Can I copy and use these templates without crediting TrunkTransfer?

Yes. These templates are free to use and adapt however you like. No credit or attribution required.

Do I need to edit the templates before sending?

Yes. Every template contains placeholder text in square brackets — things like [Couple Names], [Wedding Date], and [Your Name]. Replace all placeholders and read each email through before sending to make sure it sounds like you.

Which email should I send first?

Start with the inquiry response template (Template 1). Speed matters — couples often book the first videographer to reply. After that, work through the sequence in order as your booking progresses.

Can I use these templates for non-wedding clients?

Most templates are specifically written for wedding videography. However, the inquiry response, booking confirmation, and delivery templates can be adapted for commercial or corporate clients with minor edits.

What email platform should I use to send these?

Any email client works — Gmail, Outlook, Apple Mail, or a CRM like Dubsado or HoneyBook. Copy the template, paste it into a new email, fill in the placeholders, and send. No special software required.

Free resource · TrunkTransfer

Free email templates for wedding videographers.

8 copy-paste templates covering the full client journey. From first inquiry to delivery. Written for videographers, not repurposed photographer copy.

Templates

Free

No signup

100%

Videographer-specific

8 templates

Template 01 · Booking

New inquiry response

When to send: Send within 1 hour of receiving an inquiry

Subject: Re: Wedding videography inquiry from [Couple Names]

Hi [Name],

Thank you so much for reaching out. Congratulations on your upcoming wedding!

I'd love to be part of your day. I've reviewed your details and I'm available on [Wedding Date].

Here's a quick overview of what I offer:
- [Package name]: [brief description + price]
- [Package name]: [brief description + price]

All packages include [list 2–3 key things, e.g. highlight film, ceremony edit, raw footage delivery].

I'd love to hop on a quick call to learn more about your vision. Are you free for a 20-minute chat this week?

Warmly,
[Your Name]
[Website] | [Phone]

Speed matters. Couples often book the first videographer who replies.

Template 02 · Booking

Booking confirmation

When to send: Send immediately after contract is signed and deposit received

Subject: You're booked. [Couple Names] Wedding [Date]

Hi [Name],

You're officially on my calendar. I'm so excited to film your wedding!

Here's a quick summary of what's locked in:
- Date: [Wedding Date]
- Package: [Package Name]
- Deposit paid: [Amount]
- Remaining balance due: [Amount] on [Due Date]

What happens next:
1. I'll send a pre-wedding questionnaire about 6 weeks before your date
2. We'll schedule a brief call to go through the timeline
3. On the day, I'll handle everything behind the camera

In the meantime, feel free to reach out with any questions.

Can't wait for [Date]!

[Your Name]

Include a clear 'what's next' section. It reduces follow-up emails significantly.

Template 03 · Pre-wedding

Pre-wedding questionnaire

When to send: Send 6 weeks before the wedding

Subject: Almost here. A few questions before [Date]

Hi [Name],

Your wedding is just 6 weeks away. I can't believe it's almost time!

To make sure I capture everything perfectly, I'd love your answers to a few quick questions:

1. What's the ceremony timeline? (Getting ready → ceremony start → reception)
2. Are there any must-have shots or moments? (First look, specific family groups, etc.)
3. Who are the key people I should know by face? (Parents, wedding party)
4. Any surprises planned on the day? (Flash mobs, speeches, etc. I won't tell!)
5. What music or mood are you imagining for your highlight film?
6. Where should I send the final videos when they're ready?

Just reply to this email. No form needed.

Looking forward to [Date]!

[Your Name]

Question 6 primes them to expect a link delivery. Sets up your TrunkTransfer send perfectly.

Template 04 · Pre-wedding

Week-before reminder

When to send: Send 5–7 days before the wedding

Subject: One week to go. A few things for [Date]

Hi [Name],

One week! I'm so excited for [Date].

A few quick things before the day:

My arrival time: I'll be at [Location] at [Time] to set up before [First Event].

