STUDIO GUIDE
How to respond to a photography inquiry, with templates you can copy
A good reply to a photography inquiry (or enquiry) does four things: thanks the client by name, answers their actual question, offers a clear next step such as two session times, and keeps it short. Send it as fast as you can, on the channel they used. Below is a simple structure, then copy-ready templates for newborn, family, pet, kids and boudoir sessions, price questions, fully booked dates, after-hours replies and follow-ups. Every template is a fictional example: swap in your own details.
By the Allio team. Updated 22 October 2026.
The structure of a reply that books
- Name and thanks. “Hi Priya, thanks so much for getting in touch.”
- Answer the question they asked. If they asked the price, give the price or a starting point.
- One line that shows you listened. Mention the baby’s due date, the dog’s name or the family size.
- A next step with a choice. Two times, a booking link, or a short call.
- Sign off as a person. Your name and the studio name.
Leave out long introductions, your whole price list and anything they didn’t ask. You can send more once they reply.
Match the channel
- Text: two to four sentences, no attachments, one link at most.
- Instagram or Facebook DM: friendly and short, then move to booking with a link or times.
- Email: a little longer is fine, with your pricing guide attached or linked.
- Phone: answer the question, offer times, then text a summary so they have it in writing.
Reply on the channel they chose. A client who sent a DM may not check email for days.
Newborn enquiry
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Priya, congratulations, and thank you for thinking of us! Newborn sessions are best in the first two weeks, so we book a spot around your due date and confirm the exact day once baby arrives. When are you due? I can hold a place for you, and our newborn sessions start at [price], which includes [what’s included]. Ellie, Fernhill Portrait Studio”
Family session enquiry
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Tom, thanks for getting in touch! Yes, we’d love to photograph the five of you. Our autumn family sessions are in [location], and the next openings are Saturday [date] at 9:20 or 11:00. Sessions are [price] and include [what’s included]. Would either time suit? Ellie”
Pet session enquiry
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Jess, Biscuit looks gorgeous! We photograph dogs of all temperaments, and we’ll go at his pace with plenty of treats. Is he happy around new people, or does he prefer a quiet spot? We have [day] at 8:30 in [park] or a weekday morning. Pet sessions are [price]. Ellie”
Kids and cake smash enquiry
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Amira, happy almost first birthday to Leo! Cake smash sessions take about an hour, and we time them around naps, so mornings usually work best. We have [date] at 9:30 or 10:30, both a week before his birthday. The session is [price], including the cake and setup. Should I pencil one in? Ellie”
Boudoir enquiry
Lead with privacy and comfort, and offer a short call before any booking talk.
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Sam, thank you for reaching out. It takes courage, and we’re glad you did. Every session is completely private: your images are only seen by you and the people who work on them, such as our editor, and we never post anything without your written permission. Would you like a relaxed 15 minute call to talk about what you’re hoping for? I have [day] at 7pm or [day] at 12:30. Ellie”
“How much do you charge?”
Answer it. Clients who only get “it depends” often move on.
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Kate, great question. Family sessions are [session fee], which includes the session and [what’s included]. Most families choose prints or an album too, which start at [price], and we go through those together at your viewing. Here’s our full pricing guide: [link]. Would you like me to check dates for you? Ellie”
For how to set the numbers themselves, see our photography pricing guide.
When the date is already booked
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Mia, thank you! Unfortunately the 14th is fully booked, but I have the 21st at 10:00 or the 22nd at 3:30, both with the same autumn light. If neither works, I can put you on the waitlist for the 14th and let you know if a spot opens. Ellie”
After hours and during sessions
A short holding reply tells the client they’ve been heard and when to expect an answer:
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Thanks for your message! I’m with a family right now, so I’ll reply properly by 4pm today. In the meantime, our session guide is here: [link]. Ellie, Fernhill Portrait Studio”
Only promise a time you can keep. An AI that answers common questions and offers times can cover these hours instead, if it has accurate information about your studio.
Follow-ups when they go quiet
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
Next day: “Hi Tom, just checking you saw the times for your family session. Saturday at 9:20 is still open if it suits.”
Four days later: “Hi Tom, no rush at all. If autumn is too busy, I’m happy to let you know when our spring sessions open instead.”
Two follow-ups is usually enough. After that, add them to your list for the next season.
When the session isn’t a fit
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
“Hi Alex, thank you for thinking of us! We only photograph families, newborns, kids and pets, so we’re not the right studio for this one. [Studio name] does beautiful work in this area and might be a great fit. Best of luck with it! Ellie”
A kind referral costs nothing and is often remembered.
Make the templates work for the whole team
- Save each template where everyone can insert it in one click
- Personalise the first line every time
- Keep prices in one place, and update templates the day prices change
- Review a few sent replies each month and improve the ones that don’t get answers
Where Allio fits: In Allio, every call, text, DM and email lands on one thread per client in the unified inbox, and AI enquiry replies can draft replies in your studio’s voice from your knowledge base, for you to approve or send automatically.
Inquiry reply questions
How quickly should I respond to a photography inquiry?
As fast as you can with a useful answer, ideally within minutes during working hours and the same day at the latest. See speed to lead for photographers.
Should I put prices in my first reply?
If they asked, yes, at least a starting point and what’s included. Clients who get a clear answer are more likely to keep talking.
How long should a reply be?
Short. Two to four sentences for a text or DM, a little longer for email. Answer the question and offer a next step.
How many times should I follow up?
Usually twice: once the next day and once a few days later. Then stop and add them to your list for the next season.
Can AI write my enquiry replies?
It can draft or send replies from your own information, such as prices, policies and availability. Start with the AI drafting replies for you to approve, and check its answers for accuracy.
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