📋 Overview
You have received a demand letter from a wedding client claiming you breached your service contract. This guide applies to all wedding vendors including florists, DJs, videographers, decorators, transportation providers, and other event professionals. Your defenses typically center on contract scope, service delivery documentation, and limitation of liability provisions.
🕒 Act Promptly
Acknowledge receipt within 5-7 days. Gather all documentation before crafting your formal response.
📄 Contract Scope Is Key
Your service agreement defines exactly what you promised. Complaints outside that scope are not your liability.
📷 Documentation Wins
Photos, communications, client approvals, and service records are your strongest evidence.
Common Wedding Vendor Claim Types
- Service quality complaints - Client dissatisfied with subjective aspects of your work
- No-show or late arrival - Vendor allegedly failed to appear or arrived late
- Scope disputes - Client expected services not included in contract
- Product defects - Flowers wilted, equipment malfunctioned, rentals damaged
- Cancellation refunds - Client cancelled and wants deposit back
- Damage claims - Client claims vendor damaged property or ruined event
Attorney Services Pricing
- 📄 Response letter: Flat fee $450
- ⏱ Extended negotiation: $240/hr
- 📊 Litigation defense: Hourly or contingency
🔍 Evaluate the Claim
Before responding, honestly assess the claim's validity and your documentation strength. Not every complaint constitutes breach, and many claims involve services outside your contracted scope.
Claim Risk Assessment
| Claim Type |
Typical Exposure |
Defense Strength |
| Complete no-show without notice |
Full refund + possible consequential damages |
WEAK |
| Late arrival (30+ minutes) |
Partial refund proportional to impact |
MODERATE |
| Subjective quality complaints |
Generally defensible with documentation |
STRONG |
| Services outside contract scope |
No liability if not in agreement |
STRONG |
| Equipment/product failure |
Depends on cause and contract terms |
MODERATE |
| Client-caused cancellation |
Cancellation policy controls |
STRONG |
📄 Contract Review
- ✓Scope of services defined
- ✓Limitation of liability clause
- ✓Force majeure provision
- ✓Cancellation/refund policy
📷 Evidence to Gather
- ✓Photos/videos of your work
- ✓Client communications and approvals
- ✓Timeline and arrival records
- ✓Staff statements if applicable
⚠ Insurance Notification
If the claim involves property damage, injury, or amounts exceeding $10,000, notify your business liability insurance carrier. Many policies require prompt notification and may provide defense coverage.
🛡 Your Defenses
Wedding vendors have multiple contract-based and factual defenses available.
Contract Scope Limitations
Your service agreement defines exactly what you promised to deliver. If the complaint concerns services or results outside that defined scope, you have no liability for failing to provide something you never agreed to provide.
When to use: Client expected services not listed in your contract or complains about aspects you never agreed to handle.
Substantial Performance
If you provided 90%+ of contracted services with only minor variations, you have substantially performed. Minor imperfections do not constitute material breach justifying full refund demands.
When to use: Complaints are about minor details when overall service was successfully delivered.
Force Majeure
Events beyond your control - weather, venue emergencies, road closures, illness - may excuse or modify your performance obligations. Document the force majeure event and your reasonable response.
When to use: External circumstances prevented or modified your ability to perform as planned.
Client Interference or Changes
If the client changed requirements last-minute, restricted your access, interfered with your work, or failed to provide necessary information, their conduct contributed to any shortcomings.
When to use: Client made changes on event day, restricted setup time, or failed to communicate essential information.
Limitation of Liability
Most vendor contracts cap liability at the contract price and exclude consequential damages (ruined wedding, emotional distress). These provisions are generally enforceable and limit your exposure.
When to use: Client seeks damages far exceeding your contract price or claims emotional distress.
Client Approval and Sign-Off
If the client approved designs, selections, timelines, or other decisions, their approval limits subsequent claims. Document all client confirmations and approvals.
When to use: Client complains about choices they specifically approved via email, text, or signed documents.
🚨 Weak Defense Situations
- Complete failure to show up without notice
- No written contract documenting terms
- Major deviations from agreed specifications
- Equipment failure you should have prevented
- No documentation of your services or communications
⚖ Response Options
Choose your response strategy based on claim validity, documentation strength, and business considerations.
Deny with Documentation
If you have strong evidence of performance and clear contract protections, deny the claim with a detailed response citing specific provisions and evidence.
- Cite contract scope precisely
- Attach photos and records
- Reference client approvals
Partial Settlement
If some aspects of the complaint have merit, offer a reasonable partial refund while denying broader claims. This protects your reputation and avoids litigation.
- Limits reputation damage
- Avoids legal costs
- Shows good faith
Service Credit Offer
Offer credit toward future services or a redo of specific elements rather than cash refund. This maintains the revenue while addressing concerns.
- Retains client relationship
- No cash outlay
- Demonstrates commitment
Full Settlement
If the claim has significant merit or litigation risk is high, consider full settlement with a release of claims and confidentiality provisions.
