Photographer Swipe Copy: Taking preventative measures with rescheduling clients

Author
Bryan Caporicci, Professional wedding photographer and CEO/Founder of Sprout Studio About Bryan

This is a time of crisis.

Not to be overly dramatic, but the next few months are not going to be easy. I don't think that comes as a surprise to you.

We want to be here for you.

We are committed to helping you weather this storm. We want to make sure you stay safe and healthy. We are committed to giving you the strategies to keep your business afloat, and we want to help you recover from this once it's all done.

Let's cut right to it.

In times of crisis, businesses (both big and small) are bound to be affected. It's just the reality of the situation.

That's why you must be prepared.

⚠️ How to be proactive about the coronavirus in your photography business

In the absence of a vaccine, it's been shown that social distancing and self-isolation are the best ways we can slow down the spread of the coronavirus.

If you have meetings, previous engagements, bookings or photo-shoots, the ideal solution, right now, would be to reschedule them.

Now – I acknowledge that you may feel differently.

But either way, you need to do what feels right for you. If that means carrying on as normal, then you do what you think is right. This isn't an opinion piece on what you should ethically do or what is the most socially conscious thing to do. We want to give you the strategies, whatever you decide is the best direction for you and your business.

If you decide that rescheduling is the best option, then you must reach out to your clients promptly and let them know.

📌 Here is an email script for RESCHEDULING you can use.

Hi, CLIENT NAME

I was looking forward to our upcoming MEETING on DATE. However, for the sake of public health and safety, I am postponing all of my upcoming engagements.

As we approach the end of the month, I will re-evaluate and look into rescheduling our MEETING or touch base if a further delay is necessary or advised.

Your health and safety, ours, and that of all our loved ones is the top priority right now. Thanks for your understanding.

I wish you the best of health in the coming weeks. Please stay safe and be well.

**PS – we've already added this as an email template in Sprout Studio so that you can copy it into your account:

  1. Go to Settings > Communications > Email Templates.
  2. Click the Sprout Library button.
  3. Search for “Business First Aid” in the top-right corner.
  4. Click “Copy to Account,” and you'll have it in!

COMING SOON – a special report in Sprout Studio that will show you all of your dates coming up and let you quickly open up the date and reschedule it.

FirstAid

Business (and legal) best practice suggests that if you're going to reschedule a booking where there was a contract involved, you need to amend that contract with these changes.

Quite simply – you need only to amend what is changing.

📌 Here is an AMENDMENT template that you can use.

This amendment (the “Amendment”) is made by PHOTOGRAPHER NAME and CLIENT NAME, parties to the agreement ORIGINAL CONTRACT dated ORIGINAL CONTRACT DATE (the “Agreement”).

The Agreement is amended as follows:

The session date will be rescheduled for a mutually convenient date and time. Any previously agreed upon session date and time is hereinafter cancelled without penalty.

Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full force and effect in accordance with its terms. If there is a conflict between this amendment and the Agreement or any earlier amendment, the terms of this amendment will prevail.

**PS – We've also made this available in Sprout Library for a one-click install into your account.

You can find it in the Booking & Legal section and add it from the Sprout Library button. Search for “Business First Aid – Rescheduling”

If it is just a meeting you're moving where there was no contract involved, then merely emailing to reschedule is the only thing you have to do. If you're a Sprout Studio user, using an invitation will be helpful because it will automate a lot of the back-and-forth. I would suggest setting the “From” window (for when a date can be booked) to be a few weeks from now, once things have (hopefully) calmed down.

Firstaid

 

This is the first of several articles on “First aid for your photography business” and how not to sink your business in times of crisis.

READ NEXTPhotographer Swipe Copy: What to do if you (or your clients) get coronavirus?

🔗 Please share this with your fellow photographers and visit this page for our index of articles, podcasts, links and resources that we've curated to help you get through this.

2 Comments

  • Thanks for these 'templates'! Currently reaching out to my formerly upcoming clients to get them rescheduled and I wasn't sure how to handle the contract amendment with no solid date moving forward.
  • Where should we include the new agreed upon date in the amendment?

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