Photography Brief Template

What is a photography brief template?

In practical terms, a photography brief template is a repeatable structure used to plan and execute a photoshoot. It captures all essential details before shooting and can be called a brief foto, brief fotografico, brief photo, or brief photographe depending on language. This template acts as a planning and alignment tool, helping clients and photographers start on the same page before any camera clicks.

Definition and purpose

First, a photography brief template is a pre-structured document used to plan and communicate all essential details of a photoshoot: background, goals, audience, style, logistics, and deliverables. It provides a consistent starting point every time a client or creative team needs to commission photography, so nothing critical is missed.

Typical templates include sections such as background and context, goals, target audience, mood and style references, shot list, locations, timelines, budget, equipment, deliverables, and approvals. This structure helps ensure every shoot begins with the same clear framework, making it easier to compare options and track progress across projects.

In practice, teams keep a template in tools like Notion, Google Docs, or Airtable so it’s easy to copy, adapt, and share. When you fill in the fields, you create a brief that stakeholders can review in one sitting before any camera clicks happen.

How a template supports clients and photographers

The template creates a shared language between non-technical clients and professional photographers. It turns scattered ideas into a clear plan, so everyone talks about the same goals, styles, and outputs.

By listing timing, budget, and style upfront, a brief reduces back-and-forth messages and prevents misunderstandings about what will be delivered, when, and at what quality. In 2025, many studios report 2x faster approvals and up to 50% fewer revision requests after adopting a standard brief. This speed comes from having a clear shot list, location notes, and approval steps set in advance.

Templates also guide sign-offs and responsibilities, ensuring the client approves key milestones (concept, moodboard, locations) and the photographer commits to deliverables (RAWs, edited selects, final usage rights) within a shared timeline. Practically, this means using a tool like Google Drive for file storage, Notion for collaboration, or Airtable for a lightweight project board to keep everything organized and auditable.

Common use cases for a photography brief

A photography brief template helps with many scenarios by forcing goals and outputs to be defined before shooting. Here are the main use cases where it adds real value.

• Brand campaigns — aligns on creative direction, target audience, messaging, channels, and final deliverables across web and print.
• Product shoots — specifies product specs, angles, lighting, packaging, and usage rights to ensure consistency across catalogs.
• Events — captures event schedule, key moments, coverage hours, guest list, and deliverables such as highlight reels and galleries.
• Portraits — defines subjects, locations, wardrobe guidelines, consent, and usage for personal profiles or corporate pages.
• Editorial shoots — outlines story arc, location, talent releases, period/style references, and magazine format requirements.
• Social media content — lists platform specs, aspect ratios, captions, hashtags, and post timing to maximize reach.
• Internal corporate photography — sets branding guidelines, archival needs, internal-use rights, and security or access requirements.

Why a photography brief template is essential

A structured photography brief template gives freelancers, agencies, and small businesses a clear roadmap for every shoot. It helps you lock in the right creative direction, speeds up decisions, and reduces costly mistakes. When you use a template, you’re more likely to hit the target on timing, budget, and deliverables, while keeping the client’s brand intact.

To align creative vision and expectations

A written brief makes the desired look and feel explicit before the shoot: style, mood, composition, and brand requirements.

For example, a corporate headshot set needs a clean, professional mood, while a lifestyle product shoot calls for warmth and natural light. The brief should include a reference library with 5–7 images, a single color palette, and a typography guide to ensure consistency across all shots. By outlining these details in one place, you create a shared baseline that guides wardrobe, lighting, and framing choices from the start.

This clarity helps avoid subjective disagreements later because both sides approved the same written and visual direction in advance. Use collaborative tools like Google Docs, Notion, or Airtable to capture style notes and attach mood boards. Require sign-off from the client and photographer before production begins, and include two rounds of revisions to address any clear misunderstandings early.

To clarify scope, deliverables, and budget

The template forces decisions on what’s actually included: number of images, formats, retouching level, rights usage, and budget limits.

