Ghosting- It’s not just a Dating trend. How Clients and Photographers Can Communicate Better

Picture this: you’re planning something awesome- maybe a wedding, a corporate event, or even just some professional shots to elevate your portfolio. You know you need photos or videos to capture it perfectly, so you hit up a few photographers or videographers whose work you admire or you ask your network for some referrals. You send out inquiries, asking about availability and prices. You get responses – maybe detailed breakdowns, a quick quote, even a follow-up question or two to understand your needs better. But now comes the part that sometimes gets a little tricky: responding to their reply. Life gets busy, decisions can feel overwhelming, and it’s easy to accidentally leave things hanging. If you’ve ever found yourself unsure of how to follow up or worse, realized you’ve unintentionally ghosted someone, this blog is for you.

As a Nairobi-based photographer who’s been on both sides of this conversation, I’ve seen firsthand how a little communication can make a world of difference. So, let’s chat about how you, as a client, can reply to a service provider in a way that’s respectful, clear, and keeps things moving smoothly. And don’t worry- this isn’t about pointing fingers. It’s about making the process easier and more enjoyable for everyone involved, whether you’re the one hiring or the one being hired.

Why Ghosting Hurts-A little (and Why It’s So Common)

Nairobi, and I believe other cities alike, run on connections and hustle. When you inquire about photography or video services, photographers/videographers invest time: we brainstorm concepts, check venue permits, adjust calendars, or even turn down other clients. Ghosting leaves us in limbo—and in a city where gigs fuel livelihoods, that ambiguity can sting.

But this isn’t just about us. Replying builds your reputation too. Nairobi’s creative scene is tight-knit; word travels fast. A polite “no” today could mean a referral tomorrow.

I get it though- you got busy, or perhaps the quote wasn’t quite what you expected, and you weren’t sure how to say it. Whatever the reason, it happens more often than you’d think.

When we get an inquiry from you, it’s genuinely exciting! Yaani someone likes our work enough to reach out? Awesome! So, what happens next?

1. We Read Your Message Carefully: We try to understand exactly what you need — the date, the type of event, your vision, your budget (if you mentioned it), location, etc.
2. We Check Our Availability: This is crucial. Is your date free? If not, can we offer an alternative?
3. We Craft a Response: This isn’t just a copy-paste job most times. We might tailor the information to your specific needs, put together a relevant package, explain our process, maybe even attach a portfolio link specific to your type of event. This takes time and thought.
4. We Get Back to You: We hit send, hoping the information is helpful and that maybe, just maybe, we’re a good fit for your project.

And then… the waiting game begins.

How to Respond Like a Pro (Even If You’re Not Ready to Commit)

I get it. Sometimes you’re overwhelmed with planning, or maybe you’re still shopping around and don’t know how to say, “I’m not sure yet.” Other times, life just happens, and you forget to reply. It’s human. But the good news is, there’s a better way—one that keeps everyone on the same page and makes the whole process less stressful. Here are some simple, friendly ways to respond—no matter where you are in the decision-making process:

Option 1: You’re Still Deciding (Just need a little more time)

• Simple Reply: “Hi [Photographer’s Name], Thanks for sending this over. I’m still weighing my options and comparing quotes. I expect to make a decision by [mention a rough date, e.g., end of the week/next Monday] and will let you know either way.”

Option 2: It’s Outside Your Budget (Totally valid!)

• Simple Reply: “Hi [Photographer’s Name], Thank you for the detailed quote! Unfortunately, it’s a bit outside my current budget for this project. I appreciate you taking the time to send it over!” (You could even add, “I’ll definitely keep you in mind for future needs!” if you mean it).

Option 3: Your Plans Changed (It happens! Mambo ya Dunia!)

• Simple Reply: “Hi [Photographer’s Name], Thanks for your quick response! My plans for [Event/Project] have changed, and I won’t be needing photography services right now. Apologies for any inconvenience, and thanks again for your time!”

Option 4: You’ve Booked Someone Else (Kudos for finding your fit!)

• Simple Reply: “Hi [Photographer’s Name], Thanks so much for getting back to me and sending over the information! Your work is fantastic, but I’ve decided to go with another photographer for this project. I really appreciate your time!”

Why This Matters to Photographers (and Why It Should Matter to You)

For photographers and videographers, every inquiry is exciting—it’s a chance to create something meaningful, whether it’s capturing a couple’s big day or helping a business tell its story. But it’s also work. Beyond being a genuinely kind and courteous human being (which is reason enough, right?), replying has benefits for you too:

• Good Karma & Reputation: It’s a small world! Being known as a client who communicates clearly is always a good look.
• Keeps the Door Open: Maybe this project didn’t work out, but down the line, you might need a photographer again. Leaving things on a positive, communicative note means you can comfortably reach out to that photographer again in the future. They’ll remember you as the courteous client, not the one who disappeared.
• Helps Creatives Serve Better: Your reply, even if it’s a 'no', helps us understand the market better and refine our services or pricing if needed. It provides valuable feedback, even implicitly.

And here’s the bonus: When you’re clear about your needs, budget, and timeline, you’re more likely to get exactly what you want—on time and within your budget. Let’s Build a More Communicative Community.

Communication Is a Two-Way Street

Of course, photographers and videographers should also be responsive, clear, and respectful in their communication. If they’re not, that’s a red flag. But as a client, you have the power to set the tone for a positive, professional interaction. By being thoughtful in your responses, you’re not just helping them, you’re helping yourself get the best possible service.

For Photographers, here are some few tips to encourage replies from clients and to help improve your workflow:

1. Set clear timelines: “Let me know by Tuesday if you’d like to book!”
2. Send gentle nudges: “Jambo! Just circling back—still interested?”
3. Normalize “no”: In your inquiry form, add: “Not ready yet? No pressure! A quick ‘pass’ helps us both.

The Takeaway: A Little Communication Goes a Long Way

Whether you’re planning a grand wedding at Naishola gardens, a corporate event at Hyatt Regency, a family portrait in your garden, or an event that brings together people from all corners of the globe here in Nairobi, communication is key to a smooth experience for everyone.

At the end of the day, good communication leads to better experiences, better relationships, and most importantly, better photos and videos that you’ll treasure for years to come.

If you found this helpful, share it with a friend who’s planning an event or pass it along to someone who might need a nudge in the right direction. And if you’re a fellow photographer, maybe this can be a resource to help your clients feel more comfortable throughout the process. After all, we’re all in this together—capturing moments, telling stories, and making memories, one conversation at a time.