Lead Replies Sales

Stronger Replies, Faster Bookings: How to Avoid Getting Ghosted

When it comes to booking weddings, communication isn’t just a task on your checklist—it’s the heart of your success. Couples want vendors who understand them, respond quickly, and clearly convey their value. Your communication strategy could mean the difference between sealing the deal or losing out to a competitor.

One of the most frustrating parts of being a wedding pro? Getting ghosted by prospective clients before you ever have the opportunity to sell your “why.” We asked Alan Berg, WeddingPro Educator and CSP of Wedding Business Solutions to share some tried and true steps for better communication with today’s couples. With these tips, you’ll be able to avoid getting ghosted, keep conversations moving and convert those leads to sales. 

Before thinking about what you can do in the future, take a moment to pause and reflect on whether you are currently:

• Responding quickly
• Keeping your language conversational
• Keeping your emails short
• Making your responses personal

Are you doing all of these, but still getting ghosted? 

1. Don’t distract them 

If you send your couples a pricing package right off the bat, they may compare it with your competition’s pricing and find a better option, leaving less reason to respond to you. Linking to your social media channels in the body of your email also makes it easy for them to get distracted and leave your page entirely.

 “You wanted them to respond quickly, but you gave them things to read and watch instead of responding to you,” says Alan. Remember: you’re not trying to start a conversation, you’re trying to continue one. 

Did you send your clients any of these: a brochure, menu, price list, packages, photos, videos, links to social media or links to websites in response to a question? In doing so, you may have distracted them from keeping the conversation going. Instead, check your Pro Playbook to ensure your Storefront has everything a couple wants to see. That way, you can use initial communication with couples to connect and convert.

Pro Tip: In your initial communication, focus on selling your brand instead of your product. Think: when deciding to go out to eat, do you decide on the restaurant or the dish you’ll be eating first?

2. Speed matters more than you think

Couples are managing countless wedding details and often reach out to multiple vendors within each category, meaning they’re dealing with crowded inboxes full of vendor replies. Vendors who respond swiftly and effectively not only demonstrate reliability but also stand out distinctly amid a flood of responses. 

Did you know? 

• 1 in 2 couples expect a reply within 24 hours.
• Pros who reply within 3 hours are twice as likely to get responses. 

Badge of honor: Earn the “Quick Responder” badge on The Knot and WeddingWire by replying to 80% of new leads within 24 hours. Track your progress and maintain your Quick Responder status directly through your Pro Playbook, reinforcing your trustworthiness to couples.

3. Clarity is caring

Fast replies matter, but clear, helpful information makes all the difference. Couples want straightforward answers that reflect your professionalism.

• Be clear and concise: Avoid jargon. Make your services and processes easy to understand.
• Provide next steps: Clearly outline the booking process to remove uncertainty and inspire confidence.

4. Personalize every interaction

Couples are seeking a personal connection. Demonstrate you genuinely understand and care about their vision.

• Use their names: Address couples directly to build rapport immediately.
• Reference specific details: Mention something specific from their inquiry—like venue, style, or preferences—to show you’ve paid attention.

5. Reduce back-and-forth

Clear, thorough initial responses prevent confusion and unnecessary exchanges. This keeps your conversations productive and engaging.

• Maximize your Storefronts: Include as much information as possible—such as pricing, packages, availability and FAQs—on your Storefronts to minimize questions and streamline conversations.
• Anticipate needs: Since couples already have access to key details on your Storefronts, use your communication to reinforce important highlights, confirm availability and outline clear next steps towards booking.
• Offer helpful resources (strategically): Direct couples to specific, targeted resources on your Storefronts as needed, ensuring your communications remain focused on driving progress and conversions.

6. Don’t jump to a call or meeting in your first reply

This is likely easier for you—not for your couples. Asking for high-commitment actions like setting up a phone call or providing their budget right away adds friction to the process. Couples are likely looking for general information before taking any of these steps. 

“If they wanted to talk on the phone, they would have called you! If they wanted to arrange a meeting, they would have asked for one. It’s like dating—start slow.” Alan cautions.

7. Don’t create a dead end

If you and your couple don’t have an agreed-upon next step, you’ll likely create a dead end in your communication. Like Alan says, “Ambiguous next steps bring ambiguous actions!” 

Responding to answer a specific question or scheduling a time to meet is a concrete next step. Telling them to reach out if they have any more questions leaves the ball in their court, where ghosting is more likely. 

8. Ask open-ended questions

Asking a question in your email opens the door for a response and future conversation. If you asked a question but still didn’t get a response, consider if the question was:

• High-commitment: Did it ask them for their budget or to set up a meeting right off the bat?
• Asked at the beginning of your communication: Make sure to save questions for the later part of your email.
• Not easy to answer: Do they have to think long and hard about it? Do they have to consult someone for the answer?
• Did you ask more than one question?: This might overwhelm the couple before they even finish reading your email.

Pro Tip: Alan recommends taking your questions and moving it to the bottom of your email. This encourages your couples to respond and continue the conversation.

9. Don’t give up too soon

Not following up with couples that don’t respond to you? You may be leaving money on the table. Remember: if you don’t ask, the answer is always no! Here’s Alan’s follow-up method for better communication:

1. Reply quickly using the same method. If someone messages you over The Knot or WeddingWire messenger, respond back there! Use whatever tool they choose.
2. Reply again the next day. Reference the details you mentioned in your previous email to keep your business and services top of mind for them.
3. Couple still not responding? Try a different method one or two days later. Make sure to call from a number they can call you back on.
4. If you still don’t hear back, send a short email a few days later. One line is all you need: Are you still looking for a [your category] for your event/wedding?
5. No response? Try sending something funny to grab their attention. Remember: it starts with the subject line!

Pro Tip: Take a moment to evaluate your subject line! Make sure it’s enticing enough for your couple to open your email. Instead of “Form Request for Venue,” consider something more intriguing like “Ready to Plan Your Dream Wedding?”.

10. Use WeddingPro tools

Based on your feedback, we have enhanced the tools in your inbox to save time and try to deliver higher-quality matches (while, hopefully, avoiding getting ghosted). Let these tools work for you:

• Smart fields in Quick replies: This feature automatically includes details about couples in your replies, such as their names, wedding date and location. With this tool, you can spend less time manually personalizing messages and more time getting back to leads quickly. 
• Attachments in Quick replies: Add and save attachments you frequently send to couples to your Quick replies, so you don’t have to manually upload them every time. 
• Auto-replies: Acknowledge a couple’s first message within the first few minutes with an auto-reponse so you can reply fast, even if you’re on the go. You’re more likely to get a higher-quality lead if you’re not leaving the couple waiting for a response. 

But what happens if they ghost you after you’ve met?

You’ve gotten your couple to respond to your initial messages, arranged a time to chat, and had a great meeting. Now they’re ghosting you— what do you do?

Don’t forget that ambiguous next steps bring ambiguous actions. If they’re not ready to book you during your first meeting, schedule a future meeting to keep the conversation going. Use the same multi-contact approach to reach them if they’re not responding to the original contact type. 

Communicate like a pro, book like a pro

Ultimately, your communication showcases your passion and professionalism. Prioritize responsiveness, clarity, personalization and genuine care in every interaction. You’ll not only stand out but also create lasting relationships and confidently secure more bookings.

Want more on optimizing lead replies? Check out our full report: From Hello to Hired: Your Guide to Lead Replies. Whether you are looking for a new approach or want to brush up on your communication style again, you got this! And, as always, WeddingPro is in your corner. 

Photo Credit: JJMT Photography