Describe deliverables in concrete terms, for instance 10 final images, web and print formats, a light retouch level, and worldwide rights for 12 months. Attach a budget cap, such as $2,000, and specify whether travel or location fees are included. This level of detail protects both client and photographer from scope creep and surprise costs, making it easier to compare proposals and keep everyone on the same page.

Having a clear price plan also helps prevent disputes during production. In 2025, typical small business shoots vary widely, but a well-defined budget range from $1,000 to $5,000 is common for projects with multiple deliverables and locations. By tying deliverables to a price, you reduce the need for renegotiation in the middle of the project and speed up decisions during shoots.

To keep photoshoots on time and on track

A structured brief with a timeline, shot list, and roles ensures the day of the shoot runs smoothly.

Include a shot list with 5–7 major blocks and a timeline that allocates 15–30 minutes per block. Clearly name roles such as photographer, art director, producer, and assistant, so everyone knows who is responsible for each task. A well-planned schedule minimizes back-and-forth and keeps equipment, locations, and talent aligned, which is especially important when shooting in tight windows or multiple spots.

This is especially critical for events and complex productions with many people involved, where delays are expensive. For example, a product launch with a 4-hour window, two locations, and 8 participants benefits from a precise plan that reduces downtime between scenes. When a timeline is written into the brief, you can track progress quickly and adjust on the fly without losing momentum.

To improve creative results over time

Reusing and refining a photography brief template across projects creates a repeatable process. Teams can review past briefs, see what worked, and adjust fields or prompts in the template to improve direction on future shoots.

Keep a master template with 12–15 core fields, and archive completed briefs for reference. After each shoot, note what changes helped, such as new image counts, revised mood descriptors, or updated rights terms. This ongoing refinement makes future briefs faster and more accurate, so you can push creative boundaries while staying aligned with brand needs.

Over time, you’ll notice better results and fewer revisions. Teams report that planning time often drops by 20–40%, and the rate of last-minute changes decreases as you learn which prompts lead to clearer direction. By 2025, many studios and freelancers use this approach to boost consistency, speed, and client satisfaction with every new project.

When to use a photography brief template

Using a photography brief template helps you lock in goals, budget, and timelines at key moments in your workflow. It keeps everyone aligned from the early concept to the actual shoot and delivery. In practice, create and share the brief at three points: before you contact photographers, while shortlisting and hiring, and before final shoot planning. The template becomes your single source of truth, saving time and reducing back-and-forth, especially when coordinating with multiple photographers or teams.

Before contacting photographers

Draft a first version of your brief before you reach out to photographers. This helps you clarify your objectives, budget, and timeline, and gives photographers enough information to provide accurate quotes and suggestions.

Include the project goal, target audience, mood and style, deliverables, file formats, and any location ideas or restrictions. For example, you might specify 20 final images plus 2 short videos, web and social rights for 24 months, and a rough two-week timeline. Set a realistic budget range and note any travel or gear needs. In 2025, many freelancers quote per day or per project, so a clear range (for instance $1,000–$5,000 for a single-day shoot, higher for branding campaigns) helps photographers tailor proposals. Share the draft in a collaborative space like Google Docs or Notion so photographers can ask questions or attach sample ideas.

When shortlisting and hiring photographers

Sharing a clear brief with multiple candidates makes it easier to compare proposals, portfolios, and pricing on an equal basis. When everyone sees the same scope, you can judge fit, timing, and value fairly.

Ask photographers to respond with ideas that reference specific sections of the brief and provide a rough timeline and cost estimate. In practice, most teams review 3–5 candidates at this stage. The brief also invites tailored concepts tied to your brand or project, letting you quickly see who truly understands your goals. By 2025, using a consistent brief across applicants helps you spot the strongest portfolios and the best-value options without chasing scattered details.

