Wedding Photographer Form Template

What is a wedding photographer client questionnaire template?

At its core, a wedding photographer client questionnaire template is a structured form you send to couples before the wedding. It sits within your photography workflow after the initial booking and before the big day, helping you collect every key detail in one place. The goal is to avoid surprises, align expectations, and make sure nothing important is missed—from basic contact info to wedding timelines, locations, family shot lists, and photography preferences. In 2025, many photographers use online forms that feed into client portals or management systems, like Google Forms, Typeform, HoneyBook, or Dubsado, to keep everything accessible and organized.

Definition and purpose

A wedding photographer client questionnaire template is a reusable form you send to every wedding client. It standardizes the information you collect, keeps all important details in one place, and serves as your reference guide leading up to and on the wedding day. By using the same core questions, you reduce confusion and ensure consistency across weddings. It complements your contract and proposal by handling logistics, timelines, and preferences, while the contract covers terms and the proposal outlines packages and deliverables.

Beyond record-keeping, the questionnaire supports communication and the overall client experience. It prompts couples to share timing constraints, access notes, and special moments they want captured. In 2025, many photographers link the form to their client portals and allow responses to auto-load into project boards in tools like 17hats, Dubsado, or HoneyBook, so your entire team stays aligned from first contact to final gallery.

Key components of a strong questionnaire

A strong questionnaire includes several essential sections. Each section is designed to gather specific information that keeps planning on track and prevents last-minute surprises on the wedding day.

Below is a practical, reader-friendly set of core sections you’ll commonly see in top templates. It mirrors the common competitor structures and helps you stay organized as you collect details from couples.

• Couple’s details — Names, preferred contact, addresses, wedding date, and primary point of contact to reach during planning and day-of coordination.
• Wedding timeline — Key events, start and end times, ceremony, first look, couple portraits, and buffers to accommodate delays.
• Locations — Venue names, addresses, access instructions, parking, and any on-site restrictions or special setup notes.
• Group photos and shot list — Must-have family poses, specific groups, and any guests who must be included.
• Special people/traditions — Important relatives, pets, cultural rituals, or religious moments that require planning and extra time.
• Photography preferences — Style preferences (candid vs. posed, color vs. black-and-white), lighting desires, and deliverables ( prints, digital galleries, albums).
• Vendor details — Planner/coordinator, videographer, DJ, caterer, and emergency contact; helps with day-of coordination and timelines.

Having these sections in place helps you create a clear day-of plan, reduces back-and-forth, and improves client satisfaction.

Wedding photographer client form sections to include

This guide lays out the core sections your wedding photography client questionnaire should cover, mirroring the structure used by top templates in 2025. You’ll learn what to ask, why it matters, and how to phrase questions so couples can answer quickly and completely. The goal is a smooth day, strong coverage, and fewer last‑minute surprises by having clear, work‑ready details from the start.

Couple’s details and contact information

Start with the basics to ensure you have reliable contact and a personal touch from day one.

Collect both partners' full names, pronouns, and any preferred names, plus essential contact details. Include each partner's phone number, email address, and mailing address, and add an emergency contact for the wedding day. This information keeps you connected if plans shift and helps you personalize coverage from the moment you say hello. To build rapport, weave in a couple‑oriented prompt such as “How did you meet?” so you can tailor your coverage to their story. For example, you could ask, “Please share your full names as you’d like them on the contract, your pronouns, and any preferred names.”

Use clear, single‑purpose questions and optional fields, and explain privacy considerations so couples answer confidently. You might add a line like, “What is the best way to reach you on wedding day (phone, text, email)?” to guide responders. Keeping these basics in one place saves time on the day and reduces the chance of missed connections.

Wedding timeline and schedule

Map the day from start to finish to ensure you know where to be and when.

