As a new wedding planner, you probably launched your business because you love weddings, the creativity, the organization, and the magic of bringing someone’s vision to life. Let’s be real: the back end of running a business? Not quite as glamorous. There are emails to send, timelines to create, inquiries to answer, marketing content to write, and proposals to build, all while staying on top of your actual events. It’s easy to get overwhelmed or feel like you’re constantly playing catch-up. That’s where incorporating ChatGPT in your planning business comes in. Think of it as your behind-the-scenes assistant who’s always ready to help, never complains, and works 24/7. In this article, we’re diving into the everyday business tasks that ChatGPT can help you streamline, so you can focus on doing more of what you love.

I want to add a BIG caveat to all things ChatGPT. This tool should not replace your unique brand voice or custom client experience. I think of ChatGPT as a brainstorming/writing partner. Any prompt that you put into ChatGPT is simply giving you a draft; you should ALWAYS edit for content, style, and tone.

Write Professional Emails in Seconds

From initial inquiries to thank-you notes and check-in messages, wedding planners send dozens (if not hundreds) of emails every month. ChatGPT can write these for you in your brand voice with just a few prompts.

Try prompts like:

• “Write a friendly and professional welcome email for a new full-service wedding planning client.”
• “Draft a follow-up email to send one week after an inquiry that hasn’t responded.”
• “Create a thank-you email to a couple after their wedding, highlighting specific details from the day.”

Pro Tip: Save your most-used prompts in a Google Doc so you can copy, paste, and go whenever you need them.

Create Wedding Planning Timelines

You don’t have to start from scratch every time. ChatGPT can build wedding planning checklists and timelines tailored to your planning packages.

Example prompt:

• “Create a 12-month wedding planning checklist for a full-service planner to share with clients.”
• “Make a 3-month checklist for a couple who just hired a month-of coordinator.”

You can tweak these outputs to fit your personal planning style and local vendor timelines, but having a draft built in seconds is a huge time-saver.

Answer Client Questions (Without Rewriting Your Reply Every Time)

Ever get the same question over and over again? ChatGPT can write reusable answers that sound like you, polite, helpful, and informative.

Prompt ideas:

• “Write a professional but friendly response to a client asking why wedding planners charge a retainer.”
• “Draft a helpful explanation of what’s included in my ‘month-of coordination’ package.”

These responses can be stored in a saved email template or client FAQ document. You’ll never be stuck wondering what to say again.

Draft Proposals or Service Descriptions

When a new lead reaches out, you want to reply quickly, but sometimes it takes hours to write the perfect response. ChatGPT can help you quickly outline or draft your proposal content.

Prompt:

• “Write a proposal email for a partial planning service for a client getting married at a vineyard in October. Use a warm and enthusiastic tone.”

You can also have ChatGPT write descriptions of your service packages for your website, brochures, or social media.

Brainstorm Blog Post Topics or Newsletters

Staring at a blank screen when it’s time to write your blog or send a newsletter? ChatGPT thrives at brainstorming content ideas and even drafting the first version.

Prompt:

• “Give me 10 blog post ideas for a wedding planner that will help me attract engaged couples planning in [your city].”
• “Draft a newsletter about what to do after getting engaged, with a call to action to book a consultation.”

You can personalize the output, but having a solid starting point will save you a ton of time.

Organize Your Weekly To-Do List

If you’re juggling multiple clients and marketing tasks, keeping your week organized is a challenge. ChatGPT can turn a list of goals into a structured weekly to-do list.

Try this:

• “Here are my priorities this week: onboard a new client, follow up with leads, post 3 times on Instagram, and finalize a timeline for a September wedding. Make me a Monday-Friday schedule.”

You can also ask it to help you batch tasks by day or time-block your week based on your energy levels.

Write Captions and Content in Your Voice

Even if you have a strong brand voice, writing content consistently can be exhausting. ChatGPT can help you write Instagram captions, blog intros, and Pinterest descriptions that sound like you.

To get great results, be specific:

• “Write a casual but professional Instagram caption for a wedding planner sharing a behind-the-scenes look at a ceremony setup. Mention the venue and use three relevant hashtags.”

You can even upload past content (if you’re using GPT-4 with tools) to train ChatGPT to mimic your tone.

Generate Scripts and Talking Points for Meetings

If you get nervous before consultations or client meetings, ChatGPT can help you prepare in advance.

Prompt examples:

• “Create a list of talking points for a consultation with a couple planning a destination wedding.”
• “Write a short script for how to explain the difference between full-service and partial planning in a meeting.”

It’s a great confidence booster, especially when you’re just starting out and still getting comfortable in your role.

You Don’t Need to Do It All Yourself

As a new wedding planner, your time is your most valuable resource. You’re learning how to run a business, build your reputation, and deliver fantastic service all at once.

ChatGPT isn’t a replacement for your expertise or personal touch, but it is a powerful tool to help you work smarter. With the right prompts, it can save you hours each week, help you feel more confident, and let you spend more time planning weddings (instead of being glued to your laptop at 10 p.m. writing emails).

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