Before final shoot planning and logistics

Once a photographer is chosen, update the brief collaboratively to lock in final details on locations, timeline, roles, and logistics. The signed-off brief becomes the reference document on the day of the shoot.

Plan a kickoff discussion to confirm shot lists, location access, permits, talent or wardrobe needs, equipment, and a day-of schedule. Expect to finalize these details 1–2 weeks before the shoot, with a backup plan for weather or last-minute changes. On the day, the brief serves as the contract-like guide that keeps everyone aligned. Store the final version as a PDF in Google Drive or Notion, and use version history or a simple signature tool (like DocuSign or HelloSign) to capture approvals, so you have a single source of truth for post-production and rights management. This approach is standard practice in 2025 and helps prevent last-minute confusion.

Key components of a photography brief template

A strong photography brief template helps clients and photographers align on expectations, deadlines, and creative direction. Below, you’ll find the standard sections every effective brief should include, with practical guidance drawn from common competitor structures. Use them as a starting point and tailor to your brand and project in 2025.

Project background and overview

Begin with a concise snapshot that explains who the client is, what the brand or project is about, and why the shoot is happening now.

In this section, aim for clarity over clever wording. Include fields you can fill quickly so any photographer can understand the context. Use plain language and avoid internal jargon that only your team would recognize. For example, note the company name, a brief brand description, the project name or shoot title, and the campaign or event context (campaign launch, trade show, product refresh). This framing sets the tone for the entire brief and helps the photographer picture the purpose of the shoot from day one.

To streamline this part, consider these fields: Company name, Brand description, Project name, Context (campaign, event, launch), Shooting window (dates or season). Keeping these items in a single place reduces back-and-forth and speeds up onboarding for new photographers.

Goals and objectives

Explain how to separate high-level goals from specific, measurable objectives to give the photographer clear success criteria.

Start with high-level goals that set the direction, such as promoting a new product line or refreshing brand imagery. Then attach specific, measurable objectives that answer how success will be judged. Using SMART-style objectives—Specific, Measurable, Achievable, Relevant, Time-bound—helps everyone stay focused. For instance, a goal might be “increase brand awareness,” while a corresponding objective could be “deliver 20 social-ready images in 1:1 and 4:5 crops within 7 days after shoot.” This structure makes evaluation straightforward and reduces ambiguity for the photographer.

Consider including a short bullet point or two to illustrate concrete targets and a sentence about how success will be reviewed. This keeps the brief practical and action-oriented for both creative and client teams.

Target audience details

Describe what to include about the intended audience, so the photographer can tailor style and tone accordingly.

Include demographics such as age, location, job or industry, and income, along with psychographics like interests, values, and lifestyle. These details influence lighting, wardrobe, setting, and overall mood. For example, a corporate audience often calls for more polished, restrained imagery, while a lifestyle audience favors authentic, candid moments. Brief, actionable bullets help photographers picture the target audience at a glance without wading through dense text.

Suggested fields to capture: Age range, Location, Job/industry, Income band, Interests, Values, Lifestyle. Use brief phrases that can be quickly translated into wardrobe, poses, and locations when the shoot begins.

Creative direction and style

Outline how to convey the visual direction of the shoot, including mood, tone, color palette, and composition preferences.

Provide space for moodboard references, links, or embedded images, and include text fields for notes like “natural light,” “high-contrast black and white,” or “clean, minimal product shots on white.” This is where the brief becomes a living document your photographer can reference during prep and on set. By including concrete cues, you help the crew reproduce the brand’s identity consistently across scenes, products, and models.

To support creativity while staying aligned with brand guidelines, offer a short list of prompts and styles and add moodboard links or embedded visuals. For example, you might note the preferred lighting (soft window light), color treatment (cool neutrals with a pop of brand color), and composition approach (rule of thirds, negative space). This guidance keeps the creative direction actionable and easy to execute.

Deliverables and shot list

Explain how to specify exactly what the photographer needs to capture and deliver, including final image count, formats, and orientation.