Include fields for the date, start and end times, ceremony time, reception time, getting‑ready start times, first look, speeches, cake cutting, and any special events. You can offer couples the option to provide a detailed hour‑by‑hour timeline or to select from time windows if you prefer. This clarity helps with planning travel time, lighting, and coverage hours, ensuring you capture essential moments without rushing. For example, you could ask, “Please provide the full hour‑by‑hour timeline, or choose from these time windows: getting ready 9:00–11:00, ceremony 4:00–4:30, reception 5:00–10:30.”

Choosing between a detailed timeline and time windows lets you tailor the process to your workflow. If you opt for windows, include a few suggested blocks, and invite couples to adjust as needed. This approach reduces back‑and‑forth and keeps the photographer’s plan aligned with the couple’s expectations.

Ceremony and reception locations

Collect the key places and how to access them so the day runs smoothly.

Request full addresses and names of all major spots: getting‑ready locations for each partner, the ceremony venue, the reception venue, and any portrait locations. Include parking information, access instructions, permits if required, indoor backup locations, and any restrictions (for example, no flash during the ceremony). Providing these details in one place gives you a clear map of where to go and when to be there, which reduces stress on the wedding day. This section should give you everything you need to navigate the day smoothly, even if plans shift at the last minute.

To make logistics easier, you can also ask for preferred entrances, elevator access, and where vendors should stage gear. A simple phrasing example is, “Please share the ceremony venue address, parking instructions, and any access notes for photographers.”

Group photos and family shot list

Outline how you’ll capture all formal group photos with a clear, respectful plan.

Outline fields where couples can list family members’ names, relationships, and any must‑have combinations (for example, “Couple with Bride’s parents”). Prompt for sensitive situations (divorces, deaths, estranged family) so you can navigate groupings respectfully and avoid awkward moments on the day. Emphasize keeping this section structured and easy to reference during portraits, since a tight shot list saves time and keeps everyone coordinated. A practical prompt you can include is, “Please list each photo group and the people who should be in it, along with relationships.”

Design the list to be quick to consult on the day. Consider noting a point of contact among the couple or a designated family member to help organize the shoot order. This makes posing during busy moments smoother and helps you deliver the full, organized gallery you promise.

Special people, traditions, and moments

Describe a space for VIPs, cultural or religious traditions, and meaningful details you don’t want missed.

Describe VIP guests the couple wants to be sure are photographed, and note any cultural or religious traditions that should be documented. Include meaningful details like heirloom items, surprise performances, or special dances. Provide prompts that encourage thoughtful responses, such as “Are there any family dynamics I should be aware of?” or “What traditions or details are especially important to you?” This helps you frame coverage with sensitivity and capture a richer, story‑driven narrative. For example, you might add, “Tell me about any heirloom items you’ll include and the story behind them.”

By inviting these specifics, you can tailor your approach to the couple’s values and chronology. The result is a more personal gallery that reflects the couple’s unique history and the day’s emotional peaks.

Photography style, preferences, and priorities

Explain how to capture the couple’s preferred look and feel for your coverage.

Explain how to ask about overall photography preferences: candid versus posed, editorial versus documentary, and color versus black and white. Include any parts of the day they care about most, such as a must‑have first look, a specific dance moment, or a standout family shot. Suggested questions like “What three words describe your ideal wedding photos?” or “Are there any angles, poses, or moments you don’t like?” help you align your approach with their vision. Clear answers reduce misaligned expectations and set the tone for how you’ll cover the day.

Use their responses to tailor your workflow, from posing direction to the editing style and final gallery selections. Consider sharing a short note on typical deliverables (for example, “color photos with a light, natural edit and a separate black‑and‑white gallery for key moments”) so couples know what to expect once you’ve captured the day.

Vendor information and coordination details

Capture how you’ll coordinate with other professionals to keep the day on track.

Detail the fields you should include for key vendors: planner/coordinator name and contact, videographer, officiant, DJ/band, florist, hair and makeup artists, and any other suppliers involved. Explain that having this information helps you coordinate timelines, share space, and sometimes cross‑promote vendors after the wedding. Encourage adding a space for social media handles or websites if that’s part of your workflow. For example, you could ask for, “Vendor name, primary contact, phone, email, and website” so you have a quick reference on the day.

