If you get a sense that the timeline is already underway, send this asap. If you feel you have some time, I like to send this about 6-10 months out. Main thing is you want to beat them to the timeline so they can actually implement this information.
Subject: A Few Scheduling Tips That Can Make a Big Difference
Hi {{First Name}},
As your wedding day gets closer, I wanted to share a few scheduling tips that I've learned after photographing weddings for the past 15 years.
Every wedding is unique, and there isn't one "perfect" timeline. But there are a few things that consistently help couples have a more relaxed day while also creating space for beautiful, natural photographs.
My hope is that these tips simply give you something to think about as you continue planning.
Leave More Time Than You Think You'll Need
If there's one piece of advice I could give every couple, it's this:
Build in buffer time.
Hair and makeup may run a few minutes behind.
Family members might need help finding the ceremony location.
Transportation may take longer than expected.
A little extra breathing room allows you to enjoy your day instead of feeling like you're racing from one event to the next.
Consider Seeing Each Other Before the Ceremony
A First Look isn't for everyone, and there's absolutely no right or wrong choice.
However, many couples tell me it becomes one of their favorite moments of the day.
It gives you a quiet moment together before everything begins and allows us to complete many of your portraits before the ceremony, giving you more time to enjoy cocktail hour with your guests.
If you're unsure whether a First Look is right for you, I'd be happy to talk through the pros and cons.
Plan Enough Time for Portraits
Your wedding day moves quickly.
Giving yourselves 20–30 relaxed minutes together allows us to create beautiful portraits without feeling rushed.
These are often the only moments all day where the two of you get to simply slow down and be together.
Think About Sunset
If your schedule allows, I always recommend stepping away for 10–15 minutes during sunset.
The light is softer, the atmosphere is quieter, and many couples tell me these become some of their favorite moments of the entire wedding day.
It's also a wonderful opportunity to pause, take a deep breath, and soak in everything that's happened.
Keep Family Photo Lists Manageable
Family portraits are incredibly important.
Having a clear list prepared ahead of time helps us work efficiently so everyone can get back to celebrating as quickly as possible.
If possible, I also recommend asking a family member who knows everyone to help gather people during this portion of the day.
It makes the process much smoother for everyone.
Remember What the Day Is Really About
The most meaningful photographs rarely happen because everything went perfectly.
They happen because people are fully present.
The laughter.
The hugs.
The tears.
The spontaneous moments you could never plan.
Don't worry about creating a perfect wedding day.
Focus on celebrating your marriage, loving your people well, and enjoying every moment together.
I'll take care of documenting the rest.
If you'd ever like a second opinion on your timeline or have questions about how photography fits into your day, I'm always happy to help.
Looking forward to celebrating with you soon!
Warmly,
P.S. Every wedding is different. These are simply suggestions based on my experience photographing hundreds of weddings over the past 15 years. At the end of the day, this is your celebration, and my job is to support the vision you have for it while helping you have the best experience possible.