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Photography Proposal Template


Prepared by:

[Photographer.FirstName] [Photographer.LastName][Photographer.Company]

Prepared for:

[Client.FirstName] [Client.LastName] [Client.Company]

PandaTip: The photography proposal template can be used by a photographer in a variety of settings, including freelance photography events, such as weddings. This template can be adapted to suit the specific needs of the photography proposal.

1. Cover Letter

PandaTip: This section is to provide context for this proposal and give a short introduction of yourself to the client. If you have not met with, or discussed, the project with the client, you can tailor it to go into more detail about the purpose of the proposal.

Hi [Client.FirstName],

ladyIt was great meeting you the other day and thank you for considering [Photographer.Company] for your photography needs. I’m confident that I can deliver exactly what you are looking for within a reasonable budget.

This is a photography proposal outlining my service options and pricing. Should you have any questions, please don’t hesitate to contact me.




2. Photography Portfolio

PandaTip: Here is where you talk up your skills and credentials as a photographer. Perhaps you are competing with other talented photographers for this particular gig. Demonstrate your expertise in this field, and even provide examples of previous successful work. Many photographer find it helpful to include examples of their work in this section, particularly if it is in a similar style, location, or event to the client’s needs.

You can expect only the most professional behavior and results from me. I have been a professional photographer for [Number of Years] years and will deliver only the highest-quality photographs. I’m passionate about my work as well as my client’s satisfaction and will go above and beyond to produce the best photos!
Feel free to view similar work I have done here: insert link to portfolio here



3. Project Description

[Client.FirstName] [Client.LastName] is in need of high-quality professional
photographs of [Event] on [Event date]. Per our initial discussion, we have agreed upon the following:

1. [Photographer.FirstName] will show up at [Event] at [Event time].

2. [Photographer.FirstName] is expected to remain at [Event] for [Number of hours] .

3. [Client.FirstName] [Client.LastName] has also requested the following specific images:

PandaTip: Describe how the shot will be obtained. Include such specifics as type of lighting required, if shot will need to be arranged or posed, who will be included in the shot, and location of the photo.

Image #1 Image #2 Image #3 Image #4
Image Description Image Description Image Description Image Description

4. What You Can Expect

PandaTip: This section should outline what the client should expect, as well as anything they need to prepare ahead of time to ensure the project runs as smoothly as possible. You should also include information regarding delivery of photos following the project and/or event.

Here’s what you can expect and need to do in preparation for [Event]:

  • Be Prepared!

Just as you expect me to be professional and prepared, I expect the same from you. Please make sure everyone is available on time and that any preparations needed for specific shots are ready on time.

  • Be Flexible and Patient!

Sometimes getting the perfect shot depends on uncontrollable conditions like weather, or simply requires luck and perfect timing . I’m a professional who knows how to achieve the best results based on these elements, but it can still be a process that requires patience on both sides of the camera. Let’s relax and enjoy the process!

  • Photograph Delivery and Ownership

I will deliver your photographs within [Time Period] following [Event] in the agreed upon delivery method (see below).

Copyright of the photographs will be owned by [Photographer.FirstName] [Photographer.LastName] OR [Client.FirstName] [Client.LastName]. You may use the photographs however you like for personal use, including sharing via social media channels but please credit [Photographer.Company] when doing so. Images provided may not be altered (digitally or otherwise), sold, or published by [Client.FirstName] [Client.LastName].

5. Available Services

[Photographer.FirstName] [Photographer.LastName] has the following services available for [Event]. Please choose or select all that apply:

High-Res digital photographs can be delivered to you via the following:photo delivery method

High-Res digital photographs can be delivered in the following formats:photo formats

The following post-production services are available:

PandaTip: Here, you can list relevant, optional services tailored to your client’s event (ex: what is typical for weddings, corporate events, etc.).

  • Color adjusting
  • Cropping
  • Photo retouching

6. Cost and Fees

PandaTip: This section should include your rates, and specify your charging method, if it is hourly, per event, or per image. Include fees for image processing fees, supplies, cost of travel, fees for assistants or models used, etc. Additionally, provide the total cost of the project and associated due dates and payment methods. Lastly, if you wish to assess late fees on past due balances, note that here.

For the above mentioned project, the following rates will be assessed:

  • Hourly rate: [Fee] per hour
  • A non-refundable retainer: [Retainer amount] due by [Retainer date]

There may be additional fees for additional staff, equipment, or services requested including:

  • Travel: [Travel Fee] per mile if further than 50 miles from San Francisco.
  • Photo Delivery if you prefer delivery via hard disk, thumb drive, DVD or any other physical delivery method. Please enquire about costs for physical delivery methods.
  • You may provide your own physical delivery method to nullify this fee.

7. Billing and Payment

The non-refundable retainer [Retainer amount] is due by [Retainer date].

Full billing amount for this project is due within [Number of Days] business days
following [Event]. A separate invoice will be sent upon completion of this project. Here is an estimated cost:

Name Price QTY Subtotal
Hourly Rate $100 8 $800
RetainerNon-refundable $150 1 $150
TravelPer mile if 50 miles outside of [Location] $.50 0 $0

Subtotal: $950

Tax (7.5%): $71.25

Total: $1021.25

8. Terms and Agreement

The terms of this agreement may be changed upon the discretion and agreement of both [Photographer.FirstName] [Photographer.LastName] and [Client.FirstName] [Client.LastName].

Signature of both parties below indicates the acceptance of this proposal and entrance into a contractual agreement by both parties.