Weddings Need help with a reply...

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Weight lifting Music Guy
Apr 1, 2008
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Gilbert, AZ
www.musclemanmusic.com
I recently had a bride email me saying that she and her fiance are no longer getting married. We already collected her non refundable deposit back in September. The wedding was set for 10/10/2010.

Since this is somewhat of an uncomfotable situation....i need help with a reply email. Thanks!!
 
Keep it business-like, reference your contract and walk away.

Don't get caught up in the emotions of their situation.

YMMV
 
Is she asking for a refund of the deposit?

1. It should be a retainer not a deposit! Deposits are refundable retainers aren't!

If she is asking for a refund I would tell her that it would be contingent upon you booking that date with someone else, and if you book the date and get a "retainer" from the next client for that date, then refund her's to her.

Or you can tell her you will put her deposit forward to a new date for a wedding or party in the future!
 
I think she dumped the old man, and is hittin' on ya dude...

Heck, if ya can get the old lady out of town for a couple days -- go for it :sqcool: :sqbiggrin:



BTW, I would only send a "Sorry to hear...", and forget about it. Yer parts done.
 
Follows is an edited copy of a refund letter I sent recently. Feel free to copy it if you wish:

Jxxx Wxxxx
xxx Bxxxx Circle
Reading, PA 19608


Dear J,

From recent correspondence with (bride's name), I understand that the need for our service at your wedding on 7 August, 2010 has been canceled. Please find enclosed a company check for the amount of $425.00 to cover your refund in accordance with our agreement. Also enclosed is a copy of our email correspondence for your records.

As mentioned in the email, we will hold your retainer fee in good faith should you need our service in the future. I trust that you will find this to be satisfactory.

If I may be of further service, please feel free to call me at (302) 492 3011 or e-mail me at [email protected].

Warmest regards,



Fred Stewart
Night Wolf Entertainment
 
Ditto

Thunder said:
Is she asking for a refund of the deposit?

1. It should be a retainer not a deposit! Deposits are refundable retainers aren't!

If she is asking for a refund I would tell her that it would be contingent upon you booking that date with someone else, and if you book the date and get a "retainer" from the next client for that date, then refund her's to her.

Or you can tell her you will put her deposit forward to a new date for a wedding or party in the future!
Click to expand...
 
Sounds To Go said:
? No contract signed & no deposit taken? You said you collected one though?
Click to expand...

??? Jeremiah wasn't the original poster.

BTW...you shouldn't have any problem rebooking 10/10/10.
 
Heck
I had one cancel a WEEK before the event...
and I already received (and spent) the deposit AND the final payment.

the FOB emailed me the bad news...
and since he didn't ASK for any money back
I didn't offer.
just replied to his email with my sympathies...
and didn't ask any questions.

She probably had to cancel EVERYTHING, so she's probably getting used to hearing people tell her she lost the deposit...
 
How I respond has to do with WHY are they canceling the wedding?

Was one of them killed in a car accident?

or just 'parted' for some reason?

If there was a tragedy I tend to be a bit soft hearted and provide a refund. Keep in mind, I've never had this happen, I only know it happened to others. In one case the groom was deployed, and before his return and the wedding, he was killed. In another, a drunk driver killed either the bride or groom (can't remember specifics).


In all of these cases I'd do the stand up thing and provide a full refund no matter what the contract said. The last thing any of them need is some 'DJ' telling them they're keeping their money.

In all other cases, I refer to my contract.
 
Ok I'm late to this one:

Dear Ms Coldfeet,

I'm sorry to hear that your wedding has been called off. As you know the contract that you signed required a non-refundable retainer fee and also requires in writting a request to cancel.

I am enclosing a cancel request form that will need to be signed and returned to our office. This form must be recieved no later than 90 days prior to your event date or the entire event balance will be due in full. Once we recieve the request it will be signed by me and returned as a copy to you for your records and confirmation that the cancellation was accepted.

Until such time the event and any contractual agreements will remain in force.

Sincerly

DJ Top Dawg

Oddly enough I had one like this last year and one for this coming year, the latest one was cancelling due to family issues but was still getting married. I've since recieved an email stating that the reception is still on and that they are considering having the ceremony at the same location. So the good news is the wedding is still on and we are still doing the reception and possibly the ceremony now too.
 
If they just called it off.... I'd just thank them for letting you know about the change in plans, then express your condolences, and move on. If they ask for a refund, I'd make it contingent upon booking the date again. In simplest terms: They took the inventory off the market and if it can't be resold then they own it.

It's also why I stress the importance of event insurance for my clients.
 
MusicMeister said:
If they just called it off.... I'd just thank them for letting you know about the change in plans, then express your condolences, and move on. If they ask for a refund, I'd make it contingent upon booking the date again. In simplest terms: They took the inventory off the market and if it can't be resold then they own it.

It's also why I stress the importance of event insurance for my clients.
Click to expand...

Please explain?
 
jokerswild said:
Please explain?
Click to expand...

Sure. Event insurance generally covers any losses someone might experience in the event of something preventing the event from happening. It can also provide liability coverage for the people throwing the party. For example: Suppose a hurricane comes along and wipes out the venue. Wedding is canceled/postponed. The event insurance covers the deposits that were lost amongst other things.

If they're putting $10,000 into deposits on the line, another $600 (or less in most cases) would protect that investment in the event that something happens.

The insurance is broken up into categories like home owner's insurance and you have coverage amounts for the various portions that are covered.

http://www.wedsafe.com/

BTW, if you're an ADJA member I think there is a 'referral fee' if you refer your clients to the insurer but I can't swear to that. I just remember the event insurance being listed somewhere.

And why do I recommend people get event insurance? I had to postpone my wedding and lost about $7500 in deposits. Had I gotten event insurance at the time I would have been out very little, if any, money. Instead I was out everything. Trust me, it's GREAT peace of mind.
 
Also...get the cancellation in writing (signed by them) that they are cancelling.

A few years back, I had a bride cancel.....then change her mind after I re-booked their date. It was messy.

Get the cancellation in writing!
 
Bill Kexel said:
Also...get the cancellation in writing (signed by them) that they are cancelling.

A few years back, I had a bride cancel.....then change her mind after I re-booked their date. It was messy.

Get the cancellation in writing!
Click to expand...
Hence my mention of our correspondence via email, Bill. :)

Absolutely, save a letter of request to cancel and print it for your records. If the amount was paid in full and you've returned the balance less retainer, print a copy of the cancelled check from your bank's website.

You will feel better with this documentation on file.
 
I always send a cancellation form via email and have them sign and fax it back to me. I don't trust email... What if someone with has a bone to pick with the client and uses their computer to email you the cancellation news in an elaborate attept to sabotage the couple's big day? I keep the retainer and do not enforce the balance, even if it is within the 90 days. If I enforce it, they will make me out to be the bad-guy with everyone they know and I won't be there to defend myself. Besides, I doubt that they'd pay which would mean small-claims-court. No thanks, I would prefer to keep my good name.
 
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