This info supports smoother collaboration and fewer logistical hiccups. It also enables you to quickly loop in vendors if timing shifts, and it can facilitate post‑event follow‑ups or gallery sharing in collaboration with trusted partners. Having a complete vendor page in your questionnaire accelerates planning and improves overall day efficiency.

How to structure your wedding photography form template

A well-structured questionnaire guides couples through the onboarding process, helping you collect the right details while keeping the experience warm and professional. By organizing questions thoughtfully, you create a smooth flow that matches real weddings and reduces back-and-forth later.

To organize sections in a logical order

Organizing sections in a logical order helps couples breeze through the form and ensures you collect every detail you need. Start with simple couple details so you can confirm who you’re working with and how to reach them. This builds momentum and keeps momentum high as the questionnaire progresses.

Next, move into timeline and locations. Ask for ceremony and reception start times, venue names, and addresses, plus a link to maps if possible. Clear timeline questions help you plan your shooting window and coordinate with any second shooters or videographers.

Then guide readers toward group photos, special people or traditions, photography preferences, and vendor information. Use distinct section headings like Timeline & Venues, Family & Groups, and Day-Of Details so couples can skim and understand what’s needed at a glance. A predictable structure also makes it easier for you to review responses quickly before the wedding.

To choose the right question types

Choosing the right question types shapes how easily couples finish the form. Open-ended questions work well for stories, preferences, and details you can’t predict in advance. For example, ask, “Tell us about a photo you love from a past wedding and why it matters to you.”

Structured fields are perfect for names, times, and addresses. Use a mix of short text fields, checkboxes, and multiple-choice prompts to make completion less tiring. For instance, include short text like “Bride’s preferred nickname,” checkboxes for “Will you have a first look? Yes/No,” and a multiple-choice option such as “Estimated coverage length: 6–8 hours, 8–10 hours, or full day.” If your form supports it, add conditional logic to show follow-up questions only when relevant.

Ultimately, tailor the types to your process and the wedding package you offer. If you routinely provide 8–10 hours of coverage, a clear, time-focused question set helps couples understand what to expect and what you need to plan. Using common tools like Google Forms, Typeform, or Jotform keeps the experience consistent across bookings.

To keep wording clear and client-friendly

Clear, simple language that any couple can understand keeps the questionnaire approachable. Avoid photography jargon and define terms like “first look” so everyone is on the same page. A warm, conversational tone helps couples feel comfortable sharing details, not overwhelmed.

When questions get complex, add short explanations under the prompt so clients know why you’re asking and how detailed their answer should be. For example, a question about family portraits can include a note like, “We’ll use this to plan group setups and ensure no one is left out.” This context reduces guesswork and speeds up responses.

Finally, think about layout and length. Break content into digestible sections with generous white space, keep sentences brief, and provide a gentle note about how long the questionnaire will take. Testing the form with a friend or colleague can reveal where wording might be unclear or where couples typically pause.

To align the questionnaire with your brand and process

Your template should feel like a natural extension of your brand. Use a consistent tone, reflect your shooting style, and include any unique sections that mirror how you work, such as questions about documentary coverage or elopement logistics. Small brand touches—like a friendly sign-off and color that matches your website—build this cohesion.

Additionally, the structure should align with your workflow. If you always plan portraits before the ceremony, order questions accordingly, so couples provide portrait timing and location details early. Mention services, add-ons, or preferred vendors in a dedicated section to streamline the planning phase and avoid last-minute changes. Finally, integrate your form with your booking tools (Typeform, Google Forms, Jotform) or your CRM (HoneyBook, 17hats) so data flows directly into your project file, reducing double entry and speeding up onboarding.

