Taxidermy Shop Deer Season Customer Communication Hub
Most taxidermy shops wing customer communication during deer season - and the result is 8-12 inbound status calls per day. Pre-written templates save 3 or more hours weekly during peak season, keep customer expectations aligned with reality, and eliminate the mental load of composing new messages while processing a line of hunters at intake.
This hub collects every communication template a taxidermist needs from opening day through spring pickup. Copy these templates directly into your messaging system or adapt them to match your shop's voice. The goal is to communicate at every meaningful milestone without spending time you don't have on wordsmithing.
TL;DR
- Most taxidermy shops wing customer communication during deer season - and the result is 8-12 inbound status calls per day.
- Giving a range rather than a specific date ("12-16 weeks depending on tannery turnaround") is more accurate and creates less disappointment than a hard date you can't guarantee.
- Customer portals that let hunters see their mount's current status - freezer, tannery, production, complete - eliminate 70-80% of status calls in the first season.
- Text 1 (at intake): "[First name] - [Shop Name] here.
- Our storage space is limited and we need to move completed mounts. If you don't schedule pickup within [timeframe], please contact us to discuss options.
- What should I say when a customer's mount goes to the tannery?
Why Most Status Calls Happen
Before getting to the templates, it's worth understanding why you receive status calls in the first place.
Hunters call because they have no other way to check. That's the entire explanation. They're not impatient or difficult - they dropped off a $400-$600 specimen and have no visibility into what's happening with it. They feel exposed. Calling you is the only way to know their deer is okay.
The solution is giving them another way to check. Customer portals that let hunters see their mount's current status - freezer, tannery, production, complete - eliminate 70-80% of status calls in the first season. The templates in this guide are designed to work alongside a portal, directing hunters to check it rather than call.
If you don't yet have a customer portal, MountChief's taxidermy shop management software includes one as part of the platform.
Intake Confirmation Templates
Text message - sent immediately at or after intake:
"Hi [first name], you're confirmed at [Shop Name]. Your [species] shoulder mount is in our system. Track your progress anytime: [portal link]. Balance due at pickup: $[amount]. Any questions, reach us at [phone]."
Email confirmation - sent same day:
Subject: Your Mount Is In - [Shop Name]
[First name],
Your [species] mount is logged in our system. Here's everything you need:
Your tracking link: [portal link]
Balance due at pickup: $[amount]
Estimated completion: [timeframe]
The tracker updates automatically as your mount moves through each stage - freezer, tannery, production, completion. You'll always know where it stands without needing to call.
We'll send you a text when it's ready for pickup.
Thanks for bringing it to [Shop Name].
[Your name]
For customers who don't leave an email at intake:
Some hunters give only a phone number. Have a shorter text-only onboarding sequence ready:
Text 1 (at intake): "[First name] - [Shop Name] here. You're confirmed. Balance: $[amount]. Track your mount: [link]."
That's it. Short, direct, useful.
Pre-Season Communication Templates
Pre-season announcement - email to past customers:
Subject: [Shop Name] Is Ready for Deer Season - Here's What's New
[First name],
Deer season opens [date] and we're ready.
What's new this year:
- [Any pricing changes]
- [Any capacity or scheduling changes]
- Digital tracking for every mount - bring your deer in and get a link to check status anytime
We're taking intakes starting [date]. If you want priority scheduling, call or text [phone] to book a drop-off window.
Same quality. Better communication. See you this season.
[Your name]
[Shop Name]
Pre-season social media post:
Opening week is [date range]. We're ready for your deer.
This year we're sending every customer a tracking link at intake - no need to call to check on your mount. You'll know when it's at the tannery, when it comes back, when it's in production, and when it's ready.
Taking appointments now. Call/text [phone] or drop in during intake hours.
Google Business pre-season post:
[Shop Name] is accepting deer mounts for [season] season starting [date]. Shoulder mounts starting at $[price]. Deposits required at intake. Track your mount's progress with our customer portal - you'll always know where your deer stands. Call [phone] or visit [address] during intake hours.
Tannery Status Templates
Tannery submission - text:
"[First name] - your [species] cape shipped to the tannery today. Tannery turnaround is typically [timeframe]. Check your tracker: [portal link]. We'll update when it returns. [Shop Name]"
Tannery submission - email:
Subject: Your Cape Is At the Tannery - [Shop Name]
[First name],
Your [species] cape shipped to the tannery today. This is one of the longer stages of the process - tannery turnaround runs about [timeframe] depending on their current volume.
