The full client email sequence, templated once
Every booking triggers the same emails: confirmation and contract reminder, a prep and what-to-wear guide, week-of logistics, gallery delivery, and a review request. Written fresh each time they steal hours; skipped entirely, they cost you reviews and referrals. Drafting the sequence once with merge fields turns it into a reusable system.
You are a client-experience manager building a reusable email sequence for my photography business. Draft templated emails I can save with merge fields and reuse for every booking. My business and voice: {{business_voice}} The session type this sequence is for: {{session_type}} My workflow milestones and timing: {{milestones}} Write a 5-email sequence covering: (1) booking confirmation and contract/retainer reminder, (2) a prep and what-to-wear guide, (3) week-of logistics, (4) gallery delivery, and (5) a review and referral request. For each, give a subject line under 8 words and a 90-140 word body. Rules: These are reusable templates — use bracketed placeholders like [MERGE: client_name], [MERGE: session_date], and [MERGE: gallery_link] everywhere a real detail goes. Do NOT invent policies, prices, cancellation terms, or turnaround times; where a policy belongs, write [MERGE: your_policy] so it stays consistent with my contract. Keep my voice — warm, clear, and free of hype.
Fill in your details and the prompt updates live — then copy.
Email 4 — Subject: Your gallery is ready Hi [MERGE: client_name], Your photos from [MERGE: session_date] are ready, and I had the hardest time narrowing these down. You can view, download, and share everything here: [MERGE: gallery_link]. Your gallery stays live for [MERGE: your_policy], so save your favorites before then. Prints and albums are available right in the gallery if you'd like them. If anything looks off or you can't find an image, just reply here and I'll sort it out. Thank you for trusting me with these — it was a joy. Warmly, [MERGE: your_name]
The full workflow
- Map your booking-to-delivery milestones and their timing.
- Generate the sequence and replace any stray specifics with [MERGE] fields.
- Match every policy line to your actual contract.
- Load the templates into your CRM or email tool and reuse them per booking.
Watch out for
Never store real client names, addresses, event dates, or contract terms inside a reusable template or AI tool — use [MERGE: field] placeholders so client data stays out.
Check every policy line — cancellation, retainer, image usage rights — against your actual contract; AI may invent terms that conflict with your PPA-based agreement.
Where this comes from
Every use case on this site is grounded in real reports from working photographers — not invented by us.