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Email template to request a wedding cake quote

You've booked the venue and the date, and now you need a cake for somewhere between fifty and two hundred people. Wedding cakes are priced per slice, usually somewhere from a few dollars to well over ten dollars a slice depending on the bakery and the design, and the total depends on decisions you haven't made yet: how many tiers, buttercream or fondant, fresh flowers or sugar flowers. A bakery can't quote from a phone call. Email lets you send a photo of a cake you like, your guest count, and your venue, and get back a real price range, plus the answers that matter later: whether a tasting costs money, when the design has to be final, and whether they deliver and set up the cake at the venue.

Before you send

  • Your wedding date, the venue name and address, and the time the cake needs to be there. Popular bakeries book six to twelve months out for Saturdays.
  • Your guest count. Most bakeries suggest planning slices for about 80 percent of guests, since not everyone eats cake.
  • A photo or two of cakes you like, and a note about what you like in them: the shape, the finish, the color, the flowers.
  • Flavor preferences and any allergies in the wedding party. Nut-free and gluten-free tiers are common requests and not every bakery does them.
  • Your budget for the cake. Say a range; it saves a round of emails.
Subject Wedding cake quote for [date], about [number] guests 
Hi [bakery name] team,

We're getting married on [date] at [venue name, city], and we'd love to talk to you about our cake. We're expecting about [number] guests.

I've attached a couple of photos of designs we like. We're drawn to [a three-tier cake with a smooth buttercream finish and fresh flowers / a simple semi-naked cake / describe]. For flavors we're thinking [vanilla with raspberry filling / lemon / chocolate], and we have [number] guests who need [gluten-free / nut-free] servings.

Could you send us:

- A price range for a cake like this for our guest count, including any per-tier or design charges
- Whether you offer a tasting, what it costs, and how to book one
- Delivery and setup fees to [venue name], and whether you coordinate with the venue
- The deposit, the payment schedule, and the date the final design and count are due

Our budget is around [dollar range]. We're hoping to choose a bakery by [date].

Thanks,
[Your names]
[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

  • A good reply gives a per-slice or total range, offers a tasting date, and tells you the deposit. Tastings often cost a small fee that's credited toward the cake if you book.
  • If the quote is over budget, ask about a smaller display cake with a matching sheet cake cut in the kitchen. Guests can't tell, and it's often the biggest saving available.
  • Ask whether the bakery delivers to your venue and whether the venue charges a "cake cutting fee." Both are easy to miss and both go on the final bill.
  • If a bakery can't give a range without a tasting or won't say when the design is final, move on. Established wedding bakers answer those two questions without hesitation.

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 Get me wedding cake quotes 
Hi StandIn,

I'd like you to get wedding cake quotes from a few bakeries and set up tastings with the ones that fit.

The wedding: [date, venue name and address, and cake arrival time].
Guest count: [number].
Design: [description, and I can send photos of cakes we like].
Flavors and dietary needs: [flavors we want, and any gluten-free or allergy servings needed].
Bakeries: [any I already have in mind, or the city to search in].
Budget: [dollar range].

Contact three or four bakeries, get a price range, tasting details, delivery fee, and deposit from each, and bring me a comparison.

Thanks,
[Your names]

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