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Email templates · Florist

Email template to place a flower order for an event

You need flowers delivered for an event that is not a wedding: a retirement party, a memorial service, a company dinner, a graduation, a hotel lobby for a conference. You know roughly what you want and when it has to arrive, and you want the shop to confirm it can be done.

Putting the order in an email instead of calling means the count, the colors, the delivery window and the address exist in one place that both of you can read again. Florists take orders between walk-in customers, and a detail that was said on the phone gets lost more often than one that was typed. It also gives you a written price before anything is charged.

Before you send

  • The event date, the time the flowers need to be in place, and the exact delivery address, including a room, suite, or hall name and who will receive them.
  • What you want, in counts: how many arrangements, roughly what size (a table centerpiece is different from a standing spray for a service), and any colors or flowers to include or avoid.
  • Whether the venue has rules. Some hospitals and funeral homes limit flower types, and some hotels require deliveries at a loading dock.
  • A budget per piece or a total. A florist can build to a number if you give one.
  • A card message, if any pieces are being sent on someone's behalf.
Subject Flower order for [event] on [event date] 
Hi [florist or shop name],

I'd like to place an order for [event, for example "my mother's retirement party"] on [event date].

Here is what I need:

- [number] [type of arrangement, for example "low table centerpieces"] in [colors]
- [number] [second type, for example "one larger arrangement for the entrance table"]
- Please avoid [any flowers to leave out, for example "lilies, because of allergies"]

Delivery should go to [full address, room or hall name] and be in place by [time] on [date]. [Name of person] will be there to receive it, at [phone number]. My budget is about [amount per piece or total].

Could you confirm that you can do this, and send me the total with delivery before charging anything? If something I've asked for isn't available that week, I'm happy with a substitute in the same colors, just let me know.

Thanks,
[Your name]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • Expect a confirmation with a total and either a request for payment or a hold on a card. If the reply is only "sure, we'll take care of it" with no numbers, ask for the price and the delivery window in writing before you consider it booked.
  • Check the delivery time on the confirmation against the venue's own rules. A florist that shows up an hour before the doors open may be turned away.
  • The day before, send a one-line email confirming the address and contact name. Substitutions happen; a reminder catches them before the truck leaves.
  • If the shop cannot commit to the time or the count, order elsewhere rather than accepting "we'll do our best." A vague answer the week before an event is a no.

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Order flowers for my event 
Hi StandIn,

Please place a flower order for my event and get the details confirmed in writing.

The event: [what it is and the date].
Delivery: [full address, room or hall, time the flowers must be in place, and who receives them].
What I want: [number and type of arrangements, colors, anything to avoid].
Budget: [per piece or total].
Card message, if any: [message and who it's from].
Florist: [shop name, or "find a well-reviewed florist near the venue"].

If the first shop can't meet the time or the budget, try two others, and confirm the final order, total and delivery window back to me.

Thanks,
[Your name]

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