language, and you apply your expertise, your relationships, and your knowledge of this specific couple. For related professional prompts, see our guides to ChatGPT prompts for event planners and ChatGPT prompts for photographers.