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Be More Productive: Making Email Templates For Photographers


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0020sRGB-600x4781 Be More Productive: Making Email Templates For Photographers Business Tips Guest Bloggers


Too Many Emails: Un-Productive Photographer

Running a profitable photography business is difficult, to say the least. As nice as it would be to focus all our time on our photos, sadly, it doesn’t work out that way. Marketing your business is almost as important as the pictures themselves, and once you have your marketing plan in place, chances are that e-mails and messages will come flooding in. Answering a large amount of emails can be daunting, and can quickly become frustrating. Especially if only a percentage of people are still interested in booking a session once they receive the information that they are looking for. It is best to focus your time mainly on those who are serious about booking a session with you, but how can the prospective clients be distinguished from those who are simply “shopping around”? The best way to sort them out is with e-mail templates.

The Solution: Email Templates

E-mail templates are a collection of pre-written e-mails, created with a word processor and saved for later use, that can be quickly sent with only minimal attention to each email. It is a good idea to copy and paste each template into a “drafts” or similar folder in your e-mail account, so that they are easily accessible to you, even from a cell phone, tablet or public computer.

It’s simple to make your own e-mail templates, but it might be difficult to know where to start. The best place to start is with a basic questionnaire. I have found that the majority of inquiry e-mails I receive say things like, “Can you please send me more information?” or, “What is your pricing?” Therefore, the very first e-mail I send back is usually my general questionnaire. In it, I thank the person for contacting me, explain how answering these questions will help me give them the best information, and then I ask the things I need to know before I can easily respond. Typically, I ask what type of session the inquiry is for, when the session will need to be, the number of people the session will include, etc. You can customize your questions for whatever type of photography you specialize in.

The next templates you may want to prepare are ones with the information and pricing for each type of session. Because I offer three different types of sessions, I have three different templates saved for this. In these informational templates, I include the name and cost of the session that best fits the client’s needs. It may also be good to include some examples of your work, so that your pictures can leave an impact instead of just a price tag! This is a good time to show a little personality as well; just a touch of your own flair might be all that is needed to set you apart from the competition. Chances are, if the person responds again to this second email, they are serious about using your services and you are likely not wasting your time by corresponding with them further.

The previously mentioned templates are probably the most useful in my own business, but there are many other circumstances in which other templates are great to have available.

Some Great Email Templates To Have

  • Template with a basic questionnaire
  • Template with information and pricing for each session type
  • Template for when the Client is requesting an unavailable date
  • Template for when the Client is asking for a type of session you don’t offer
  • Template for when the Client is asking for a special price or discount
  • Template for when a client’s gallery becomes available for viewing
  • Template to thank your clients after the shoot and/or purchase
  • Template for a deposit or session reminder
  • Template for a reminder that a gallery will be expiring

You can and should make a template e-mail for any information that you find yourself writing over and over again. Although this task may be somewhat time consuming at first, it will save you tons of time in the long run. Hopefully, your new templates will allow you to focus your time spent e-mailing in the right places. What templates do you have for your business?  Leave a comment and let us know.

This article was written by Blythe Harlan, of Blythe Harlan Photography.  She specializes in newborn, child and family photography in El Paso, Texas.  You can also like her on Facebook.


No Comments

  1. Candace on April 5, 2009 at 6:40 pm

    I really like the color ones. I am usually a big fan of black and whites but I really like the girls in color! I just love thier deep brown eyes! Very cute hair! Very cute girls!

  2. Seshu on April 5, 2009 at 6:43 pm

    Both the color and b&w versions are exquisitely post-processed so this is a difficult choice. My gut say – b&w. The color in these images seems to get in the way of connecting the viewer to the subject in the image. My brain seems to respond to the b&w images in a more visceral way. With no hint of color, the images become solely about the subject and not so much about the surrounding area or props.

  3. Rebecca on April 5, 2009 at 6:46 pm

    Adorable! I love the b/w’s 🙂

  4. the BLAH BLAH BLAHger on April 5, 2009 at 6:48 pm

    Wow, that’s a tough one! The girls are so precious that they look great in both style! : ) But, for the most part, I really like color photos, and use B&W sparingly.

  5. Tyra on April 5, 2009 at 6:48 pm

    I agree with Seshu, I am drawn to the B&W……….beautiful!