Define the deliverables clearly and provide a simple, practical shot list to remove ambiguity. Specify the number of final images, preferred formats (web, print, social crops), and orientation (portrait or landscape). Then present a concise shot list structure that teams can extend if needed. A table-style approach helps keep details organized and easy to reference on shoot day.

In practice, you can present a short example structure and offer space to expand as the project grows. If you’re juggling many shots, a well-maintained shot list in a tool like Airtable or Google Sheets makes updates fast and keeps everyone aligned with the same terminology.

If you have more shots, extend the table or add columns in your project sheet. A clear, scalable table helps the photographer track which images are essential and which are nice-to-have, reducing last-minute changes on set.

Timeline and schedule

Describe what to include in the schedule section, from ideal shoot dates to milestones and approvals.

List the key dates and buffers to prevent bottlenecks. Include ideal shoot date(s), backup dates, call times, and milestones such as pre-production, shoot, first proofs, and final delivery. Realistic turnaround times matter, especially when retouching, color matching, or multiple stakeholders are involved. A well-planned timeline minimizes rushed decisions and keeps everyone aligned on when feedback is due.

To make scheduling concrete, provide a simple calendar outline and note any dependencies, like model availability or studio lane bookings. This helps the photographer allocate time blocks, plan gear needs, and coordinate with other team members efficiently.

Budget and constraints

Show how to outline the budget clearly, including total budget, day rate or project fee, and specific line items.

Break down the cost so both client and photographer can see where funds go. Typical line items include studio rental, equipment hire, permits, travel, models or talent, stylist, hair and makeup, and post-processing. Indicate any hard constraints, such as “must stay within X dollars,” to guide proposals and prevent back-and-forth later. Clear budgeting reduces surprises and helps photographers suggest feasible options within the limit.

For clarity, list the main financial components and provide a quick note on how approvals will occur if a line item needs adjustment. This structure supports transparent negotiations and smoother project kickoffs.

• Total budget
• Day rate or project fee
• Studio rental
• Equipment hire
• Permits
• Travel
• Models/Talent
• Stylist
• Catering/expenses

Logistics, locations, and permissions

Explain what belongs here: locations, access, rules, weather considerations, and permits.

Detail confirmed or tentative locations, how to access them, and any venue rules or restrictions. Include weather contingency plans for outdoor shoots and note whether permits or permissions are required. Providing dedicated fields for location contacts, arrival instructions, parking, and contingency plans helps the team stay organized even if plans shift. This section should cover safety and compliance so everyone on set knows the ground rules and knows where to turn for permits or approvals.

Make sure to capture practical details such as contact names and phone numbers, on-site access codes, loading zones, and any restricted areas. Clear logistics reduce on-set delays and keep the shoot running smoothly, rain or shine.

Roles and responsibilities

Guide the reader to list everyone involved and what they own, so decision-making on the day is smooth.

Identify all roles and assign responsibility so the photographer knows who to approach for approvals and what each person is accountable for. Typical roles include client contact, project manager or producer, photographer, stylist, hair and makeup, models or talent, assistants, and internal stakeholders. Including contact details and decision-making authority ensures fast on-day approvals and reduces back-and-forth during the shoot. This clarity helps you run a professional and efficient session from start to finish.

Here are common roles and what they handle: Client contact approves dates and final images; Project manager/producer coordinates schedule, budgets, and logistics; Photographer leads creative execution and capture; Stylist outfits and props; Hair & makeup on-set styling; Models/Talent on-camera performance; Assistants gear and set support; Internal stakeholders provide brand or product input and approvals. Having clear roles with contact details prevents confusion and speeds up decisions on set.

How to complete a photography brief template step by step

Turn the components into a clear, fast workflow checklist you can follow. This step-by-step guide turns a Photography Brief Template into a logical sequence so clients who aren’t used to writing briefs can fill it quickly without feeling overwhelmed.