Your tracker will update automatically when it returns: [portal link]
You don't need to do anything - we'll handle the tannery communication and update you when the cape is back and we're scheduling production.
[Your name]
[Shop Name]
Tannery return - text:
"[First name] - good news. Your cape is back from the tannery and in great shape. We'll get it into production scheduling shortly. Tracker: [portal link]. [Shop Name]"
Tannery return - email:
Subject: Your Cape Is Back - Production Coming Up
[First name],
Your [species] cape returned from the tannery and everything looks good. We're working through production scheduling and will get your mount started soon.
Check current status: [portal link]
We'll send another update when your mount enters active production.
[Your name]
[Shop Name]
Production and Completion Templates
Production start - text:
"[First name] - your [species] mount is in active production now. Almost there. Check your tracker: [portal link]. [Shop Name]"
Production start - email:
Subject: Your Mount Is In Production - [Shop Name]
[First name],
Your [species] shoulder mount is in active production. This is the final major stage before completion. Based on our current queue, we're targeting completion around [date range].
Track progress: [portal link]
We'll reach out as soon as it's ready.
[Your name]
[Shop Name]
Completion and pickup ready - text:
"[First name] - your [species] mount is complete and ready for pickup. Balance due: $[amount]. We're open [hours]. Call [phone] to schedule your pickup time. [Shop Name]"
Completion and pickup ready - email:
Subject: Your Mount Is Ready - [Shop Name]
[First name],
Your [species] shoulder mount is finished and ready for pickup.
Balance due at pickup: $[amount]
Our location: [address]
Hours: [hours]
To schedule pickup, call or text [phone]. We ask that you pick up within [timeframe] - we have limited storage space as intake continues.
Can't wait to show you what we did with it.
[Your name]
[Shop Name]
Delay and Exception Templates
Delays happen. Cape damage from the field, unexpected tannery delays, production backlog. How you communicate about delays matters as much as the delay itself.
General delay - text:
"[First name] - [Shop Name] here. Your mount is taking a bit longer than expected due to [brief reason: tannery delay / cape repair needed / production backlog]. New target: [date range]. Your tracker reflects the current status: [portal link]. Sorry for the wait - we're committed to doing it right."
General delay - email:
Subject: Update on Your Mount - [Shop Name]
[First name],
I wanted to reach out directly because your mount is running later than our original estimate.
Here's what's happening: [Specific explanation - e.g., "Our tannery returned your cape later than their standard turnaround" or "Your cape required some repair work that added time before mounting."]
Revised completion estimate: [date range]
I know you've been patient and I appreciate it. Your tracker shows the current status: [portal link]. We're not cutting any corners - we'd rather take the time to get it right.
If you have questions, reach out at [phone] or [email].
[Your name]
[Shop Name]
Cape damage or condition issue discovered during production:
Subject: Important Update on Your Mount - Please Read
[First name],
I need to contact you about your [species] cape. During [tanning / production], we discovered [specific issue: skin slip in the neck area / damage to the face area / etc.].
[Explain what it means: "This will require some additional repair work that may affect the finished appearance in the [area]." or "We'll be able to work with it, but wanted to be transparent about what we're dealing with."]
I wanted to contact you directly rather than just note it in the system. Please call me at [phone] when you have a few minutes - I'd like to walk you through what we're seeing and how we plan to handle it.
[Your name]
[Shop Name]
Abandoned mount - customer hasn't responded:
Subject: Your Mount Is Ready - Please Schedule Pickup
[First name],
Your [species] mount has been ready for pickup since [date]. We've tried reaching you at [phone] and [email] without response.
Our storage space is limited and we need to move completed mounts. If you don't schedule pickup within [timeframe], please contact us to discuss options.
We'd love to get this mount to you - it came out great.
[phone] | [email]
[Shop Name]
End-of-Season Communication Templates
End-of-season newsletter / email:
Subject: Deer Season Wrap-Up - What's Happening with Your Mount
[First name],
Deer season is winding down and we want to give you a status update on where things stand.
