📋 Overview

You have received a demand letter from a client claiming you failed to properly plan or coordinate their wedding. Wedding planner claims often involve subjective expectations, scope creep disputes, and frustration with third-party vendors. Your primary defense lies in your contract's scope of services, client approvals, and the independent nature of vendor relationships.

🕒 Review Your Scope

Your contract defines exactly what coordination and planning services you agreed to provide. Scope is your strongest defense.

📄 Client Approvals Matter

Document every decision the client approved - vendor selections, timelines, budgets. Their approvals limit their claims.

🔗 Vendor Independence

You coordinate vendors, you do not guarantee their performance. Vendors have their own contracts with the client.

Common Wedding Planner Claim Types

  • Coordination failures - Timeline issues, vendor miscommunication, day-of problems
  • Vendor performance issues - Client blaming planner for vendor mistakes
  • Budget overruns - Final costs exceeding client expectations
  • Design/aesthetic disputes - Decor or setup not matching vision
  • Scope creep claims - Client expected services beyond contract
  • Cancellation refund demands - Client seeking retainer return after canceling

Attorney Services Pricing

  • 📄 Demand letter: Flat fee $450
  • ⏱ Extended negotiation: $240/hr
  • 📊 Contingency: 33-40% for strong claims

🔍 Evaluate the Claim

Wedding planning claims often stem from unmet expectations rather than actual contract breaches. Evaluate whether the complaint involves services you agreed to provide versus services the client assumed were included.

Claim Risk Assessment

Claim Type Typical Exposure Defense Strength
Planner no-show on wedding day Full refund + potential damages WEAK
Vendor failed (photographer, caterer) Generally not planner liability STRONG
Timeline ran late/coordination issues Partial refund may be appropriate MODERATE
Decor did not match expectations Depends on approval documentation MODERATE
Client expected services not in scope Contract scope controls STRONG
Client cancelled seeking refund Contract cancellation policy applies STRONG

📄 Contract Review

  • ✓Scope of services clearly defined
  • ✓Vendor liability disclaimer included
  • ✓Limitation of liability clause
  • ✓Non-refundable retainer terms

📝 Documentation Needed

  • ✓Email/text approval records
  • ✓Meeting notes and decisions
  • ✓Vendor contracts (client signed)
  • ✓Timeline and day-of notes

⚠ Client Approval Documentation Is Critical

Your best defense is showing that the client approved decisions they now complain about. Save all emails, texts, and meeting notes where clients confirmed vendor selections, design choices, timeline decisions, and budget approvals.

🛡 Your Defenses

Wedding planners have strong contractual defenses when claims arise from vendor issues, scope misunderstandings, or subjective dissatisfaction.

Contract Scope Limitations

Your contract specifies exactly what planning and coordination services are included. If the client complains about services outside your defined scope, you are not liable for those uncontracted services.

When to use: Client expected full planning when they booked day-of coordination, or expected you to perform vendor duties.

Independent Vendor Defense

Wedding planners recommend and coordinate vendors, but vendors are independent contractors with their own contracts with the client. You are not liable for vendor breaches, no-shows, or quality issues unless you contractually guaranteed vendor performance.

When to use: Client blames you for photographer, caterer, florist, or other vendor failures.

Client Approval and Authorization

If the client approved vendor selections, design decisions, budgets, or timelines, their prior approval limits their ability to claim breach. Document all client sign-offs and confirmations.

When to use: Client complains about decisions they specifically approved via email or contract addendum.

Force Majeure

External events beyond your control - weather, venue emergencies, pandemic restrictions - may excuse certain performance issues. Your response should have been reasonable under the circumstances.

When to use: Wedding was affected by circumstances neither party could control or anticipate.

Limitation of Liability

Most wedding planner contracts limit liability to fees paid and exclude consequential damages. Clients cannot recover for emotional distress, ruined wedding claims, or other consequential damages if properly disclaimed.

When to use: Client seeks damages far exceeding your fee, or claims emotional distress.

Substantial Performance

If you provided 90%+ of contracted services with only minor deviations, you have substantially performed. Minor imperfections do not justify refund demands for the entire fee.

When to use: Complaints are about minor details when overall planning and coordination was successful.

🚨 Weak Defense Situations

  • You failed to show up or abandoned the event
  • You recommended vendors you knew were unreliable
  • You made major decisions without client approval
  • No written contract documenting scope
  • You guaranteed vendor performance in writing

⚖ Response Options

Choose your response based on claim merit and business considerations.

Deny Based on Scope/Vendor Defense

If the complaint involves services outside your scope or vendor issues, deny the claim with clear contract references and documentation.

  • Cite specific contract provisions
  • Show client approvals
  • Distinguish vendor liability

Partial Settlement

If some coordination issues occurred, offer a reasonable partial refund while denying broader claims. This protects your reputation.

  • Limits review damage
  • Quick resolution
  • Maintains goodwill

Redirect to Vendor

If the issue is vendor-caused, respond by directing the client to pursue claims against the responsible vendor.