Step 1: Clarify your project background

Begin with the basics by filling in client details, project name, the type of shoot, and a short paragraph that explains the context in plain language.

Ask and answer: Who are we? What is this project? Why do we need photos now? This step lays the foundation for the rest of the brief photo and helps everyone stay aligned as the plan grows.

To keep it simple, consider using a shared template in Google Docs, Notion, or Milanote so the team can see the same fields at a glance and make quick edits as the project evolves.

Step 2: Define goals, objectives, and audience

Before thinking about style or logistics, write down what success looks like and who the images are for.

Clarify internal goals (like stakeholder approval or brand alignment) and external goals (such as engagement or sales), and add key audience descriptors in bullet points to guide tone, distribution, and format.

• Audience: 25–40-year-olds in tech and urban lifestyles
• Primary platforms: website, Instagram, LinkedIn
• Key moments: first impression, product reveal, or step-by-step usage
• Brand tone: friendly, trustworthy, and clear

By making these goals concrete and listing audience details, you reduce back-and-forth and give the photographer clear targets for on-set decisions and post-production.

Step 3: Outline creative direction and references

Guide the reader to collect visual references (links or images) and short notes on mood, style, and brand requirements, then place them in the creative direction section.

Keep the set small and curated—about 4–6 references—that best represent the desired look. For each reference, add a short annotation on what you like: color palette, lighting, composition, or vibe. Store these in a single board or folder, using a tool like Pinterest, Canva boards, or Milanote so the team can review quickly.

Having these references in one place ensures the photographer understands the mood and avoids guesswork during shoots or after delivery.

Step 4: Build your shot list and deliverables

Translate goals into a structured shot list. Start with the most critical deliverables and then add supporting shots.

Use clear, descriptive shot names and include usage notes so the photographer can prioritize on set. For example, tag shots as "website hero," "Instagram Story 9:16," or "product detail close-up," and note preferred cropping or aspect ratio. A good rule is to begin with 5 must-have hero images, then add 10–15 supporting shots to cover different angles and contexts.

• Hero image: product or person in a strong, clean composition
• Must-have moments: key interactions or expressions
• Supporting shots: scenes that show context or usage
• Usage notes: where each shot will be used (web, social, print)

Labeling shots clearly helps the on-set plan stay efficient and ensures deliverables align with post-production timelines.

Step 5: Confirm budget, timeline, and logistics

Finalize your total budget, key dates, and production details only after you’re happy with goals and shot list.

They should complete fields for shoot date(s), delivery deadlines, locations, travel requirements, and any permit or access notes so the photographer can plan realistically.

• Shoot date(s) and delivery deadlines
• Locations and travel requirements
• Permits or access notes
• Budget range and payment milestones

Once these are set, use a shared calendar or checklist in Google Sheets, Trello, or Notion to track approvals and changes. Plan for a 2–3 day review window after final details are shared.

Step 6: Assign roles and share the brief

Finish by adding or confirming everyone’s roles and contact details, then share the completed brief with the photographer and internal stakeholders for review and approval.

Assign roles such as client decision-maker, creative director, photographer, stylist, and prop master, and capture their emails or Slack handles. This is the moment to capture questions or adjustments before locking in the plan, so include a quick questions section in the shared brief and set a 2–3 day review window.

Use a collaborative platform like Google Docs, Notion, or Trello to keep feedback in one place and track updates. This helps ensure everyone approves the final plan quickly and with all details in one place.

To adapt your photography brief template for different photoshoots

One core photography brief template can guide any shoot by keeping the same background, goals, and audience structure while swapping in shoot-specific details. By reusing standard sections like objectives, target viewers, and deliverables, you avoid re-creating a new brief from scratch each time. In 2025, many freelancers use a modular brief that folds into events, products, portraits, and campaigns without losing consistency in branding or tone. Below, see how to tailor the core template for four common shoot types and what stays the same versus what you add or adjust.

Event and live coverage shoots

Tweak the template for events by prioritizing timing, moments, and people in focus.