If your mount is:
- In the freezer - it will ship to the tannery in our next batch, typically [date range]
- At the tannery - we expect it back around [date range]
- In production - your tracker shows current progress and expected completion
- Complete - please contact us to schedule pickup if you haven't already
The best place to check your specific status is your tracking link: [portal link]
We're in the middle of our busiest production window. We'll keep the tracker updated and reach out directly when your mount is complete and ready.
Thank you for trusting us with your trophy.
[Your name]
[Shop Name]
Spring pickup reminder - for customers who haven't come in:
Subject: Reminder - Your Mount Is Ready for Pickup
[First name],
Quick reminder that your [species] mount has been ready since [completion date]. Balance due at pickup: $[amount].
We're open [hours], located at [address]. Call [phone] to arrange a time.
If your plans have changed, please reach out so we can discuss options.
[Your name]
[Shop Name]
Using These Templates with MountChief
The milestone-based templates above align with MountChief's status update system, which triggers notifications automatically when job status changes. You set the status - the communication sends itself.
For the full customer communication strategy including automated milestone notifications and the customer portal, see MountChief taxidermy shop management software. For the update scheduling guide - when to send each type of message - see the taxidermy customer communication guide.
Frequently Asked Questions
What should I say when a customer's mount goes to the tannery?
Keep the tannery notification short and specific: tell the customer their cape shipped today, give a realistic turnaround estimate, and direct them to their tracking link for ongoing status. Avoid vague language like "we'll keep you updated" - instead, tell them exactly what the next update will be ("we'll reach out when it returns from the tannery"). The goal is to answer the question they haven't asked yet: "When will I hear something again?" Customers who know what to expect and when they'll hear next are less likely to call in the meantime. The template above works for text or email - adapt the length to the channel.
How do I communicate deer season timelines to new customers?
Set timeline expectations at intake, in writing. Your intake receipt or the email confirmation should include an estimated completion timeframe and an explanation of the stages involved: freezer, tannery, production. Giving a range rather than a specific date ("12-16 weeks depending on tannery turnaround") is more accurate and creates less disappointment than a hard date you can't guarantee. When you send the tracking link at intake, briefly explain what they'll see in the portal: "You'll see it go from freezer to tannery to production to complete - each update will show in the tracker." Customers who understand the timeline at intake don't become frustrated customers later.
What is the right way to tell a customer their deer mount is delayed?
Be direct, be specific, and be first. Contact the customer before they contact you. Explain specifically what caused the delay - "our tannery returned your cape about three weeks late" is better than "there were some delays in the process." Give a revised timeline that you're confident you can meet. If the delay is caused by a condition issue with the cape, be especially clear - customers need to understand what's happening with their specimen, and they deserve accurate information. Customers who receive a proactive delay notification with a specific explanation retain at their highest rate. Customers who discover a delay by calling to check in are the ones most likely to leave negative reviews.
How does this apply to solo taxidermy shops?
The principles in this guide apply to solo shops just as they do to larger operations, though the scale differs. A single-person shop may have lower absolute volume but faces the same documentation, compliance, and customer communication requirements. The practical advice here scales down to any shop size.
What is the most common mistake taxidermists make with taxidermy shop deer season communication hub?
The most common mistake is treating taxidermy shop deer season communication hub as an afterthought rather than building it into the standard workflow from the start. Shops that encounter problems in this area typically did not establish clear processes before season, which means every situation becomes a one-off decision rather than a standard response.
Related Articles
- How a Two-Person Shop Beat Deer Season with AI Intake and a Customer Portal
- Taxidermy SEO Strategy: How Shops Get Found Online Before Deer Season
- Taxidermy Shop Staffing During Deer Season: How Many People Do You Need?
- 7 Customer Communication Mistakes Taxidermists Make
Try These Free Tools
Put these insights into practice with our free calculators and planners:
Sources
- National Taxidermists Association (NTA)
- US Fish & Wildlife Service
- Breakthrough Magazine
- State wildlife agencies
- Small Business Administration (SBA)
Get Started with MountChief
Deer season is the most demanding time of year for any taxidermist, and the shops that handle it best are the ones that prepared before opening day. MountChief gives you fast AI intake, automatic customer portal activation, and tannery tracking so your busiest weeks are also your most organized. Try MountChief before your next deer season opener.