How to use your wedding photographer client form effectively

Turn a static questionnaire into a living planning tool. When you share it at the right moment, review responses carefully, and turn the answers into a practical day‑of guide, you can keep communication smooth and avoid last‑minute surprises. This approach works with the Wedding Photographer Client Questionnaire Template and stays current for 2025 by emphasizing clear timelines, easy sharing, and a quick reference on the shoot day.

To send the questionnaire at the right time

Timing your questionnaire helps capture accurate details and allows for smart adjustments as plans firm up. For most weddings, send the detailed questionnaire 4–8 weeks before the big day, after major logistics like venues, travel, and vendors are set but before the schedule is final. For destination or multi‑day weddings, aim for 6–8 weeks and consider a shorter, high‑level pre‑questionnaire at booking to capture basics such as contact information and ceremony location.

Choose a reliable form tool such as Google Forms, Typeform, or Airtable, and share with a clear subject line and direct link. Set a response window of 7–14 days and plan two polite reminders if needed. Pair this with a 20–30 minute pre‑wedding call about 2–3 weeks before the wedding to verify critical details and ensure everyone is aligned.

Key steps to send and gather responses:

• Select your tool and build a single detailed questionnaire
• Send via email with a clear subject, for example "Wedding Photography Details: [Couple's Names]"
• Provide a 7–14 day deadline and two reminders
• Export responses to a central sheet for easy review

To review and confirm key details with clients

Review responses and identify the must‑confirm items, gaps, and any conflicts. Start by highlighting timing changes, venue addresses, and the must‑have shots the couple wants most. Note any conflicting information, such as different ceremony start times or restricted areas, and prepare questions for the pre‑wedding call to resolve them.

Use a brief, client‑friendly recap to ensure everyone agrees on the plan. Return a one‑page summary with the confirmed timeline, locations, and must‑have shots, and ask the couple to sign off or reply with final tweaks. This step helps the couple feel heard and reduces day‑of misunderstandings, setting a calm tone for the wedding day.

During the review, include these checks:

• Confirmed start times and venue addresses
• Must‑have shots list and VIPs
• Vendor contact details and preferred communication method
• Any schedule gaps or conflicts left to resolve on the day

To turn responses into a usable wedding day plan

Turn the approved responses into a practical day‑of reference. Start by extracting the final timeline, addresses, group shot list, VIP names, and any special instructions into a concise document you can access on the wedding day. This becomes your quick cross‑check between moments and helps keep things running smoothly, especially if there are last‑minute changes.

Create a one‑page plan or lightweight digital binder (Notion, Google Docs, or a printable PDF) that you can share with your second shooter and wedding planner. Keep it concise so you can scan it in 5–10 seconds between moments. Include a rain or contingency note, a clear call‑time for key moments, and a simple contact list to use if plans shift.

Key elements to pull into your day‑of plan:

• Final timeline with start and end times for each moment
• Full address list with venues and entry instructions
• Group shot list with order and pairings
• VIP names and who has authority to approve changes
• Special instructions (rain plan, venue rules, allergy notes)

To adapt for different wedding types and elopements

Show how to tweak the core questionnaire for varied scenarios—intimate elopements, multi‑day weddings, destination weddings, or culturally specific celebrations. For elopements, place extra emphasis on locations, permits, and accessibility, and simplify timelines to emphasize moments rather than large groupings. For multi‑day events, plan extended timelines with travel between locations and time blocks for both photography and family sessions.

For destination weddings, include travel windows, visa or entry requirements, and nearby accommodation details. For culturally specific celebrations, add sections that cover additional traditions, family groupings, and vendor coordination across venues. Some sections can stay the same (couple details, general preferences), while others may need extra depth (locations and logistics for elopements, extended timelines for multi‑day events).

