Email templates
Birthday party inquiry reply emails
Five short emails that take a birthday party inquiry from the first reply to a booked date. Written for kids' gyms and family entertainment centers, in the location's own voice.
A parent asking about a party may be asking two or three places the same evening. A clear answer with the date, the price and a way to hold it makes the choice easy. These five emails cover the whole thread: the instant reply, the personal one, two follow-ups, and what to say when the date is gone.
Copy each one into your email or your booking system's saved replies. Replace everything in square brackets, then read it once out loud: it should sound like the person at your front desk, not a head office. Send the personal reply the same day, even if it is short.
Brandyland sends the first one for you, on brand, within sixty seconds of the party form, then sends the follow-ups in your words until a person answers. The moment someone does, they stop.
Instant acknowledgment
Send within minutes of the inquiry, any time of day. Automatic is fine.
Subject: Your party at [Location name] Hi [First name], Thanks for thinking of [Location name] for the big day. We have your note about [Date] for [Number of kids] kids. A person from our team will reply by [Reply time, such as noon tomorrow] with availability, packages and prices. If you would like a look now, our party packages are here: [Party page link]. If it is quicker, call us at [Phone]. See you soon, The [Location name] team
Same-day personal reply with package details
Send from a person, the same day. List only the packages you really offer.
Subject: Your party on [Date]: packages and prices Hi [First name], This is [Your name] at [Location name]. Good news: [Date] is open, with start times at [Available times, such as 11 a.m. or 2:30 p.m.]. Here are our party packages: [Package name]: [Price] for up to [Number] kids. [What is included, such as 90 minutes, with an hour in the gym and 30 minutes in the party room.] [Package name]: [Price] for up to [Number] kids. [What is included.] Extra kids are [Price per extra child] each. We set up, run the games and clean up. You bring the cake. I can hold [Date] for you until [Hold until date] while you decide. To book, use this link: [Booking link]. A [Deposit amount] deposit confirms the date, and the balance is due [When the balance is due]. Questions about food, allergies or numbers? Reply here or call me at [Phone]. [Your name] [Location name]
Follow-up after two days
Send two days after your personal reply if you have not heard back. Keep it short.
Subject: Still thinking about [Date]? Hi [First name], Just checking in about the party on [Date]. The [Time] start is still open, and I am happy to answer any questions about packages, food or numbers. When you are ready, you can book here: [Booking link]. Or reply with a better date and I will check it for you. [Your name] [Location name] [Phone]
Last gentle follow-up
Send about a week after your personal reply. After this one, stop.
Subject: Should I let [Date] go? Hi [First name], I have been holding [Time] on [Date] for your party. I will release it on [Release date] so another family can book it. If you have made other plans, no problem at all, and happy birthday to the birthday kid. If you would still like the date, book here: [Booking link], or reply and I will keep it for you. Thanks, [Your name] [Location name]
Date is taken: here are alternatives
Send when the date or time asked for is already booked. Offer two or three real options.
Subject: [Date] is booked, but here are some close options Hi [First name], Thanks for asking about a party at [Location name]. I am sorry: [Date] at [Time] is already booked. Here is what we have close to it: [Other date and time] [Other date and time] [Other date and time] Any of these can be held with a deposit at [Booking link]. If none of them work, reply with a couple of dates that do and I will check each one. [Your name] [Location name] [Phone]
Questions
Questions people ask
When should the first reply go out?
As soon as the inquiry arrives, even at night or on a weekend. It does not have to answer everything. It needs to say the note arrived, when a person will reply, and where to see the packages in the meantime.
Should I put prices in the email?
Yes, if your prices are set. A parent comparing venues needs a number to compare. If the price depends on the day or the number of kids, give the starting price and say what changes it.
How many follow-ups is too many?
Two is plenty. The first is a friendly check-in two days after your personal reply. The second, about a week later, says when you will release the date. After that, stop.
Do these work for family entertainment centers too?
Yes. Change "kids" to "guests", name your party rooms and hosts, and list what your packages include, such as play time, food and a host. The order of the emails stays the same.
Want this done for every location, automatically?
Brandyland runs the website, the replies and the reminders for every location of a franchise. Leave your email and a person replies within a day.