  6. Vicky on April 5, 2009 at 6:49 pm

    I agree with Seshu. I love the b&w version of all of these.

  7. Jasmine Marie on April 5, 2009 at 6:50 pm

    I love the color ones. 🙂

  8. Shannon on April 5, 2009 at 6:54 pm

    I have to say I am a b/w girl. I prefer them, because then you focus on the features and expressions more and the colors and surrounding space less.

  9. Ashleigh on April 5, 2009 at 6:58 pm

    For me, it’s all about the eyes. I tend to like b&w when the subject is not giving you eye contact… It feels more like you’re capturing a moment in time, to me. I like color when those eyes connect with you and you get to show off all that detail and color in them. Great shots of your beautiful girls!

  10. Catherine on April 5, 2009 at 7:01 pm

    I love the color ones. I love the pretty skin tones and awesome brown eyes! They just light up the room!

  11. Sarah from Texas on April 5, 2009 at 7:01 pm

    Whether in black and white or color, adorable is still adorable. :PPersonally though, I like to be able to see the pink on the guitar!

  12. Deena on April 5, 2009 at 7:02 pm

    The first two I really like in color, because it shows their beautiful brown eyes! The second two I prefer in black and white.

  13. Becka Knight on April 5, 2009 at 7:08 pm

    I like the first one better in B&W but the rest better in color. Because the eyes pop so much. But I love the colors in the rest so I like them better in color.

  14. Michele on April 5, 2009 at 7:08 pm

    I am normally a color girl…..the brighter the better. But these I like in bw, it concentrates on the very cute subjects!

  15. Jessica on April 5, 2009 at 7:15 pm

    Both are awesome but I’m gonna have to go with color. Gives more dimension to those big brown eyes that I’m loving.

  16. Michele Riddle on April 5, 2009 at 7:31 pm

    The color pics to me draw you in more. The girls incredible brown eyes just pop with the color.So very cute!!!

  17. Christina on April 5, 2009 at 7:32 pm

    I like them both but I prefer the b&w (except the last one which I like in color). I think there’s more of a connection in the b&w versions since you’re not distracted by the color.

  18. Janet McKnight on April 5, 2009 at 7:33 pm

    oooh. i have to say color for the close-ups b/c of the gorgeous brown hair and eyes! so lovely. but i like the guitar ones in b&w b/c the focus is more evenly distributed between the girl and the guitar (the guitar steals the stage a little in the color ones. it’s super cute, though!)

  19. Aimee Lashley on April 5, 2009 at 7:37 pm

    I like ALL of them, but if I just had to choose, I’d probably go with the b/w ones. There seems to be more depth to them (although I do love the color ones also!!!) Cute hair girls!!!

  20. Maida on April 5, 2009 at 7:45 pm

    I think the color on you photos are so beautiful.

  21. Charmaine on April 5, 2009 at 7:52 pm

    I love them all, but I think, if I had to choose, I would choose the black and whites. I just love the way their brown eyes look so black!

  22. Wendy on April 5, 2009 at 7:54 pm

    I love them in color! Your color is always gorgeous! The color of their brown eyes is amazing, and that is the cutest guitar EVER in pink – how could you lose that? 🙂

  23. Kathy on April 5, 2009 at 8:03 pm

    I love the color ones. The b & W is beautiful also, but I just love the color in their eyes!!

  24. Mary on April 5, 2009 at 8:14 pm

    The black and white are more striking to me. Love the contrast!

  25. Bethany on April 5, 2009 at 8:15 pm

    Hmm I really LOVE your B&W conversion on these!

  26. danyll on April 5, 2009 at 8:28 pm

    Color all the way!! I do love B&W…but prefer color!

  27. Katy G on April 5, 2009 at 8:29 pm

    Love the b&w…always timeless. Such beauties!

  28. Leanne on April 5, 2009 at 8:44 pm

    Colour ones for me!! Very pretty 🙂

  29. SandraC on April 5, 2009 at 9:00 pm

    I like the B&W for the close ups, but the color for the ones with the guitars. Why the B&W? Because their beautiful eyes have more sparkle!!

  30. CindyP on April 5, 2009 at 9:10 pm

    I love the color ones……..that way I can see those beautiful brown eyes!!!!

