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Answer wedding enquiries from your own dates-and-prices sheet: a first reply, a viewing invite and two gentle follow-ups
Enquiries are the front door of a wedding venue, and they arrive whenever couples have time. In a Pocket Angel testimonial, the weddings and events director of That Amazing Place, an exclusive-use venue in the UK, describes managing enquiries across several platforms, chasing follow-ups and organising viewings, says follow-ups were the biggest challenge in busy season, and that enquiries come in at all hours, including evenings and weekends; Pocket Angel reports that the venue gained back over 10 hours a week with its system. Venue software, Hostology for example, already offers to send first replies, so the useful part is the wording you load into it or into your email templates: a first reply that answers the date question honestly, a viewing invite, and two short follow-ups for couples who go quiet. The AI drafts them from your own published prices, inclusions and availability rules in blanks. It never sees a couple’s name or message and never promises a date. You or a named team member check availability in your own diary before every reply.
Time: About 60 minutes once, then 5 minutes per enquiryTool cost: you can start with a free AI tool
Steps
- Write a one-page sheet in your own document: your published starting prices or price guide, what is included, how dates are held and for how long, how viewings work, and who answers enquiries. Use only what is already on your website or price list.
- Run the prompt below with its brackets left as they are. Do not paste any couple’s message, name or contact into the AI tool. You get back a first reply, a viewing invite and two follow-ups.
- Fill in the blanks in your own document and check every price, inclusion and holding rule against your current price list and terms.
- Load the four messages as templates in your venue software or email. Before sending each one, check the couple’s date in your own diary, never from the template.
- Send the follow-ups only to couples who enquired, at the gaps you choose, and stop as soon as a couple says no or asks you to. End each follow-up with an easy way to say no to more messages.
- Once a season, look at which replies led to viewings and adjust the wording.
The exact prompt
Write four short messages for [VENUE NAME], an independent wedding venue in the UK, to send to couples who enquire. 1. A first reply of under 150 words: thank the couple, say that [DATE STATUS: AVAILABLE, HELD OR NOT AVAILABLE, AS CHECKED BY THE VENUE] for [DATE], give the starting price as [PRICE FROM THE PUBLISHED PRICE LIST] and what it includes ([INCLUSIONS FROM THE PRICE LIST]), and invite them to a viewing by [VIEWING ROUTE]. 2. A viewing invite of under 100 words with [VIEWING DAYS AND TIMES], [HOW TO BOOK], [WHAT TO BRING OR ASK] and [CONTACT ROLE]. 3. A first follow-up of under 70 words for a couple who has not replied after [GAP CHOSEN BY THE VENUE], friendly and with no pressure, ending with one line on how to say no to more messages. 4. A last follow-up of under 70 words after [SECOND GAP], saying the venue will not chase again and how to get back in touch. Use a warm, plain tone. Do not invent urgency, do not say dates are selling fast, and do not add any price, inclusion or offer that is not in a bracket. RULES FOR THIS CHAT: I will give you only my own venue wording, headings, dates and published prices that I have typed in. I will not give you, and you must not ask for, any couple’s, guest’s or family member’s name, email address, phone number or address, any payment, card or bank detail, any amount a named couple owes, or the text of any signed contract. Use the blanks in square brackets exactly as I give them. Do not invent dates, prices, inclusions, availability, terms or facts about any person, supplier, council or registrar, and do not say what is standard, usual, fair, owed, allowed or legal. Do not give legal, consumer-law, licensing, safety, tax or accounting advice, and do not do any arithmetic: copy every figure exactly as I typed it or leave the cell empty. Where something is missing write [FOR THE VENUE TO COMPLETE]. Everything you write is a draft that a named person will check before anything is sent.
✓ Check before you send
- Every price, inclusion and date-holding rule in the templates matches your current published price list and terms; none came from the AI tool.
- Date availability is checked in your own diary before each reply, and no template says a date is available unless you have checked it.
- No couple’s name, contact or message was pasted into the AI tool, and replies go from your own venue software or email.
- Follow-ups go only to couples who enquired and stop when a couple says no; any wider promotional mailing is checked against the ICO guidance and your consents.
- No message invents urgency, and none says how it was drafted.
UK notes extra
- UK: the ICO says that “You must not send marketing emails or texts to individuals without specific consent. There is a limited exception for your own previous customers, often called the ‘soft opt-in’.” A follow-up that encourages a couple to book after they enquired is likely to count as direct marketing under PECR: send it only if the couple agreed to hear from you, or if they gave you their details when they asked about booking and you gave them a clear chance to opt out then and in every message (the soft opt-in). Keep replies to what the couple asked for, and check the ICO page before adding couples to any promotional list. ICO: electronic mail marketing (UK; PECR; the ICO page says the guidance is under review and may change).
- UK: couples’ names and contact details are personal data. The ICO’s small-organisation guide to privacy notices lists what to tell people about how their details are used. Keep them in your venue software, not in the AI tool. This job states no data protection duty. ICO: how to write a privacy notice and what goes in it (UK; the ICO page says the guidance is under review and may change).
- Source for the account above: a venue CRM vendor’s testimonial (the director’s words inside its marketing; the hours figure is reported by Pocket Angel, not measured), a venue’s own listing, and a vendor product page showing that first replies can already be sent by software. Pocket Angel: how one venue changed everything (a venue CRM vendor’s testimonial from That Amazing Place’s weddings and events director; date shown without a year). UKbride: The Oak Barn, Devon (the venue’s own directory listing). Hostology: wedding venue CRM and enquiry management (a vendor’s product page).
- Jurisdiction: the venue wording in this job works anywhere. Items marked UK are UK rules or guidance; approved-premises items are England and Wales (Scotland and Northern Ireland have different systems). Outside the UK, marriage, consumer, marketing and data protection rules differ: ask a local adviser, and do not rely on this page for them.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