My number: [Phone]. Text me any day-of changes.

What to expect from me:
- I'll be [unobtrusive / follow your lead / coordinate with photographer]
- I won't interrupt moments. If I need you, I'll wait

After the wedding:
Your highlight film and [other deliverables] will be ready within [turnaround time]. I'll send you a download link as soon as they're done. No account needed to access them.

See you soon!

[Your Name]

Mentioning the delivery link here sets expectations and reduces 'when will it be ready?' emails.

Template 05 · Delivery

Video delivery notification

When to send: Send the moment files are ready. This is your most important email.

Subject: Your wedding films are ready. [Couple Names]

Hi [Name],

The moment you've been waiting for: your wedding films are ready!

Your download link:
[TrunkTransfer link]

What's included:
- Highlight film ([length])
- Full ceremony edit ([length])
- [Any other deliverables]

A few important things:
- Your link is active for [X days]. Please download your files before then
- Save copies in at least two places (Google Drive, external drive, etc.)
- Files are [resolution/format], compatible with all devices

How to download:
Click the link above, hit Download, save to your device. No account or signup needed.

Watching your film for the first time is one of my favourite parts of this job. I hope it brings back every beautiful moment from your day.

[Your Name]

P.S. If you have any trouble downloading, reply to this email and I'll help right away.

This is the template where TrunkTransfer shines. 'No account needed' is a genuine differentiator.

Template 06 · Post-production

Editing update

When to send: Send 1–2 weeks after the wedding if turnaround is long (6+ weeks)

Subject: A quick update on your wedding films. [Couple Names]

Hi [Name],

I hope you're back from your honeymoon and settling in!

I just wanted to check in with a quick update on your films. I'm currently [in the editing phase / colour grading / adding music] and everything is going beautifully.

Your films are on track to be delivered by [expected date].

I'll send your download link as soon as everything is polished. You'll receive an email from me the moment they're ready.

In the meantime, feel free to reach out if you have any questions.

[Your Name]

One proactive update prevents a flood of 'any news?' emails.

Template 07 · Post-production

Review request

When to send: Send 1 week after video delivery

Subject: One small favour. [Couple Names]

Hi [Name],

I hope you've had a chance to watch your films and relive your day. It was such a beautiful wedding to be part of.

If you're happy with how everything turned out, would you be willing to leave me a quick review? It takes about 2 minutes and makes a huge difference for my business.

[Google Reviews link]
[The Knot / WeddingWire link, if applicable]

A few prompts if you're not sure what to write:
- What was it like working with me on the day?
- How was the delivery experience?
- Would you recommend me to other couples?

No pressure at all, but if you loved your films, I'd be so grateful.

Thank you again for having me as part of your day.

[Your Name]

Asking 'how was the delivery experience?' surfaces TrunkTransfer feedback you can use as a testimonial.

Template 08 · Referral

Anniversary check-in + referral

When to send: Send on the couple's 1-year anniversary: set a calendar reminder now

Subject: Happy 1st anniversary, [Names]!

Hi [Name],

One year already: happy anniversary!

I still remember [a specific detail from their wedding: venue, a moment, a detail]. What a day it was.

I hope you've been rewatching your films and that they still give you all the same feelings.

If you have any friends or family planning a wedding, I'd love to be considered. A personal recommendation from a past couple means more than any advertisement.

And if you ever need your films re-sent or have any questions about archiving them, don't hesitate to reach out.

Wishing you many more wonderful years together.

[Your Name]

Personalise the specific detail: it's the difference between a mass email and a genuine moment.