- Quick resolution
- Avoids litigation
- NDA protects reputation
📊 Response Cost-Benefit Analysis
Example: $5,000 vendor contract dispute
Contract value$5,000
Client refund demand$5,000
Your cost of services$2,500
Legal defense estimate$2,000-5,000
Reputation/review riskVariable
CONSIDER OFFER IF:Weak documentation
📝 Sample Responses
Customize these response templates for your specific vendor type and situation.
RE: Your Letter Dated [DATE] Regarding [EVENT] Services
We have reviewed your demand letter regarding [service type: floral/DJ/videography/etc.] services for the [DATE] wedding.
We respectfully deny your claims of breach. Our review of the signed Service Agreement dated [DATE] and our service records confirms that we fully performed all contracted services.
Specifically, our Agreement at Section [X] defined the scope of services as:
[Quote scope of services from contract]
We provided all services within this scope, including:
- [List specific services delivered]
- [Additional deliverables]
- [Timeline compliance]
Your complaint regarding [specific complaint] concerns matters either outside our contracted scope or represents subjective dissatisfaction with services that were objectively delivered as agreed. As documented in our attached photos and communications, we met all contracted specifications.
Additionally, you approved [specific approvals: designs, selections, timeline] on [DATE(S)], as shown in the attached correspondence.
Per Section [X] of our Agreement, liability is limited to the contract price and excludes consequential damages. Having fully performed, no refund is due. We consider this matter closed.
RE: [EVENT] Services - Resolution Proposal
We have carefully reviewed your concerns regarding our [service type] services for your [DATE] wedding.
While we believe we substantially performed our contractual obligations, we acknowledge that [describe specific issue you accept: "the delivery was approximately 30 minutes later than scheduled" / "two items from your order were substituted due to supplier issues"]. We regret any inconvenience this caused on your special day.
However, we do not agree with your characterization of our services as a material breach, nor with the full refund demand. Our records show we successfully delivered:
- [List services successfully provided]
- [Other deliverables]
In the interest of resolution, we offer a partial refund of $[AMOUNT], representing [X%] of the contract price, as a goodwill gesture to address [the specific issue].
This offer is made without admission of breach and is conditioned upon your execution of a mutual release. The offer remains open for 14 days.
We believe this fairly addresses your concerns while recognizing the substantial services we provided.
RE: [SERVICE TYPE] Services for [EVENT DATE]
We acknowledge your letter regarding our services for your [DATE] wedding.
As you are aware, our services were affected by [describe force majeure: "severe weather that closed major highways" / "a power outage at the venue" / "an emergency vehicle accident blocking access to the venue"]. This circumstance was entirely beyond our control.
Section [X] of our Service Agreement provides: "[Quote force majeure clause]."
Despite these circumstances, we [describe mitigation efforts: "arrived as soon as roads reopened" / "provided modified services using backup equipment" / "coordinated with venue staff to minimize impact"].
Our response to this force majeure event was reasonable and consistent with our contractual obligations. While we understand your disappointment, liability does not attach when performance is affected by circumstances beyond reasonable control.
We remain willing to discuss a partial credit toward future services as a gesture of goodwill, but a refund is not appropriate under these circumstances.
RE: Demand for Deposit Refund - [CLIENT NAME]
We have received your demand for return of the $[AMOUNT] deposit for [service type] services that were scheduled for [DATE].
You cancelled this booking on [CANCELLATION DATE], which was [X] days before your scheduled event. Our Service Agreement, signed on [DATE], contains the following cancellation provision at Section [X]:
"[Quote cancellation policy]"
You initialed this provision, confirming your understanding of these terms.
Based on your cancellation timing, the deposit is [non-refundable / forfeited / partially refundable in the amount of $X] per the Agreement terms. This policy exists because:
- We reserved the date exclusively for your event
- We declined other booking inquiries for that date
- We invested time in planning and preparation
- We cannot recover the lost booking opportunity
The deposit retention is consistent with our Agreement and industry standard practices. We wish you the best with your wedding plans.
🚀 Next Steps
Take these actions after receiving a wedding vendor breach claim.
Step 1: Preserve Evidence
Immediately gather all photos, videos, communications, contracts, and records related to the event.
Step 2: Review Contract
Identify scope limitations, liability caps, force majeure clauses, and cancellation terms.
Step 3: Assess Honestly
Evaluate whether any complaints have merit that warrant partial accommodation.
Step 4: Respond Professionally
Send written response within 10-14 days addressing each claim with evidence.
Protecting Your Business Going Forward
- Clear contracts - Define scope precisely and include protective clauses
- Document everything - Photos, communications, client approvals, timelines
- Get approvals in writing - Email confirmations of all major decisions
- Maintain insurance - Business liability coverage for significant claims
Get Professional Help
Wedding vendor disputes require careful contract analysis. Get a professional response on attorney letterhead.
Schedule Consultation - $450
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