The Family Session Prep Email You Should Be Sending

Are you sending a Family Session Prep Email to your clients ahead of their sessions this fall? If not, your busy season is about to get a whole lot smoother.

Family photographers prepping for the busy season often dread the chaos that is back and forth emails with clients. As a family photographer, Fall is always a double edged sword. On one side, you’re happy to be booked with back to back weekends & mini-sessions, bringing in the majority of your yearly revenue. But, on the other side, you’re constantly worried about burnout, getting sick, reschedules, and spending enough time with your family and friends. It’s a major balancing act, and if your anything like me, it doesn’t always feel like balance is possible.

However, there is one simple hack that changed my Fall booking season for the better. This one hack reduced no-shows & reschedules, confused clients & last minute questions. What is it? A prep email, plain and simple. And, better yet – automating it. Learn how this one simple email template (with built in HoneyBook smart fields) reduces stress for both me and my clients. 

Why a Family Session Prep Email Matters More Than You Think 

Many family photographers start booking their fall sessions in the beginning of summer. Meaning, that you have multiple clients on the books months in advance of their session. This is fantastic (since now you know where that next paycheck is coming from), but it has the potential to lead to miscommunication, and crossed wires if you’re not careful. The prep email changes all of that. By creating this one email with important details like the time, date and location of your session, as well as helpful tips like what to wear or how to prepare their kids, you reduce back and forth questions from your clients and set expectations early. This email can build excitement, and confidence in the experience you are providing. No more, “when is our session?” emails, or “what should I wear?”. This email helps families actually show up ready, on-time and looking forward to their session. 

What to Include in Your Family Session Prep Email 

First, you can absolutely add your personality to an email even though it will be automated (or at least it should be!). Your Fall session prep email should include the following: 

• Date, Time & Location of the Session
• Parking info (if needed) 
• What to wear (or better yet, a link to a blog post/guide)
• What to bring (snacks, favorite toy for any kiddos, blanket, special props etc.) 
• What to expect during the session (this is where your personality shines!)
• How/when they’ll receive their gallery after the session (stay tuned for a bonus newsletter where I share more about this!)

When to Send the Family Session Prep Email & How to Automate

Once you have drafted this template, the question might be, when should I send the Family Session Prep email. You don’t want to overwhelm your clients too early with details they aren’t ready for, but you also don’t want to send it too late…after they have already reached out to you! The ideal timing is 7-10 days before their session.

No matter when they booked, you can automate this so it feels personal, but happens like clockwork. If you are using HoneyBook, you can create a standalone automation triggered by their session date, and include the condition to wait 7-10 days before their session before the email goes out. Additionally, when a session is scheduled using HoneyBook – turn on the feature for an automated reminder of their session date and time 1 day before the session (just as an extra!).

Keep in mind, to make this fully automated using HoneyBook you will need to make sure that details like the date, time and location are added to the “Details” tab in the client project. I recommend setting a task in your automation to ensure this is done first before the email is sent. Once you check off the task, the rest of the automation can follow. 

Prepping your clients = prepping yourself for a smooth season

When you take the time to set up a system for prepping your clients for the Fall Sessions, you are setting your future self up for success. No more back and forth about timing and location. No more last minute texts from clients asking what to wear, or where to park. You are in control of the client experience, and your clients feel taken care of, and prepared!

If you’re wondering how to create a more seamless client experience from start to finish, or automate more of your workflow, let’s chat! I offer  individualized support through 1:! Coaching, or I can take the reins and overhaul your HoneyBook so it works for you. Contact me today to set-up a discovery call where I can learn more about your business and how we can partner to make it even more streamlined for success.