For events, the schedule matters as much as the lighting. Add fields for the event schedule, run-of-show, and stage times, and align shoot windows with each segment of the day. List key moments you want captured—opening remarks, product demos, audience reactions, and VIP entrances—and assign a priority so the team knows what to cover if time runs short. Document location restrictions like no-flash zones and restricted pits, and provide a single on-site contact to handle substitutions or changes. This keeps the brief practical while you adapt to different events.

Even with these additions, the core background, goals, and audience structure stay intact. Describe the audience as event attendees and remote viewers, applying the same brand voice to captions and notes. For example, plan deliverables such as 120 hi-res JPEGs, 5 social cutdowns, and 2 short video reels, all sized for primary channels, with a 24 to 48 hour delivery window after the event.

Product and e-commerce shoots

Adapt the brief for product photography by adding granular deliverables and a precise shot list.

Add fields for the number of SKUs, the required angles (front, back, side, packaging, and lifestyle), whether to shoot groups or singles, and scale references like a ruler or common objects. Specify if lifestyle imagery is needed or if simple packshots are preferred, and include brand and layout requirements for marketplaces or web stores. For example, indicate white-background hero shots, product-in-use images, and image ratios suitable for Shopify or Amazon, along with color space (sRGB) and a minimum resolution of 2048x2048 pixels for square product photos.

Outline the shot list and deliverables clearly as well. A typical SKU set might require multiple angles per item, plus close-ups of textures and labels, with variations noted for different SKUs. Also include notes on image naming, file formats, and any post-processing expectations (retouching style, color correction, and background consistency) so the final gallery aligns with storefronts and promotional campaigns.

Portrait, lifestyle, and brand shoots

Portrait, lifestyle, and brand shoots focus on people, locations, and mood to tell a brand story.

Begin with casting details: who should be in the photos, how many models, age range, and diversity goals, plus guidance on recruitment or casting calls. Add wardrobe notes that align with the brand palette and logo rules, and select locations that support the brand narrative and show the product in context when appropriate. Define the emotional tone—candid, aspirational, or documentary—and weave that mood into the shot list and direction, so the imagery feels cohesive with the campaign.

Although the base fields stay the same, the creative direction and shot list become more narrative. Use mood boards, location scouting notes, and storytelling arcs to guide the sessions, and outline deliverables that match the campaign needs, such as a mix of editorial portraits and lifestyle scenes, with retouched options retained for social, website, and press usage. Finally, clarify usage rights, timelines, and any post-production standards to ensure consistency across channels and future campaigns.

Common mistakes to avoid in a photography brief

A clear brief helps photographers quote accurately and deliver strong work. In 2025, teams rely on precise wording in a Photography Brief Template to align goals, style, and rights from the start. This section calls out common pitfalls and shows how to fix them so quotes are fair and the creative work hits the mark.

To avoid vague or incomplete information

Briefs that only say “shoot the event” or “take some product photos” leave photographers guessing about timing, angles, and rights. When details are missing, quotes can balloon after the fact because the photographer is guessing on shot lists, formats, and usage. A well-written brief reduces confusion and speeds up approvals, which is essential in 2025 as projects combine live events, product launches, and multi-channel campaigns.

When you define goals, audience, usage, and deadlines, you give the photographer a clear map. For events, list the name, date, venue, expected crowd size, and the moments you want captured—keynotes, candid interactions, and venue details. For products, specify the SKUs, variations, required angles, backgrounds, and whether lifestyle shots are needed. For example, instead of “shoot the event,” say: “Shoot the annual charity gala on December 5 at Grand Hall, capturing keynote moments, guest reactions, and decor; deliver 20 high‑res JPEGs for social and press kit.” And instead of “take some product photos,” say: “Create 12 product images of the new Ceramic Mug: 6 on white background, 3 lifestyle shots, 3 on a wood surface; deliver in JPEG/RAW, 300 dpi, for Amazon and homepage.”

