Savvy Shutterbug

Responding to Inquiries Like a Pro: Templates for New Photographers

Giliane Mansfeldt – Savvy Shutterbug

You’ve been refreshing your inbox or checking your DMs, hoping for a sign that someone is interested in working with you—and then it happens.

An inquiry.

Your heart jumps a little, you open the message… and then the panic sets in.

What do I say? How much do I share? Am I supposed to send a price list right away?

If that sounds familiar, take a deep breath. This is one of the most important moments in your photography business—but it doesn’t have to be stressful. In fact, responding to inquiries with confidence and clarity is a skill you can absolutely master with a little structure and some go-to templates in your back pocket.

In this post, we’ll walk through exactly how to respond to new inquiries like a pro—whether it’s a casual DM or a full-on email—and I’ll share beginner-friendly response templates you can customize and start using today.

First, Don’t Panic—Pause and Plan

It’s tempting to respond the second a message comes in, especially when you’re new and eager to land clients. But reacting too quickly (or oversharing out of nervousness) can actually make your response feel unclear or overwhelming.

Instead, take a beat. Read through the message carefully and identify the key things they’re asking. Are they just looking for pricing? Do they have a specific date or session type in mind? Or are they still in the “just curious” stage?

Your job isn’t to give them everything right away—it’s to make them feel heard, give just enough info to keep the conversation going, and make the next step easy.

Start with a Warm, Branded Response

The best inquiry responses strike a balance between professional and personal. Think: a friendly tone, a touch of your brand personality, and just enough structure to move things forward.

Here’s a basic structure you can use for your initial reply:

Hi [First Name],

Thank you so much for reaching out! I’m so glad you found me and would love to learn more about the session you have in mind.

I currently have availability around [insert general timeframe, or confirm their request if applicable]. I offer [your session type] that are designed to be [insert 1–2 brand-aligned phrases—ex: relaxed, storytelling-focused, guided-but-natural].

You can view my session options and pricing in this guide: [insert link].

If you’d like to move forward or have any questions, feel free to reply here or book a free consult right from my calendar: [insert booking link].

Looking forward to chatting more!

Warmly,
[Your Name]

This kind of response is short, clear, and warm. It confirms that you’ve received the inquiry, outlines what to expect, and gives them an easy next step.

When They Ask for Pricing Only—Handle With Intention

One of the most common (and tricky) inquiries you’ll get is:
“Can you send me your pricing?”

It’s a totally valid question—but sending a raw price list without any context can backfire. It puts the entire decision on numbers and removes the emotional connection that comes from understanding your value.

Instead, you want to answer the question while keeping the conversation open.

Here’s a simple response:

Hi [First Name],

Thanks so much for reaching out! I’d love to share more about what’s included in my sessions.

You can view all of my packages, what’s included, and FAQs in this quick guide: [insert link to pricing guide].

If you have any questions or want help figuring out which option is the best fit, just let me know—I’m happy to help!

Warmly,
[Your Name]

Notice how this reply shares the information they asked for and leaves the door open for more conversation, rather than treating it like a one-and-done transaction.

If They Ghost—Follow Up with Kindness

Sometimes you send the perfect reply… and then you hear nothing.

It’s frustrating, but it’s not always a no. People get busy, forget to reply, or need more time to decide. That’s where a simple, no-pressure follow-up can work wonders.

Here’s a friendly check-in template to use 3–5 days later:

Hi [First Name],

Just checking in to see if you had any questions about the session info I sent over! I’d love to help you plan something that feels like a great fit, whenever you’re ready.

No pressure at all—feel free to reach out if there’s anything I can clarify!

Warmly,
[Your Name]

Still no reply after that? One more final follow-up a few days later is totally appropriate:

Hi [First Name],

I just wanted to circle back one last time in case my previous messages got buried—I totally get how busy life can be!

If now’s not the right time, no worries at all. Feel free to reach out anytime in the future if I can help.

Wishing you the best,
[Your Name]

After that, it’s okay to archive the conversation and move on. You’ve followed up respectfully and professionally—now your energy is better spent on active leads.

Tone Tips That Help You Stand Out

Whether you’re replying to an email, a contact form, or a DM, your tone matters just as much as the content.

A few quick tips:

  • Always use their first name (it makes it feel personal and thoughtful)

  • Mirror their tone—if they’re casual, be casual. If they’re more formal, match that energy.

  • Keep it conversational, but don’t over-explain. Simple and clear wins.

  • Sound like a human, not a sales script.

Your goal is to be someone they want to work with—not someone who overwhelms them with info or seems unsure about their own process.

Save Time with Templates You Can Reuse

The more you respond to inquiries, the more you’ll notice common patterns. Don’t reinvent the wheel every time.

Instead, create a small set of reusable templates for your most common situations:

  • Initial inquiry

  • Pricing request

  • First follow-up

  • Final check-in

You can save these in tools like Dubsado, HoneyBook, or even a simple Google Doc or Gmail canned responses. Just make sure to customize the first line and close so each message still feels personal.

Trust me—future you will thank you.

You Don’t Need to Be Fancy—You Just Need to Be Clear

Responding to inquiries doesn’t have to feel intimidating or overly formal. At the end of the day, your message is about more than just giving information—it’s about building connection and confidence.

With a few strong templates, a warm and clear tone, and a willingness to follow up with kindness, you’ll start turning those “just curious” messages into excited bookings—and creating a smooth, professional experience from the very first reply.

🎧 Want More Help Turning Inquiries Into Clients?

If you found this helpful, there’s so much more waiting for you:

🎙️ Savvy Shutterbug Podcast – Tune into this week’s episode, Turning Interest into Bookings, for a deep dive on how to communicate with confidence (even if you’re new or introverted).

🎓 Explore Courses & Mini-Trainings – Learn the full inquiry-to-booking process, email flow setups, and client experience tips inside our beginner-friendly programs.

📺 Subscribe on YouTube – Watch real-time demos on writing and sending professional responses, setting up booking workflows, and streamlining your process.

Let’s make your inquiry replies one of your strongest tools—not your scariest.