TL;DR — When Should You Book Your Wedding Photographer?

Once you’ve booked your venue and have a confirmed wedding date, plan to reach out to your top wedding photographer choices, typically 9-18 months before the wedding, to give yourself the best chance of booking one you truly love.

This isn’t a strict rule. Beautiful weddings are planned on shorter timelines all the time. But many photographers limit how many weddings they take on, and availability isn’t based on dates alone. Waiting can mean your top choices are no longer available.

There Isn’t a Magic Timeline & Here’s Why

You’ll hear a lot of different advice about when to book your wedding photographer. Some couples are told to book as soon as they get engaged. Others are told a few months is fine. The truth sits somewhere in between.

The reason there’s so much conflicting advice is simple: weddings, and wedding photographers, don’t all operate the same way.

Some photographers book far in advance. Others will accept a booking closer to the wedding date. Some limit how many weddings they take on each year, while others take on a higher volume. Because of that, you could talk to five different photographers, and they will all have very different availability for the same date.

That’s why there isn’t a single “right” number of months that applies to everyone.

What Actually Limits a Photographer’s Availability

By the time a photographer is considered “booked out” for a season, it’s rarely because every single date on their calendar is full.

More often, it’s because they’ve reached the number of weddings they’re comfortable taking on for that year.

Many photographers intentionally cap how many weddings they photograph so they can stay present, energized, and fully invested in each couple. Availability can also be influenced by things like:

• How many weddings they’ve already committed to that season
• The level of coverage or travel involved
• Whether a wedding aligns with the type of work they focus on most
• Personal commitments
• Planned vacations

This is why a photographer may appear to have availability early in the planning process, and then feel “booked” later on, even if certain dates were technically open before.

Why Reaching Out Earlier Gives You More Flexibility

Reaching out earlier isn’t about locking yourself into a decision before you’re ready. It’s about preserving choices.

As time passes, availability naturally narrows. That doesn’t mean you won’t find a great photographer, but it may mean your options may shift from the photographers you’re most excited about to the photographers who still have room.

Starting conversations once you’ve booked your venue gives you more flexibility. There’s more space to discuss fit, logistics, and expectations before calendars are finalized, instead of trying to work around limitations later in the planning process.

Why It’s Smart to Reach Out to 3–5 Photographers You Love

It’s completely normal to fall in love with one photographer’s work and hope they’re available. But because availability can change quickly, relying on a single option can unintentionally add stress to the planning process.

Reaching out to three to five photographers whose work and approach you genuinely love gives you flexibility without feeling overwhelming. It allows you to compare availability, communication styles, and overall fit, not just pricing or dates.

Having a short list helps you move forward with confidence. If one photographer isn’t available, you’re not starting over, you already have other conversations in motion with people whose work you trust and connect with.

Most importantly, reaching out to multiple photographers doesn’t mean you’re any less intentional. It simply means you’re planning thoughtfully in a process where availability isn’t guaranteed.

How to Write an Inquiry That Helps You Book a Photographer You Love

Once you’ve identified a few photographers you’re excited about, how you reach out matters more than most couples realize, especially when availability is limited.

An inquiry isn’t about saying the “right” things or trying to sell yourself. It’s simply the starting point of a conversation that helps both you and the photographer understand whether working together makes sense.

Here are a few ways to make that first message more helpful, and more human.

Share the Big Picture, Not Just the Date

Including your wedding date and venue is important, but adding a little context goes a long way.

A few sentences about what your day will feel like (the overall vibe, your priorities, or what you’re most excited about) helps a photographer quickly understand whether your wedding aligns with the type of work they love to take on.

Be Specific About What Drew You to Them

If a photographer’s work truly resonates with you, say so.

Mentioning why you’re drawn to their images, whether it’s their personality, classic approach to portraits, the candid moments they capture, or the overall timeless aesthetic their galleries give off, helps your inquiry stand out from more generic messages.

Share What You Know (Even If It’s Not Final)

You don’t need every detail figured out before reaching out.

Sharing what you do know, (estimated guest count, number of locations, or whether you’re working with a planner, etc,.) gives helpful context and allows for a more accurate conversation from the start. The more the better.

Remember That Fit Goes Both Ways

Some photographers intentionally keep their calendars flexible so they can say yes to weddings that truly align, even if their year is mostly full.

That doesn’t mean they’ll open availability for every inquiry. But when the connection, priorities, and expectations align especially well, conversations can look different than a simple “booked or available” response.

The Takeaway

The goal of an inquiry isn’t to sell yourself, it’s to start an honest conversation.

The more clearly you communicate what you’re planning and why a specific photographer feels like the right fit, the better chance you have of finding a yes…even when availability feels limited.

Planning on a Short Timeline? What to Know

Be open about your timeline, share what you know so far, and focus on photographers whose work and approach you genuinely love.

Even if your first choice isn’t available, starting conversations early gives you the best chance of finding someone who aligns with your priorities, and helps avoid unnecessary stress as your wedding day approaches.

If you’re planning a wedding in Napa, Sonoma, or elsewhere in the Bay Area and wondering when to start reaching out to photographers, it’s okay to ask sooner than you think.

You don’t need every detail finalized to start a conversation, just a venue, a date, and a sense of what you’re hoping for. If you’re curious about availability or want help thinking through timing for your specific wedding, you’re always welcome to reach out.

And if you’re still gathering information, I’ve put together a Bay Area wedding planning resource hub with local insights, timeline guidance, and venue-specific considerations to help you feel more prepared as you plan.

👉 Explore the Bay Area wedding planning resources
👉 Reach out to start a conversation