To prevent unclear style and mood direction

Saying “make it look cool” is not enough. Without clearer direction, photographers may deliver images that don’t align with your brand or the campaign mood. In 2025, teams benefit from pairing references with concise notes to guide lighting, composition, color, and posing, and from marking any hard brand rules up front. This clarity helps avoid disappointment when the final images arrive.

Use 2–4 reference images that illustrate the vibe you want, and add short notes on what you like about each one. Mention lighting preferences (soft vs. dramatic), color temperature (cool blue vs. warm neutral), composition (head‑and‑shoulders vs. wide environmental), and posing (candid, editorial, product in use). Include any mandatory brand rules, such as logo placement, color palette, or typography restrictions. A one‑page mood board attached to the brief goes a long way in 2025, keeping everyone aligned as concepts evolve.

To reduce scope creep and budget surprises

Ambiguity about deliverables, rounds of edits, and usage rights often leads to disputes later. If you don’t specify what’s included and what costs extra, photographers may charge more as the project unfolds. Clear boundaries on scope save time and keep budgets on track, which is especially important for freelancers and small teams navigating tight quarters in 2025.

Be explicit about the number of final images, file formats, and retouching expectations. Also spell out rounds of edits and how many are included versus paid add‑ons. Clarify usage rights—where, how long, and in which channels—so the photographer can quote fairly and everyone agrees on the scope from the start. For example: “This project includes 12 final edited images; two rounds of edits included; rights granted for online use worldwide in perpetuity; print use limited to 12 months unless negotiated.” Include the preferred delivery formats (JPEG and TIFF), and specify whether RAW files are needed by the client or only JPEGs for review. This clear setup helps both sides move faster and avoid late surprises.

How Bonsai helps manage photography brief templates

Bonsai is the hub where clients, agencies, and photographers create, reuse, and manage photography brief templates as part of a broader client and project workflow. The platform maps the traditional brief’s sections to Bonsai’s documents, projects, and collaboration features, so drafting is faster, sharing is easier, and everyone stays aligned from concept to delivery. As of 2025, Bonsai supports a centralized template library that keeps your briefs consistent across multiple shoots. This structure helps teams scale their photography work without rewriting from scratch every time.

To create reusable photography brief templates

Inside Bonsai, you can set up a photography brief once and save it as a reusable template that covers background, goals, creative direction, deliverables, budget, and logistics.

Saving the template puts it in your templates library, where you can duplicate it for each new project or client with a single click. Replace client names, dates, locations, and scope while preserving the core structure and language. This approach avoids rewriting from scratch and ensures every brief for a project starts with the same reliable framework.

Enhance the template with placeholders for timeframes and contacts, plus a standard set of clauses for usage rights and revisions. Bonsai keeps a version history so you can update the template over time and revert changes if a client asks for a different approach, ensuring quality across shoots.

To track and manage photography briefs across projects

Bonsai helps you track and manage briefs by storing them in one place and linking them to clients and projects.

You can attach briefs to client records and project timelines, and collaborators can comment, propose edits, and approve directly in the document. This reduces email back-and-forth and keeps everyone on the same page, with activity visible in the project’s activity feed.

As briefs evolve, changes stay in version history and sit alongside contracts, proposals, and tasks. This integrated workspace keeps the latest version visible to the whole team and minimizes information getting lost in inboxes.

To automate approvals, reminders, and downstream work

Bonsai automates the lifecycle of photography briefs, so you spend less time on admin tasks and more time on planning, direction, and production.

Here are the key automation-focused benefits you can unlock:

• Sending briefs for digital review and approval before confirming a shoot
• Triggering reminders if a brief hasn’t been approved by a certain date
• Linking an approved brief directly to project timelines and task lists
• Using brief details (dates, budget, scope) to inform contracts, estimates, and invoices automatically

Together, these automations reduce manual admin and keep every photography project aligned with the original agreed brief.