How to politely turn down wedding vendors without offending them
Learn how to politely turn down wedding vendors without offending them, ghosting them, or stringing them along. Includes tips, email templates, and advice for respectful communication with wedding professionals.
Planning a wedding is no small feat, and with so many moving pieces to coordinate, it’s natural to reach out to multiple vendors as you search for the perfect team to bring your vision to life. However, one part of the process often gets overlooked: how to turn down vendors you’ve decided not to hire.
While you don’t owe anyone an explanation, it’s important to remember that many wedding vendors are small, family-owned businesses. Leading them on, ghosting them, or stringing them along isn’t the most courteous move. Respectful communication goes a long way, and a little effort to close the loop can help vendors plan their schedules while maintaining professionalism and kindness.
Why ghosting is never necessary
It happens—emails get buried, or you simply forget to follow up. But if a vendor has taken the time to respond to your inquiry, provide information, and even follow up multiple times, leaving them without a response is not okay.
When you ghost a vendor, especially if they’ve already sent over a contract, it doesn’t just leave them wondering what happened; it can also prevent them from opening up their calendar to other couples. A quick email, even just a couple of sentences, can save time and energy for both sides.
Pro tip: If you’re busy or overwhelmed, set aside a few minutes at the end of each week to go through your emails and tie up loose ends with vendors you’ve decided not to hire.
It’s okay to shop around—just be honest
If you’re still in the process of comparing vendors, it’s perfectly fine to let them know! Many vendors understand that couples want to weigh their options before making a final decision – in fact, it’s encouraged! Communicating this up front just helps manage expectations and prevent misunderstandings.
Here’s a simple line you can use in your initial outreach:
"Thank you for providing this information! I’m currently in the process of exploring a few options and will be in touch as soon as I’ve made a decision."
This lets vendors know where you stand and gives them the clarity they need without being misleading.
Polite ways to turn down a vendor
When you’ve made your decision and need to let a vendor know you’re going in another direction, a kind and professional email can make all the difference. Remember, you don’t need to overexplain or apologize excessively—just be clear, concise, and courteous.
Here are a few examples of how you can word your response:
If you’ve chosen another vendor:
"Thank you so much for taking the time to connect with me and provide information about your services. After careful consideration, we’ve decided to move forward with another vendor. We truly appreciate your time and wish you all the best!"
If their services weren’t the right fit:
"Thank you for sharing more about your services! While we love what you offer, we’ve decided to move in a different direction for our wedding. We appreciate your time and hope to cross paths in the future!"
If budget was the deciding factor:
"Thank you for your detailed proposal! Unfortunately, your services are outside of our budget for this wedding, but we sincerely appreciate your time and effort. Best of luck, and we hope to recommend you to friends in the future!"
If you’re not ready to make a decision yet:
"Thank you for following up! I’m still in the process of finalizing decisions and will let you know as soon as I can. I appreciate your patience!"
Going above and beyond: a thoughtful gesture
If you’ve only reached out to a few vendors, consider taking a moment to explain why you chose a different one. Whether it came down to budget, availability, or a style preference, providing this feedback can leave a great impression and help vendors better understand their clients’ needs.
Even a brief note like “We absolutely loved your work, but ultimately went with someone a little closer to our budget” or “Your portfolio is beautiful, but we had a family recommendation for another vendor” can make a world of difference and help vendors understand if there’s any way to improve their client experience.
It’s not required, but small gestures like this can foster goodwill and show just how much you value the vendor’s time and effort.
Closing the loop matters
Planning a wedding can feel like a full-time job, and it’s easy to get overwhelmed with the constant back-and-forth of emails. But taking a few seconds to politely decline vendors is a small gesture that shows respect and professionalism. Vendors appreciate clear communication, and it ensures you leave a positive impression—even if you don’t hire them.
Looking for the perfect fit?
Finding the right wedding vendors is one of the most important steps in planning your big day, and it’s all about finding the people who align with your vision. If you’re still searching for a wedding photographer who will capture your day with creativity, care, and expertise, I’d love to hear from you! Let’s chat and see if we’re the perfect fit to document your wedding story.