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Just Said Yes July 2020

Email Templates for Cancellations

Melanie, on June 4, 2020 at 11:47 AM Posted in Planning 0 6

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Hi everyone,

Yesterday my fiance and I made the decision to go ahead and cancel our wedding. We've already postponed once, and since it's apparent our 2nd date will also not work, we're just giving up and eloping. We've begun to notify family and whatnot, but I'm having such a hard time finding the words to notify our vendors and ask what their policies are about giving refunds because of COVID. I get that they are small businesses, and I want to be mindful of that, but we are also out a ton of money because of this as well.

Does anyone have any good templates or ways to ask for deposits (or literally any amount) back?

EDITED TO ADD: most of my vendors don't have any sort of cancellation policies outlined in their contracts/invoices. They are almost all very small companies (1-2 people) and surely have never faced this or similar issues before.

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6 Comments

Latest activity by Kaysey, on June 6, 2020 at 10:21 AM

Legend June 2019
Melle · on June 4, 2020 at 11:52 AM
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I would check on your contract! if your contracts state you can cancel x amount of days beforehand to get back some money then that would make it easier.
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Just Said Yes July 2020
Melanie · on June 4, 2020 at 12:01 PM
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The majority of our vendors are VERY small (like 1 person) since we were planning for rural Colorado, so there's little to no information in their contracts. Some of them, flowers for instance, it was just an invoice with a signature at the bottom (no cancellation wording at all).
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Beginner September 2020
Sydney · on June 4, 2020 at 12:22 PM
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Check the contracts! On 2 of mine it actually says something along the lines of canceling due to declared emergencies or due to government regulations. Granted it's more for hurricanes since it's at the beach, but it's still in guidelines with whats going on!
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Just Said Yes July 2020
Melanie · on June 4, 2020 at 12:44 PM
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This is what I came up with so far. I'd love your opinions/edits:

Good morning [vendor],
We hope this email finds you doing well. We had previously planned our wedding for July 31, 2020. Unfortunately, due to COVID-19, we've had to change our plans (again). Given that we don't know when this will end and the continued stress is taking a toll on us, we've made the tough decision to fully cancel the event. Do you have a COVID-19 cancellation policy? Please let me know how to proceed with this cancellation.
Thank you very much for your kindness and flexibility!- Melanie
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Devoted July 2021
Lindsay · on June 4, 2020 at 2:32 PM
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You worded that very nicely! I cancelled mine as well lost a lot of deposits and have been fighting with some vendors to pay me back who I paid in full it’s so frustrating. I only received a credit from my venue to use up until 2 years hopefully you have better luck!
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Super February 2020
Kaysey · on June 6, 2020 at 10:21 AM
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I think this sounds great! I hope that your vendors will be able to give you refunds due to the circumstances and this is an easy process for you. I am so sorry you are having to cancel your wedding because of the virus. I agree with the previous posters who said to check your contracts. Most venues may not have something in writing because this is something that no one thought would happen. Hopefully they will be kind and understanding and return any deposits or payments you made.
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