  • Proper allocation of liability
  • Vendor has own insurance
  • Your contract disclaims vendor acts

Enforce Retainer Policy

If client cancelled and now demands retainer return, enforce your cancellation policy terms.

  • Retainer covers time invested
  • Lost booking opportunity
  • Industry standard practice

📊 Response Analysis

Example: $5,000 planning contract dispute

Planning fee charged$5,000
Client's refund demand$5,000
Hours invested in planning80+ hours
Out-of-pocket vendor deposits$0 (client paid direct)
Legal defense cost estimate$2,000-5,000
CONSIDER OFFER IF:Valid coordination issues

📝 Sample Responses

Customize these response templates for your situation.

Denial - Scope Defense
RE: Your Letter Dated [DATE] Regarding [CLIENT NAME] Wedding We have reviewed your demand letter regarding wedding planning services for the [DATE] wedding. We respectfully deny your claims. Our signed Wedding Planning Agreement dated [DATE] specifically defines our scope of services as "[Day-of Coordination / Partial Planning / Full Planning - quote scope section]." Your complaint regarding [specific complaint] involves services that were expressly excluded from our Agreement. Section [X] states: "[Quote relevant exclusion or limitation]." We provided all services within our contracted scope, including: - [List services provided] - [Coordination activities performed] - [Day-of management tasks completed] As documented in our attached correspondence, you approved [vendor selections / timeline / design decisions] on [DATES]. These client approvals confirm we performed according to your direction. We have fully performed our contractual obligations. No refund is due.
Denial - Vendor Independence Defense
RE: [CLIENT NAME] Wedding - Response to Your Demand We have carefully reviewed your letter regarding the [DATE] wedding. Your complaint concerns the performance of [VENDOR NAME], specifically [describe vendor issue: late arrival, quality problems, etc.]. However, [VENDOR NAME] is an independent contractor who entered into a separate contract directly with you. Our Wedding Planning Agreement expressly provides at Section [X]: "[Quote vendor disclaimer, e.g., "Planner coordinates with third-party vendors but is not responsible for vendor performance, acts, or omissions. Client contracts directly with all vendors and any claims regarding vendor services must be directed to the vendor."]" We facilitated your introduction to [VENDOR] and coordinated logistics, as our Agreement requires. The [specific vendor issue] was caused by the vendor, not by any failure in our coordination services. Your remedy for the [VENDOR] issue is to pursue a claim against that vendor directly. We understand [VENDOR] maintains liability insurance and encourage you to contact them. We deny liability for third-party vendor actions outside our control.
Partial Settlement - Coordination Issues
RE: [CLIENT NAME] Wedding - Settlement Proposal We have reviewed your letter regarding our planning services for your [DATE] wedding. While we believe we substantially performed our contractual obligations, we acknowledge that [describe issue you accept: "the ceremony start was delayed approximately 15 minutes due to miscommunication with the venue" / "the seating chart handoff to the venue was not as smooth as intended"]. We regret this inconvenience. However, we do not agree that this minor issue justifies a full refund. We successfully provided: - [List major services delivered] - [Coordination accomplishments] - [Hours of planning work] In the interest of resolution, we offer a refund of $[AMOUNT], representing [X%] of our fee as a gesture of goodwill. This offer is conditioned upon execution of a mutual release and is made without admission of breach. The offer expires in 14 days. We believe this fairly addresses your concerns while recognizing the extensive planning services we provided.
Retainer/Cancellation Defense
RE: Demand for Return of Retainer - [CLIENT NAME] We acknowledge your request for return of the $[AMOUNT] retainer for wedding planning services. You cancelled our engagement on [DATE]. Our Wedding Planning Agreement, signed on [DATE], contains the following provision at Section [X]: "[Quote retainer/cancellation policy, e.g., "The retainer is non-refundable and compensates Planner for holding the event date, initial consultations, and planning work performed prior to cancellation."]" Prior to your cancellation, we invested approximately [X] hours in your wedding planning, including: - Initial consultations and vision development - Venue research and site visits - Vendor research and recommendations - Budget planning and timeline creation - [Other work performed] The retainer appropriately compensates us for this work and for the lost opportunity to book another client for your wedding date. Per our Agreement terms, the retainer is non-refundable. We wish you the best with your wedding plans.

🚀 Next Steps

Take these actions after receiving a wedding planning claim.

Step 1: Gather Documentation

Collect all emails, texts, contracts, meeting notes, and client approvals.

Step 2: Review Scope Carefully

Compare complaints to your contracted scope of services.

Step 3: Identify Vendor Issues

Distinguish between your coordination duties and vendor performance.

Step 4: Respond Professionally

Send written response within 10-14 days addressing each claim.

Protecting Your Business

  • Document client approvals - Get written confirmation for major decisions
  • Clear scope definitions - Specify exactly what is and is not included
  • Vendor disclaimers - Make clear you do not guarantee vendor performance
  • Liability limitations - Cap exposure at fees paid

Get Professional Help

Wedding planning disputes require careful scope analysis. Get a professional response on attorney letterhead.

Schedule Consultation - $450

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