Wedding Planner Inquiry Form Template: Questions to Ask Before the First Call

Every wedding planner gets inquiries that go nowhere: a date you're already booked, a budget that doesn't fit the service, a couple who wanted a venue coordinator, not a planner. A good inquiry form sorts those out before you spend an hour on a call.

It also starts the record you'll use for the next twelve months. The details a couple gives you at first contact are the ones you'll need again when you write the proposal, book vendors and build the timeline.

Keep it to what you need to decide whether to book a consultation. You can ask the rest later.

• Names and preferred names.
• Best email and phone, and which they prefer.
• How they found you.

• Wedding date, or the dates they're considering.
• Venue: booked, shortlisted or not started.
• Ceremony and reception in one place or two.
• Approximate guest count.
• Location or region, if your service area matters.

• Full planning, partial planning or day-of coordination.
• What they've already booked (photographer, caterer, officiant).
• What they're most worried about.

• An overall wedding budget range, as broad bands rather than an exact figure.
• A planning-fee budget range, if you're comfortable asking.

Ask about budget gently. Many couples haven't set one yet. Bands ("under $X," "$X–$Y," "not sure yet") get more honest answers than an open box.

• Their availability for a consultation.
• Anything else they'd like you to know.

Leave these for later:

• Full vendor lists and contracts.
• Payment details.
• Detailed guest information.
• Sensitive personal details you don't need yet.

Collect only what you need for the stage you're at. The FTC's Protecting Personal Information guide is a plain-English starting point: know what you hold, keep only what you need, protect it, and get rid of what you no longer need.

A simple flow keeps a long engagement organized:

1. Customer inquiry form. First contact. Decide whether to offer a consultation.
2. Consultation. Talk through their answers.
3. Proposal with your packages and prices. Show what each package covers so they can compare. Our guide to pricing small-business services helps you set the numbers.
4. Client registration. Once they book, record the details you'll use for the whole engagement in one place.
5. Service log. Track the work behind each package as it happens: vendor calls, site visits, timeline drafts.
6. Internal notes. Keep assistants and day-of staff briefed without putting internal notes in front of the couple.
7. Invoice checklist. Check each invoice against the package and any approved extras before it goes out.

A wedding can sit on your books for a year or more. Keeping every step in the same set of forms means you, or an assistant, can pick up any couple's file and see where things stand.

Couples compare planners on what each package covers. A one-page menu that sets out full planning, partial planning and day-of coordination side by side helps them choose and gives the consultation a clear starting point. If you publish prices or "starting at" figures, keep them accurate and say what moves them; the FTC's advertising guide for small businesses covers price claims, and our truthful advertising checklist is a quick check.

An inquiry form and a client registration form are business records, not contracts. Your planning agreement (scope, payments, cancellation, liability) is a legal document. Have a local attorney review it.

Business licenses, registration, sales tax on services and event permits can depend on your state, county and city, and on where each wedding takes place. This guide does not cover those rules. Check locally. The SBA's licenses and permits page is a good place to start.

Wedding Planner Business Documents — Premium ($19.99) contains six forms: Customer Inquiry, Client Registration, Service Log, Internal Staff Notes, Daily Operations Checklist and Invoice Checklist. You get them as 6 interactive fillable PDFs, 6 editable Word files and 3 setup guides, plus the same six as fill-online browser forms in a second download: 21 files in total.

For your packages, the Wedding Planner Price List & Service Menu ($4.99) is a one-page menu with full planning, partial planning and day-of coordination laid out side by side. It comes as an editable HTML file, an editable Word file and a How-to-Use Guide PDF, and prints on US Letter.

The couple's contact details, wedding date, venue status, guest count, the type of planning help they want, a budget range and how they found you. Keep it short.

Many planners ask for a range using broad bands. It helps you see fit early without making couples commit to an exact figure.

The inquiry form is for first contact, before anyone books. The client registration form records the details you need once the couple becomes a client.

No. It's a business record. Use a separate planning agreement for the terms of your service, reviewed by a local attorney.

Checked October 29, 2026.

• FTC, "Protecting Personal Information: A Guide for Business"
• FTC, "Advertising FAQ's: A Guide for Small Business" (price claims are held to the same truthfulness standard as other claims)
• SBA, "Apply for licenses and permits"

This is general information, not legal, tax or financial advice. Licensing, tax and permit rules vary by state, county and city. Check your local requirements.