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Email templates › Food, stays and events

Food, stays and events

35 emails, grouped by the kind of business you are writing to. Each template is a complete email with the blanks marked, plus what to have ready before you send and what to expect after. If you'd rather not run the conversation yourself, every page has a button that hands the job to myagent@standinfor.me.

Restaurant

  • Ask caterers for quotesOne email with the questions to ask a wedding or event caterer: per-person price, staff, rentals, service charge and tax, itemized so quotes line up.
  • Dispute a wrong restaurant billRestaurant overcharged you, charged a drink twice or changed your tip? An email to the manager with the receipt, the exact difference and a refund request.
  • Plan a birthday dinner at a restaurantMaking a birthday dinner reservation for 8 to 20 people? An email that asks about seating, set menus, deposits, gratuity and bringing your own cake.
  • Ask a restaurant for a catering delivery quoteFeeding a team or a crowd? An email that asks a restaurant for a group catering quote with the per-person price, delivery fee, tip and setup spelled out.
  • Ask a restaurant for a buyout quoteConsidering a restaurant buyout for a private event? This email asks for the food and beverage minimum, room fee, service charge, tax, deposit and menus.

Bar

  • Plan a private party at a barPlanning a birthday party at a bar? An email that reserves a section or back room and settles the minimum spend, drink tab, food and headcount in writing.
  • Request a bar buyout quoteTo rent out a bar for the night, ask for a buyout quote: this email gets the minimum spend, hours, inclusions, deposit and all-in total in writing.

Bakery

  • Complain about a wrong cake orderA copy-and-paste email to a bakery when the cake was wrong, late or damaged, with photos, the order details and a clear request for a partial or full refund.
  • Place a bulk bakery orderNeed bulk cookies, cupcakes or pastries for an event or office? An email that places the order with quantities, packaging, pickup time and bulk pricing.
  • Request a wedding cake quoteBook a wedding cake tasting and get a real price: an email that asks a bakery for a quote for your guest count, the tasting fee, delivery and the deposit.

Hotel

  • Ask a hotel for late checkoutA short, polite email for a hotel late checkout: ask for a set time, give a reason, get it confirmed in writing, and know what to do if they say no.
  • Ask a vacation rental for a better rateA polite message that asks a vacation rental host for a discount on your dates, such as a lower nightly rate or no cleaning fee, with a reason to say yes.
  • Complain about a hotel roomHad a bad hotel room the front desk wouldn't fix? A calm complaint email to the manager that lists each problem and asks for a refund or credit in writing.
  • Request a hotel cancellation refundA hotel refund request for a cancelled, unused or non-refundable booking, with your confirmation number, the reason, proof and the amount you want.
  • Request a hotel group rateSetting up a wedding hotel block or rooms for a reunion or team? An email asking for the group rate, a courtesy block, the cutoff date and attrition terms.

Campground

Event and party service

  • Ask a wedding venue for pricingSkip the tour until you know the price: the questions to ask a wedding venue about rental fee, food and drink minimum, service charge, tax and inclusions.
  • Ask a DJ for a quoteAll the questions to ask a wedding or party DJ in one email: hours, what's included, mic and lighting, overtime, deposit and whether your date is free.
  • Request an event planner quoteThe questions to ask a wedding or event planner before hiring: what's included, flat fee or percentage, payment schedule and your date, in one email.
  • Request a party rental quoteRenting a tent, tables and chairs for a party or backyard wedding? An email that gets an itemized quote with delivery, setup, deposit and weather terms.

Photographer

  • Ask a photographer about usage rightsAsk your photographer in writing what you may do with your photos: prints at your own lab (a print release), social media, vendors and business use.
  • Ask a photographer for a quoteQuestions to ask a wedding photographer before booking, in one email: hours of coverage, edited photos, full-resolution files, turnaround and the deposit.
  • Follow up on late photo deliveryHow long it takes to get wedding photos back (often four to eight weeks), and a polite, firm email for when your photographer is past the contract date.

Florist

  • Place an event flower orderOrdering flowers for a funeral, memorial or party? One email to the florist with the arrangements, colors, delivery time, address and budget in writing.
  • Ask a florist for a wedding quoteA wedding flower checklist in email form: bouquets, boutonnieres, corsages, ceremony pieces and centerpieces, sent to a florist for an itemized quote.

Place of worship

  • Arrange a funeral service at a churchArranging a church funeral service or memorial? A short, factual email to the congregation that asks about dates, clergy, a reception in the hall and fees.
  • Ask a church about a weddingHoping to get married in a church, or to rent one for your wedding? An email asking the congregation about open dates, what it asks of couples, and fees.
  • Rent a church hall for an eventChurch hall rental without surprises: an email asking about the date, fee and deposit, tables and chairs, kitchen use, alcohol and insurance.

Park

  • Ask for a park event permitPlanning a 5K, festival or fundraiser in a park? Ask the parks department which special event permit applies, the fees, insurance and lead time.
  • Reserve a park pavilionPark pavilion rental in writing: an email to the parks department that reserves a shelter for your party or reunion and confirms the fee, hours and rules.

Arts and entertainment venue

  • Ask a venue for group ticketsBringing 10 or more people to a show, game or museum? Email the venue's group sales office for group tickets, the discount, a seat hold and the deadline.
  • Ask a venue for a ticket refundCan you get a refund on concert or theater tickets? A ticket refund email for a cancelled, postponed or can't-attend event that cites the seller's policy.
  • Ask a venue for a rental quoteRenting a theater, gallery, music hall or museum for an event? An email asking for a rental proposal with staff, tech crew, security and cleaning included.