Sections that typically stay the same versus those needing extra depth:

• Stay the same: couple details, photography style preferences, general shot categories
• Elopements: focus on locations, permits, and concise timelines
• Multi‑day weddings: add day‑by‑day timelines and travel logistics
• Destination weddings: travel, accommodations, and vendor coordination
• Cultural celebrations: schedules, traditions, and extended family groups

Common wedding photography form mistakes to avoid

Even a strong Wedding Photographer Client Questionnaire Template can backfire if it's too long, too vague, or out of date. In this section, we spotlight the most common questionnaire mistakes that frustrate clients and lead to missing planning details. Use these tips to trim the form without losing essential information, structure it into clear sections, and implement best practices so couples actually complete it before the big day. By avoiding these pitfalls, you’ll save time in pre-wedding calls and have a more reliable shot list, timeline, and contact details when you arrive on site.

To avoid overwhelming clients with too many questions

Keep it concise by prioritizing questions that directly affect how you shoot. Start with core details: wedding date, venue, ceremony and reception times, lead contact, and the couple’s must-have shots. Then group items into sections and merge duplicates. For example, combine “Is a first look planned?” with “How will timing change if a first look happens?” into one timing question. Break the template into clearly labeled sections like Basics, Timeline & Venues, Must-Have Shots, and Logistics so it feels lighter to fill out. Finally, cut anything you won’t reference on the day; if you never photograph ceremony décor or vendor tables, drop those items.

Use 12-15 essential questions and take advantage of form logic. In Google Forms or Typeform, add page breaks and conditional questions so the form shows only relevant items. Offer a “save and continue later” option and set a 14-day finish deadline. If you provide a short preview or a 2-minute explainer video, couples see what’s needed and why, which helps them complete it more reliably.

To prevent vague or confusing questions

Unclear wording invites guesswork and incomplete answers, so be specific about what you want and how detailed it should be.

For each item, define the exact detail you need. Bad example: “What’s the timeline?” Better: “Please provide a minute-by-minute timeline with times for hair/makeup, ceremony, family photos, first dances, and the reception.” Bad example: “Where are you getting ready?” Better: “Getting-ready location: venue name, street address, city, and any access instructions.”

Include a short glossary at the top and use clear labels like “Ceremony Time,” “First Look,” and “Vendor Contacts.” Add a few more “bad vs better” pairs in prose to illustrate improvements, so the template reads as a practical guide rather than a quiz. This makes it faster for couples to answer accurately and reduces back-and-forth later in the process.

To keep information accurate and up to date

Wedding plans change—timelines shift, venues update, and vendors get swapped—so it’s risky to rely on an old version of the questionnaire.

Keep key fields current by confirming times, addresses, VIPs, and the shot list close to the wedding date. Encourage couples to verify these items two weeks before the day and again 48 hours before the event. Having fresh data reduces mismatches and keeps your prep aligned with reality.

Note any last-minute updates in one centralized place rather than scattering notes across emails or messages. Use a shared Google Sheet, Notion page, or Airtable base with a clear “Last updated” timestamp, and make it easy for your assistant to log changes. A living document helps your team stay synchronized and prevents day-of surprises.

To separate questionnaires from contracts and invoices

The questionnaire should focus on planning and preferences, not legal terms or payment details.

Clarify that pricing, deposits, and legal terms belong in the contract and invoicing documents. Mixing these items can confuse clients and make it harder to find planning details later. Explain that the questionnaire’s role is to capture timing, shot preferences, and logistics, not money or terms.

Set a simple workflow: send the contract and payment setup separately and keep the questionnaire in a dedicated planning portal or labeled section. Include a brief note at the top of the template stating “This questionnaire is for planning and preferences only; all legal terms live in the contract.” This separation improves clarity and helps you collect reliable information without legal or financial distractions.

How to customize a wedding photography client form template

Starting with a base wedding photography client questionnaire template gives you a solid, repeatable foundation. But the real magic happens when you tailor it to reflect your actual packages, shooting style, and the kind of couples you love to work with. Customization makes the form more relevant, easier for clients to complete, and more useful in practice—reducing back-and-forth and guiding better planning. In 2025, photographers who personalize their templates report smoother onboarding, clearer timelines, and fewer gaps in coverage. Use conditional sections, brand voice, and service-specific tweaks to keep the questionnaire concise and highly actionable.