  31. Olivia on April 5, 2009 at 9:11 pm

    Definitely the color because they have the most beautiful brown eyes and hair!!! I always love seeing pictures of them! Keep sharing your beautiful girls!

  32. Teri Fitzgerald on April 5, 2009 at 9:13 pm

    Ellie & Jenna — I am a huge fan of you in COLOR! 🙂 Those big brown eyes are just to precious to not see in color!!! 🙂

  33. johnna on April 5, 2009 at 9:13 pm

    COLOR!!! Because you girls are so full of colorful LIFE that it’s too beautiful not to see!!!!!

  34. Julie on April 5, 2009 at 9:18 pm

    I love the colour version of these, how gorgeous!

  35. CeCe on April 5, 2009 at 9:22 pm

    We like both!!! I think that the black and whites much more on the closeups but the color on the ones with the guitars because their outfits match so cute. I love the sparkle in their eyes that shows up much more on the black and whites!!!However, with those big brown eyes, both pictures are adorable. . . .you girls look fabulous!!! My girls love to see big smiles like these!

  36. Evie Curley on April 5, 2009 at 9:35 pm

    i love the color ones, too!! Their chocolate brown eyes are just so rich in color! The B&W’s are nice, but I feel more of a connection to them in the color shots.

  37. Amanda Reimer on April 5, 2009 at 9:38 pm

    I like the color one in the first photo – but b/white all the rest.Cuties!

  38. Melanie Lee on April 5, 2009 at 9:44 pm

    I typically like color photos, but I really like these in b&w. Normally I like to see your girls in color because of their beautiful brown eyes. It’s hard to mess up when your subjects are so stinkin’ cute though!

  39. melissa on April 5, 2009 at 9:46 pm

    I like the color ones but for some reason I prefer the one with her looking at the guitar in B&W. I have older boys so I am jealous that your girls will let you photograph them. 🙂

  40. Kelly Ann on April 5, 2009 at 9:48 pm

    color, color, black & white, color, black & white.Though they do look cute both ways!

  41. Jenn on April 5, 2009 at 9:50 pm

    Girls, I love the color pictures of you! Although I don’t know you I think the color pictures probably capture your personality better. To me they say that you are both bright, happy and joyful young ladies. I love the b&w’s too but the color ones really draw me in!

  42. stephanie on April 5, 2009 at 9:55 pm

    Black and White are always fun, but I do love the colors! You always capture those beautiful brown eyes. Nice hair too!

  43. Jessica on April 5, 2009 at 10:15 pm

    Hi Ellie and Jen! First off I love your pictures..very pretty little girls. I like the color rather than the black and white because I am partial to “brown eyes” (my daughter has big brown eyes) and the bw doesn’t show that beautiful brown. Good Luck!

  44. Janiebug on April 5, 2009 at 10:42 pm

    I love the color. You don’t want to miss the beautiful brown of their eyes. Plus, the colors of their clothes and guitar are so very pretty.

  45. lisa on April 5, 2009 at 10:54 pm

    Black and White!!B&W for people (especially with YOUR conversions) tend to show some of the person’s soul. Colr is great but for people I find it distracting.Interestingly I almos never do B&W for my nature photos…your girls are great!

  46. Juanita on April 5, 2009 at 10:56 pm

    I love the b&w ones of the closeups. I think it brings out their beautiful eyes so much more. For the guitar ones, I do prefer the color. Goes with the mood, I think.Either way, they’re adorable. =)

  47. Niecey on April 5, 2009 at 11:10 pm

    I’m a sucker for black and white

  48. Elizabeth Zoppa on April 5, 2009 at 11:10 pm

    The first two definitely in color. Three and four translate beautifully into black and white. Sweet girls!

  49. Denise Olson on April 5, 2009 at 11:39 pm

    I’m a HUGE BW fan, but totally liking the color…plus my 4yr daughter was looking at them too, and she like the colored photos too….(maybe because of the pink guitar…she wants one now too!!!!)

  50. Jill on April 6, 2009 at 12:05 am

    I perfer the b/w of the first two but then color on the others.

  51. Karie on April 6, 2009 at 12:54 am

    Really love the b/w. I just love what seems to be the perfect balance of pure black and pure white. And, the b/w doesn’t have any color in the background to distract the viewer from each of your beautiful faces!