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Hi [Name], Thank you so much for reaching out. Congratulations on your upcoming wedding! I'd love to be part of your day. I've reviewed your details and I'm available on [Wedding Date]. Here's a quick overview of what I offer: - [Package name]: [brief description + price] - [Package name]: [brief description + price] All packages include [list 2–3 key things, e.g. highlight film, ceremony edit, raw footage delivery]. I'd love to hop on a quick call to learn more about your vision. Are you free for a 20-minute chat this week? Warmly, [Your Name] [Website] | [Phone]

Hi [Name], You're officially on my calendar. I'm so excited to film your wedding! Here's a quick summary of what's locked in: - Date: [Wedding Date] - Package: [Package Name] - Deposit paid: [Amount] - Remaining balance due: [Amount] on [Due Date] What happens next: 1. I'll send a pre-wedding questionnaire about 6 weeks before your date 2. We'll schedule a brief call to go through the timeline 3. On the day, I'll handle everything behind the camera In the meantime, feel free to reach out with any questions. Can't wait for [Date]! [Your Name]

Hi [Name], Your wedding is just 6 weeks away. I can't believe it's almost time! To make sure I capture everything perfectly, I'd love your answers to a few quick questions: 1. What's the ceremony timeline? (Getting ready → ceremony start → reception) 2. Are there any must-have shots or moments? (First look, specific family groups, etc.) 3. Who are the key people I should know by face? (Parents, wedding party) 4. Any surprises planned on the day? (Flash mobs, speeches, etc. I won't tell!) 5. What music or mood are you imagining for your highlight film? 6. Where should I send the final videos when they're ready? Just reply to this email. No form needed. Looking forward to [Date]! [Your Name]

Hi [Name], One week! I'm so excited for [Date]. A few quick things before the day: My arrival time: I'll be at [Location] at [Time] to set up before [First Event]. My number: [Phone]. Text me any day-of changes. What to expect from me: - I'll be [unobtrusive / follow your lead / coordinate with photographer] - I won't interrupt moments. If I need you, I'll wait After the wedding: Your highlight film and [other deliverables] will be ready within [turnaround time]. I'll send you a download link as soon as they're done. No account needed to access them. See you soon! [Your Name]

Hi [Name], The moment you've been waiting for: your wedding films are ready! Your download link: [TrunkTransfer link] What's included: - Highlight film ([length]) - Full ceremony edit ([length]) - [Any other deliverables] A few important things: - Your link is active for [X days]. Please download your files before then - Save copies in at least two places (Google Drive, external drive, etc.) - Files are [resolution/format], compatible with all devices How to download: Click the link above, hit Download, save to your device. No account or signup needed. Watching your film for the first time is one of my favourite parts of this job. I hope it brings back every beautiful moment from your day. [Your Name] P.S. If you have any trouble downloading, reply to this email and I'll help right away.

Hi [Name], I hope you're back from your honeymoon and settling in! I just wanted to check in with a quick update on your films. I'm currently [in the editing phase / colour grading / adding music] and everything is going beautifully. Your films are on track to be delivered by [expected date]. I'll send your download link as soon as everything is polished. You'll receive an email from me the moment they're ready. In the meantime, feel free to reach out if you have any questions. [Your Name]

Hi [Name], I hope you've had a chance to watch your films and relive your day. It was such a beautiful wedding to be part of. If you're happy with how everything turned out, would you be willing to leave me a quick review? It takes about 2 minutes and makes a huge difference for my business. [Google Reviews link] [The Knot / WeddingWire link, if applicable] A few prompts if you're not sure what to write: - What was it like working with me on the day? - How was the delivery experience? - Would you recommend me to other couples? No pressure at all, but if you loved your films, I'd be so grateful. Thank you again for having me as part of your day. [Your Name]

Hi [Name], One year already: happy anniversary! I still remember [a specific detail from their wedding: venue, a moment, a detail]. What a day it was. I hope you've been rewatching your films and that they still give you all the same feelings. If you have any friends or family planning a wedding, I'd love to be considered. A personal recommendation from a past couple means more than any advertisement. And if you ever need your films re-sent or have any questions about archiving them, don't hesitate to reach out. Wishing you many more wonderful years together. [Your Name]