Writing emails that don’t get ghosted

Does this sound familiar? You’ve got an inquiry in your inbox, you’re STOKED, and really want to book them, you send a reply – only to hear crickets. No response, no follow-up, just silence. And you KNOW they’ve read it! As a photographer, getting ghosted by potential clients can be sooo frustrating, especially when you are struggling to book out your calendar. But why does this happen? And more importantly, how can you prevent it? This is where my email writing tips for a photographer come into play. In this blog we’ll go over some easy ways to troubleshoot and fintune your emails to not get ghosted!

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Understanding Why Clients Ghost Emails (And How to Prevent It)

Getting ghosted after sending an email can be frustrating, but it’s usually not personal. Often, potential clients don’t reply because something in your email didn’t spark action. Here are the most common reasons why clients disappear—and how to fix them:

1. They’re Left Confused or Overwhelmed

If your email is too long, packed with too much information, or unclear about the next steps, clients may feel overwhelmed and avoid responding altogether. Instead of writing a lengthy message, break things down into clear, simple points. End with a direct call to action, like:

“Does this date work for you?” or “Would you like to hop on a quick call to go over details?”

Clarity encourages quick decisions and makes it easier for clients to take the next step.

2. They Don’t Know What to Do Next

Even if a client is interested, they may not respond because they’re unsure of what happens next. If you don’t outline a clear process—whether it’s booking a call, securing a date, or making a payment—they might hesitate and move on.

Fix this by making the next step obvious and easy. A simple phrase like to encourage moving forward in the booking process eliminates confusion and encourages action.

3. Your Email Feels Too Formal or Generic

Clients want to feel like they’re talking to a real person, not a robotic business – especially when booking a service so personal as a photography! If your email is too formal, stiff, or sounds copy-pasted, it may lack warmth and personality—making it easy to ignore.

Try writing in your brand voice, just like you’d speak in person. Instead of:

“Dear client, please let me know if you’d like to proceed with booking services.”

Say:

“Hey [Client’s Name], I’m so excited about the vision for your elopement! Let’s lock in the date and start planning this adventure together—just reply, and I’ll take care of the rest!”

By making your emails feel personal and engaging, you create a stronger connection that encourages a reply.

4. They just got busy!

I cannot tell you how many times I have inquired about something, to get a response, and just get busy! I forget to email them back, and sometimes it’s weeks before I remember. This same thing happens with your inquiries. People are busy, and we need to give them grace, and be there to follow up with them to give them gentle reminders.

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How to Write Emails that convert to Booking

Getting a response is just the first step—your emails should also guide potential clients toward booking with you. Here’s how to craft emails that not only get replies but also build excitement and trust, making it easy for clients to say yes to working with you.

1. Find a Way to Connect

Before jumping into pricing or logistics, take a moment to connect on a personal level. If a couple mentions they love hiking, traveling, or a specific elopement vision, acknowledge it! This makes your email feel tailored to them rather than a generic response.

For example, instead of saying:
“Thanks for reaching out! Here’s my pricing guide.”

Try:
“I love that you’re dreaming of an adventurous mountain elopement! Those views at sunrise are absolutely magical. I’d love to help bring your vision to life—here’s how we can make it happen.”

A little personalization goes a long way in making your emails more engaging and memorable.

2. Write in Your Brand Voice

Your emails should sound like you! If your brand is warm, fun, and adventurous, let that personality shine in your writing. Avoid overly stiff or formal language that makes the interaction feel transactional. Using a CRM can really help in doing this by customizing email templates, brochures, guides and more!

When clients feel like they’re talking to a real person rather than a business, they’re more likely to engage and move forward. Check out Dubsado to get started on a CRM and uplevel your clients experience!

3. Ask Questions and Engage With Your Client

Emails that invite a response keep the conversation flowing and increase the chances of converting an inquiry into a booking. Instead of just providing information and waiting for a reply, ask open-ended questions to keep them engaged.

For example, end your email with:

• “What part of your elopement day are you most excited about?”
• “Do you have a dream location in mind, or would you like some suggestions?”
• or follow up on one of the things that they told you, with a question asking for me!

By prompting a response, you create an easy way for clients to continue the conversation—leading them one step closer to booking.

The Key to Converting Inquiries Into Bookings

When your emails feel personal, engaging, and natural, clients will feel more excited and confident about moving forward with you. The more connected a client feels to you, the more likely they are to book! While these few basic steps are just the beginning to booking your clients and taking them through a fantastic client experience – it’s an important foundation for your client experience workflow!

I hope these Email Writing Tips for a Photographer helped you in some way! If you’re looking for more Photographer Education resources – I’ve got you covered! And if you’re ready to dive into more ways to book out and not get ghosted – check out my elopement photography mastermind!