Email Replies That Won Me Clients In My Baking Business!

Email is one of the primary ways people communicate. So not having the perfect email sequence can cost you a TON of sales! I know when you are the business owner it’s easy to get caught up in all the other things that are required of you when running a business which is why I wanted to share a few email scripts I used at The Cake Mamas that won me clients and helped me CLOSE more sales!

These email scripts are super easy to personalize, so much so, that your husband, teenage daughter, son, friend, or first employee can copy/paste and take answering emails off your plate.

You can grab the full list of all my email scripts, PLUS my guides on how to sell on social, through your website, and most importantly YOURSELF by clicking the link here!

Communicating to your clients doesn’t always need to be a LONG, DRAWN-OUT, in-depth proposal or email. These email scripts were exactly what I used in my bakery and helped me win more clients. Be warm, welcoming, energetic, straightforward, and your clients will appreciate you and your service and will more likely want to book with you.

Here are a few of my favorite scripts for you to implement today!

1. Basic Response To An Inquiry Script

Hi ___! *(insert customer’s name)

Thanks so much for your inquiry! My name is ____(insert your name) and I’ll be helping you out with your order.

First off, THANK YOU so much for considering The Cake Mamas (insert business name) ****for your upcoming event! We’d be honored to provide sweets for your special day! (*Insert event type if known)

In order to provide you with an accurate quote, I’ll need a little more information on what specific designs you had in mind. If you have specific photos of cakes you like, you can HIT REPLY and attach them here.

(Please note that we do NOT completely COPY other artist’s creations. Our goal is to take design elements that you like, and create a one-of-a-kind cake, especially for you! So if you’re attaching photos, please tell us exactly what you like about the photos you’re referencing.)

Other Important Info We Need: (*If not already specified) What are you celebrating? (Birthday, wedding, other celebration?) What is the exact date of your event so that we can check availability? How many people do you plan on serving? Where will your event take place?

Here's how deposits, booking, and payments work: Since we are usually booked about 4-6 weeks in advance after we discuss the details of your event and decide on a cake that you like if you are interested in booking and would like to proceed, we require a 50% deposit to secure your date. The remaining balance is to be paid one week prior to your event.

We accept credit cards and can send you an invoice via Square so there’s no need to come in to place your order. We can handle it here online or over the phone.

We look forward to hearing from you soon and learning more about the details of your event! Thanks again, (Insert employee’s name)

2. Moving Forward, Let’s Book Script!

Hi ___! (insert customer’s name)

My name is ____ (Insert employee’s name) and I’ll be helping you out with your order.

Thanks so much for responding with all the details! We’re super excited to be a part of little Johnny’s 6th birthday! (*Be specific with the occasion and the guest of honor. Customers want to feel acknowledged.)

Great News! WE ARE AVAILABLE to create a custom cake for you on ___! (Insert date of event).

Based on your needs, I’ve prepared a few quotes for you.

Option #1 (BEST option. MOST EXPENSIVE option, with OVER-THE-TOP details and design elements.)

Option #2 (BETTER option. Less expensive than the BEST option, still has the same details and design elements as the BEST, but is scaled back a bit.)

Option #3 (GOOD option. *NOTE: This option is the least expensive option, but still has design elements that the customer asked for in the original request. This is going to be a smaller cake, maybe mini cupcakes, or smaller treats... This is to provide a BUDGET FRIENDLY option to the customer so that you don’t just lose the sale if your quote is out of their price range.)

(NOTE: Offering THREE different options gives them the ability to go over a few “options”. It also allows the conversation to CONTINUE, so ALWAYS provide at least 3 options!)

Let me know which option sounds best to you, or if you have any further questions! As stated, as of TODAY, we have availability for a cake on ___ (date). HOWEVER, once we get all the details squared away, we will need a 50% deposit to secure your date. Then the remaining balance would need to be paid one week prior to your event. (Insert due date: ___)

PLEASE NOTE: *If you get busy and FORGET to respond to this email, we will NOT be able to guarantee availability, therefore we MAY NOT be available to process/book your order at a later time. So please be sure to follow up with us so we can properly proceed with your order, even if you change your mind.

Again, let us know if there are any questions, and what option you think might work best for you and your event!

We look forward to hearing from you soon and getting your treats finalized for Johnny’s birthday celebration! (guest of honor/occasion)

Thanks again, (Insert employee’s name)

3. Invoice Sent (Waiting on payment) Reminder Script:

(Be sure to create URGENCY)

Hi ____ (insert customer’s name)

Thank you so much for choosing The Cake Mamas (insert business name) for your special treat needs! As discussed, we emailed you an invoice to book and confirm your order. However, as of now, we have not received payment.

We know that things happen, (especially when PARTY PLANNING), and we all have busy schedules... But it is urgent that you reserve your spot for the weekend of ___ in order to GUARANTEE availability.

Once your payment is processed, you will receive confirmation via email, and WE WILL TOO! That will alert us to fully book and push through your order.

PLEASE NOTE: *If you fail to respond to/pay the invoice, we will NOT process your order. Which means we WILL NOT have an order for you to pick up on ____.

Thank you again, we’re super excited to work with you, and we’ll be on the lookout for your payment.

(Insert employee’s name)

These are just a FEW of the email scripts we used every single day at The Cake Mamas to save us time, communicate effectively and consistently with potential customers, and close more sales!

Each time a customer takes the time to reach out to you, it becomes an opportunity to create an unforgettable experience (and SELL them something)!

Click here to grab ALL 10 of my email scripts, plus my other sales guides to selling on social, through your website, and yourself to close more sales and make selling a little cringy!

Xo, Janelle