To match your packages and coverage

Begin by aligning the questions with what you actually offer. If you provide full-day coverage, include detailed sections on getting-ready locations, timelines, and shot lists for both morning and evening moments. If you only do ceremony-only or multi-day events, you’ll want to remove or hide those sections to avoid confusion. Conditional sections are your friend here: ask about reception details only if you cover the reception, or show timeline questions only for packages that include the full day. This keeps the form lean and focused for each client.

Next, build a practical flow that mirrors real events. Create a base structure that covers couple details and general preferences, then branch into service-specific prompts. For example, a full-day package might ask for location permits and travel logistics, while an elopement template would skip those once you’re in a single-venue setup. By using the base-and-branch approach, you avoid recreating questions from scratch for every client and ensure every inquiry stays relevant to the chosen package.

To reflect your shooting style and brand voice

Infuse your personality and style into the template so clients feel your tone from the first moment. Documentary shooters can emphasize real moments, relationships, and candid interactions, while editorial photographers may focus on portraits, fashion details, and planned setups. Adjust the tone to be formal, friendly, or casual to match your brand, and add introductory notes that set clear expectations. A few brand-specific questions—like preferred palette, lighting style, or how you want attention to moments with family photos—help you deliver the work your clients expect.

Include short, brand-aligned prompts that guide your process without overwhelming the client. For example, you might add a line at the top that explains your approach to storytelling, followed by questions that elicit the exact vibe clients want. If your brand uses specific terminology (e.g., “golden hour glow” or “natural posing”), weave those terms into prompts so responses align with your envisioned aesthetic. This alignment reduces surprises and speeds up the post-booking phase.

To create variations for different services

Spin off variations of the core questionnaire for engagements, rehearsal dinners, or elopements while keeping a consistent structure. Maintain a shared base that collects essential couple details and general preferences, then add or remove sections relevant to each service type. For engagements, you might emphasize location ideas and mood preferences; for rehearsal dinners, you might focus on guest lists and candid moment goals; for elopements, you could highlight permits and intimate locations. This approach saves time and ensures consistency across services.

Using template variations also helps you scale without losing quality. Duplicate the base questionnaire, rename it for the service (e.g., “Engagement Questionnaire” or “Elopement Questionnaire”), and tailor sections accordingly. By keeping a common core—couple names, dates, venue, and delivery expectations—you preserve consistency while giving each service its own tailored prompts. Tools like HoneyBook, 17hats, or Typeform support duplicating templates and toggling sections, so you can update one place and propagate changes across all variations.

Why a wedding photography questionnaire improves your workflow

A well-designed questionnaire, such as the Wedding Photographer Client Questionnaire Template, is a core tool for running a smoother, more professional wedding photography business. It helps you gather consistent information, improve client experience, and align day-of timing with each couple’s priorities. By tying client intake to long-term processes, you create a repeatable workflow that scales as your business grows.

To provide a smoother client experience

A clear, thoughtful questionnaire reassures couples that you’re organized and care about their specific needs.

When couples answer questions in advance, they share key details without long back-and-forth emails. The Wedding Photographer Client Questionnaire Template guides them to mention photography preferences, must-have moments, and any tricky family dynamics. Most couples complete the form in about 10-15 minutes on a phone, which makes it easy to stay on schedule.

This process creates a collaborative relationship from the start and lowers stress for both sides. You set expectations on delivery style, timelines, and posing preferences, which makes the wedding day smoother. With the template, couples feel heard and confident you’ll capture what matters most to them.

To reduce missed moments and miscommunication

Structured questions about shot lists, special people, and traditions drastically cut down on “I wish you’d captured…” conversations after the wedding.