  52. Ro on April 6, 2009 at 8:14 am

    Interesting question! I love all of these in color, except the one of her looking down at her guitar, I prefer that one in b&w. It is just a mood thing for me I guess!!

  53. Alaina St. Pierre on April 6, 2009 at 8:38 am

    I love the b&w’s! The color pics are nice, but I find them a little distracting (especially the ones with the guitar).

  54. Shelly on April 6, 2009 at 8:57 am

    This is a hard one. Typically I would prefer B&W but the girls look so great with the color. My preference, although close, is the color versions. What little cuties!

  55. Stefanie on April 6, 2009 at 9:14 am

    At first I thought b&w but then I saw that sweet pink guitar! Love that guitar! SO CUTE!

  56. Tina Harden on April 6, 2009 at 9:40 am

    I love Color because I can see what a beautiful shade of your eyes and hair are. PS I just love your new hair dos!

  57. Sariah Finn on April 6, 2009 at 9:42 am

    Black and white definitely. I adore the depth in a black and white photo, and her eyes are GORGEOUS in these.

  58. Kelly K on April 6, 2009 at 9:56 am

    I tend to prefer black and white photos. She has the most beautiful eyes though and they really come through in both the color AND the black and white.

  59. Kevin Halliburton on April 6, 2009 at 10:51 am

    Absolute dolls either way but I would choose the drama of black and white on everything but the images with the pink guitar. On those the pink guitar is a statement to me about the girly-girl style of giggly, musical energy that surely flows out of them everywhere they go.

  60. Honey on April 6, 2009 at 11:07 am

    The color all the way! You both look ADORABLE!

  61. Charlene Hardy on April 6, 2009 at 11:39 am

    I love the color. Their brown eyes are beautiful!!! I also love the teeth, my daughter is missing her two front top and bottom teeth and I think it is so adorable!!

  62. Ashley on April 6, 2009 at 12:10 pm

    Please tell Jenna and Ellie that: I would say black and white, but something about their perfect brown eyes, just draws you in. So I would say I like the color. Both are stunning however. I don’t think you could go wrong.

  63. Adrianne on April 6, 2009 at 3:24 pm

    I’m normally a color all the way kind of girl but something about the clean, crisp look of these in b&w is drawing me. Let’s be honest, you can’t go wrong with them either way!!

  64. Sara on April 6, 2009 at 4:20 pm

    I have to agree with everyone that said they are drawn to thier amazing eyes in the black and white close up shot! Just beautiful Jodi!

  65. Peggy on April 6, 2009 at 9:22 pm

    Color … there’s just so much energy and warmth. Your girls are beautiful and so sweet.

  66. Gina on April 6, 2009 at 10:04 pm

    Love the color!

  67. Barbara Scott on April 6, 2009 at 10:36 pm

    I agree that the girls’ eye are gorgeous, but I really like the Black and Whites best!

  68. Kansas A on April 6, 2009 at 11:07 pm

    The colour ones are soooo beautiful!

  69. Cyndi on April 6, 2009 at 11:57 pm

    I love the both, they are gorgeous little girls!

  70. Karen on April 7, 2009 at 8:06 am

    I like the color! Usually I would say b&w, but you have to appreciate the pink guitar:)

  71. Natalie on April 7, 2009 at 12:32 pm

    the color- because you don’t often get to see a pink guitar AND it makes the missing/new teeth showcase more!

  72. Aaron on April 8, 2009 at 7:48 am

    I like colour! They look great in both but my preference is for colour!

  73. Sara Mellander on April 8, 2009 at 8:37 am

    Definitely the bw with her dark hair and eyes. My favorites are the firs and the last one without the guitar. I could definitely see those two next to each other on the wall.

  74. Ericha Farrington on April 8, 2009 at 8:32 pm

    I especially like the color photos since you can see the beautiful shades of brown in their hair.

  75. Shell on April 12, 2009 at 5:22 pm

    Color shows so much of their personality better.

  76. heatherK on April 16, 2009 at 3:23 pm

    In the B&W, I’m instantly drawn to their faces. Color is nice, but in this instance, it detracts from the subjects of the photos.

  77. Angela Hostetler on April 17, 2009 at 6:40 am

    BW I think it bring the focus on her more.

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