A big part of my wedding planning job is to send the final timeline to the clients’ vendors and VIPs. I do this the week before the wedding. These are the emails that I use to get them what they need.
Want to download this for free? Here’s the Google Doc. You might also get value from my book.
WEDDING CEREMONY VENDORS
Potential ceremony vendors: any rental company/companies; florist and/or flowers; ceremony music; officiant(s); photographer(s); transportation; videographer(s)
Subject line: [date of wedding, last names of clients] — final timeline
Hello, [ceremony vendor]:
Below is a brief outline of what to expect on our wedding day. You’ll find a full timeline attached.
When and where the ceremony venue is available
Include when you expect this vendor to arrive. You likely know that information from earlier conversations or from your contract with them. If you don’t know, ask.
When and where photos begin
Ceremony vendors like to know this even if they’re not involved with photos so they can make sure their part is set-up before photos begin (if needed).
When and where the ceremony begins and ends
When and where the reception begins
Ceremony vendors like to know this so they can have a sense of how the day is unfolding. Some, such as a florist, may also need to visit the reception site before guests are due to arrive to set-up.
Bonus: Include a directory of the wedding vendors including the best day-of contact for the wedding.
Please let me know of any questions or concerns. Otherwise, thank you for your help!
Sincerely,
[your name]
WEDDING RECEPTION VENDORS
Potential reception vendors: caterer(s); florist and/or flowers; reception music; photographer(s); transportation; videographer(s)
Subject line: [date of wedding, last names of clients] — final timeline
Hello, [reception vendor]:
Below is a brief outline of what to expect on our wedding day. You’ll find a full timeline attached.
When and where the reception venue is available
Include when you expect this vendor to arrive. You likely know that information from earlier conversations or from your contract with them. If you don’t know, ask.
When and where the ceremony begins and ends
Reception vendors like to know this so they can have a sense of how the day is unfolding.
When and where the reception begins and ends
Include:
When food is expected to be served
If any toasts are expected and if so, when
If there are any special events during the reception and if so, when. These may include:
First dance(s)
Cake cutting/first bite
Bouquet and/or garter toss
Special exit
When you expect the vendor to leave. If you don’t know, ask.
Bonus: Include a directory of the wedding vendors including the best day-of contact for the wedding.
Please let me know of any questions or concerns. Otherwise, thank you for your help!
Sincerely,
[your name]
WEDDING VIPs
Wedding VIP: any guest whom you want to have more information than the average guest
Subject line: [your name and your partner’s names] — final timeline
Hello, [name of specific Wedding VIP]:
Below is a brief outline of what to expect on our wedding day. You’ll find a full timeline attached.
When and where the rehearsal begins
Include if a rehearsal-related meal is involved and if so, when and where that meal begins
When and where they’re getting ready on the wedding day
When and where photos begin
Include:
If and where parking is available
When and where food and beverage will be available on-site
If they need to come dressed in wedding attire (typically, yes but sometimes no if you’re all getting ready together, etc.)
When and where the ceremony begins and ends
When and where the reception begins and ends
Make sure to note anyone who is giving a toast
Bonus: Include the best day-of contact for the wedding.
Please let me know of any questions or concerns. Otherwise, thank you so much for your time and support!
Sincerely,
[your name]