Customer Communication Templates for Taxidermy Shops
Most status calls taxidermists receive aren't requests for detailed information. They're requests for any information. Customers reach out because they haven't heard anything, and silence breeds anxiety about an expensive, irreplaceable specimen.
Proactive communication eliminates most of those calls before they happen. These templates are ready to use as-is or adapt to your shop's voice. In MountChief, they can be configured as automated messages that trigger when you move a job to a new stage, so you never have to manually send them.
TL;DR
- Proactive outreach at key milestones eliminates most inbound status calls.
- Seven templates cover intake confirmation, tannery transitions, progress updates, completion, and pickup.
- Messages should be brief, specific, and reassuring -- customers want confirmation, not a technical explanation.
- MountChief's automated stage notifications can send these messages without any manual action from you.
- A simple communication protocol reduces status calls by 70 to 80 percent at most shops.
Template 1: Intake Confirmation
Send this immediately after intake, same day or within 24 hours.
Hi [Customer Name], this is [Shop Name]. We received your [species] today and got it logged in. Everything looked great at intake. Your job number is [#]. We'll be in touch as your mount progresses. Turnaround for a [species] shoulder mount at our current volume is approximately [X months]. If you have any questions in the meantime, reply to this message or call us at [phone].
Why this matters: The moment a customer drives away after drop-off is when anxiety about the specimen starts. A same-day confirmation establishes trust and sets a timeline expectation that reduces "just checking in" calls over the coming months.
Template 2: Specimen Going to Tannery
Send when you ship the cape or skin to the tannery.
Hi [Customer Name], just an update on your [species] mount -- the cape/skin shipped to our tannery today. Tannery turnaround is typically [X weeks]. I'll let you know when it's back. Job number [#] for your records.
Why this matters: The tannery period is the longest single silence in most jobs, and it's when customers are most likely to call. Sending this message preempts those calls and explains why they won't hear anything for several weeks.
Template 3: Specimen Back from Tannery
Send when the tanned cape arrives back at your shop.
Hi [Customer Name], good news -- your cape/skin is back from the tannery and it came back in excellent condition. Your mount is now entering the production queue. I'll let you know when your [species] is ready for pickup. Job number [#].
Why this matters: This is the message customers have been waiting for. Sending it proactively confirms that the tannery step went smoothly and resets their patience for the production phase.
Template 4: In Production Update
Optional mid-production message for jobs with long production queues (over six months total).
Hi [Customer Name], wanted to send a quick update on your [species] mount -- job [#] is in active production. We're currently working through mounts from [month] and yours is scheduled to be completed around [month]. Thanks for your patience. We'll contact you when it's ready.
Why this matters: For jobs with very long timelines (elk, moose, large predators), customers may not hear anything for five to eight months. A mid-cycle check-in maintains the relationship and heads off the "is my mount lost?" call.
Template 5: Mount Completed, Ready for Pickup
Send when the mount is finished and photographed.
Hi [Customer Name], great news -- your [species] mount is finished and it looks fantastic. You're welcome to come pick it up anytime during our hours. We're open [hours], located at [address]. Your balance is $[amount]. We accept [payment methods]. Reply to this message or call [phone] to schedule pickup. Job number [#].
Why this matters: This is the message customers are waiting for. Include the balance, payment info, and pickup logistics in the first message so customers don't have to call back for those details.
Template 6: Pickup Reminder (30 Days After Completion)
Send if a customer hasn't picked up after 30 days.
Hi [Customer Name], this is a reminder that your [species] mount (job [#]) has been ready for pickup for about a month. It's stored safely here. Please reply or call [phone] to schedule pickup when convenient. If you need to make other arrangements, let us know.
Template 7: Deposit Receipt Confirmation
Send after receiving a deposit.
Hi [Customer Name], confirming we received your deposit of $[amount] for your [species] [mount type]. Remaining balance at pickup is $[amount]. We'll follow up with status updates as your mount progresses. Job number [#].
Adapting These Templates
These templates are a starting point. Adjust the language to match how you actually talk to customers. If you run a formal shop, make them more formal. If you run a casual operation where customers are friends, make them conversational.
The key elements to keep in every message: customer name, species, job number, and what happens next. That's what customers need.
Automating Communication in MountChief
Setting up these messages as automated stage notifications in MountChief means you never have to manually send a status update. Moving a job from "At Tannery" to "Back from Tannery" triggers the tannery return message automatically. The customer gets information. You don't have to stop production to send it.
Shops that use automated stage notifications alongside the customer portal typically reduce inbound status calls by 70 to 80 percent within the first full season. The calls that remain are the useful ones: questions about pickup scheduling, deposit payments, and additional work requests.
For the customer onboarding process that sets the stage for all of this communication, see the intake workflow guide.
Frequently Asked Questions
Should I use text messages or email for customer updates?
Text messages get read. Most taxidermists find text dramatically outperforms email for customer communication because hunters tend to check texts immediately and emails later or not at all. Use whichever channel the customer prefers at intake, but if they don't express a preference, text is the more reliable choice.
What if a customer's contact info is wrong?
This is a reason to confirm contact information at intake rather than discover the problem months later. Building a confirmation step into your intake process catches bad numbers before they become a problem at pickup.
How do I handle customers who still call even after receiving updates?
Some customers will always call regardless of what information you provide. For high-frequency callers, give them the portal link directly and walk them through using it on the first call. Most will shift to self-service after one guided experience.
Try These Free Tools
Put these insights into practice with our free calculators and planners:
Sources
- National Taxidermists Association (NTA)
- Breakthrough Magazine
- Taxidermy Today
Get Started with MountChief
Communication templates are only as effective as the system behind them. MountChief automates stage notifications so every customer receives timely updates without any manual work from you. See how MountChief's automated communication tools work and try it free before your next season.