Documenting shot priorities helps you stay focused during the day. You can plan for must-have moments, like the first look, father-daughter dance, or a grandmother’s kiss, and note who should be included. In practice, couples often identify 8-12 priorities, which fits nicely into a 60- to 90-minute portrait window.

When these details are in writing before the wedding, you avoid last-minute confusion and extra trips between locations. It frees you to be present, confident about where to stand, who to photograph, and when to move to the next group. This clarity reduces post-event calls and helps you keep the timeline on track.

To streamline planning and day-of execution

Having all timeline, location, and group photo information in one place saves time in the days leading up to the wedding and on the day itself.

The template consolidates the timeline, venue details, parking instructions, and vendor contacts in one accessible file. By having everything in one place, you reduce the need to search emails for details. Photographers using the template report that back-and-forth with clients drops by about 40-60%.

This clarity saves time in the weeks ahead and on the wedding day itself. For example, you can quickly confirm travel time, loading zones, and lighting conditions with the venue, or share a final run-of-show with the planner and DJ. That shared plan lets you move quickly through your shots and keep guests engaged.

How Bonsai helps manage wedding photographer client questionnaires

As a wedding photographer, you need a smooth, connected flow from inquiry to delivery. Bonsai lets you build, send, and reuse wedding questionnaire templates inside the same system you use for contracts, proposals, and projects. This centralization means every wedding has its own project with an attached questionnaire, timelines, addresses, and shot lists, all accessible in one place. With Bonsai, you can see who has started, who completed, and what you still need, so you stay organized and deliver consistently high-quality service.

To create reusable wedding photographer client questionnaire templates

Start by outlining the fields you always need: couple details (names, contact info, preferred pronouns), timelines (session time, ceremony, reception), locations (venue address, travel notes), shot lists (must-have moments, family groups, first look), preferences (lighting, editing style), and vendors (planner, venue, hair/makeup). In Bonsai, you can create this as a single questionnaire template and mark fields as required. You can also add optional sections for questions you usually ask but don't require upfront, and you can place conditional sections that appear only when a couple selects a specific service.

Once saved, you can duplicate the template for elopements, multi-day weddings, or micro-weddings, then tailor it for each service without starting from scratch. For example, an elopement template might drop full-day timelines and add a travel plan section, while a multi-day package includes a separate 'day-by-day shot list' and a vendor contact sheet. This consistency gives clients a polished experience and helps you collect the same essential data from every couple, reducing back-and-forth and speeding onboarding.

To track and manage wedding photographer client questionnaires in one place

In Bonsai, each questionnaire lives with the client and the wedding project, so you see status at a glance. When you attach the form to a project, you can mark stages like Not Started, In Progress, and Completed, and you can set due dates to prompt clients automatically. All responses are stored in the project record, and you can review answers inside Bonsai or export them if needed. This makes pre-wedding planning and day-of reference straightforward because everything sits beside contracts and timelines.

Because everything is linked to the relevant wedding, you don’t have to search through email threads or scattered files to find timelines, addresses, or shot lists. A single click opens the client’s questionnaire and related attachments, and you can see who has responded and what still needs input. When plans change, you update the questionnaire in Bonsai and the updated data flows into your contracts, proposals, and day-of schedule automatically, keeping everyone aligned.

To automate reminders and keep questionnaire details current

Bonsai can automate parts of the questionnaire workflow: sending it at the right stage, reminding couples who haven’t completed it, and prompting you to review responses before the wedding. That reduces last-minute scrambling and helps you stay proactive during a busy season. You control when and how couples receive the form, whether after signing a contract or two weeks before the event, and you’ll see clear indicators of progress in the wedding project.

Here are the main automation benefits you’ll notice:

• Fewer manual follow-ups, thanks to automatic sending and reminders.
• More complete questionnaires, as couples receive timely prompts and can finish at their pace.
• More accurate, up-to-date information feeding directly into your wedding day plan, reducing last-minute changes.