Photography Quote Template

What is a photography quote template?

A photography quote template is a structured, reusable document designed for photographers and studios to outline exactly what will be provided before a job is booked. It helps you present services, deliverables, pricing, and key terms in a clear, branded format. This template is not an invoice or a contract; rather, it serves as a formal, professional offer that clients can review, approve, and use to understand what they’re paying for and what they’ll receive.

Definition and purpose

A photography quote template is a reusable framework photographers use to build consistent, itemized quotations for shoots and packages. It captures services, deliverables, and pricing in a clear, branded format so clients can compare options and make decisions.

For freelancers and small studios, a quote is often the bridge between an initial inquiry and a signed contract or paid booking. It sets expectations about what’s included, how many deliverables the client will receive, what rights they have, and how travel or add-ons are handled. In practice, you might present a Basic Portrait Package and a Deluxe Event Package, each listing hours, attendees or locations, deliverables, and price, all in your own branding. Tools like HelloBonsai, PandaDoc, or Canva can help you create and save these templates for easy reuse and consistent brand presentation. A quote is also typically valid for a defined period—often 14 to 30 days—so clients know when to decide.

How a photography quote differs from invoices and contracts

In plain language, a photography quote is a proposal of price and scope before work starts. It outlines what’s included, the price, and the value, giving clients options to choose from and a clear path forward.

Invoices and contracts come later in the process. An invoice requests payment after work is performed and completed, while a contract is a legally binding agreement that governs the relationship, timelines, rights, and obligations. A quote template, by contrast, focuses on clarity and persuasion—showing what’s included, how much it costs, and why it’s good value—so clients understand the offer before any commitment is signed. After client approval, you can easily convert the accepted quote into a contract using e-signature tools like DocuSign or HelloSign and move to invoicing in QuickBooks or FreshBooks as needed.

When to use a photography quote template

You’ll use a photography quote template in several common situations. When you receive a new client inquiry, you can propose options quickly. For larger or bespoke projects—like a multi-day wedding, a corporate shoot, or a branding package—the template helps you lay out scope and cost clearly. Weddings and events, retainer or ongoing content shoots, and commercial work with multiple decision-makers also benefit, since the template keeps everyone on the same page from the start.

Using a template speeds up your replies and makes pricing feel more professional, which reduces back-and-forth and the chance of misunderstandings about what’s included. In practice, you’ll present 1–3 bundled options in your brand’s colors and typography, include turnaround times, delivery formats, usage rights, and a clear next step to approve. For many photographers in 2025, saving and reusing templates in tools like HelloBonsai, HoneyBook, or PandaDoc means you can respond to a client in minutes rather than hours, keeping momentum high and clients engaged.

Key sections of a photography quote template

A photography quote template acts as a road map for you and your client, making pricing, scope, and expectations clear from the start. Competitors emphasize five core sections: services and packages, additional fees, booking and payment details, special notes, and terms & conditions. This guide explains what to write in each section, how detailed to be, and how to keep language client‑friendly while protecting your business in 2025 and beyond.

Client and project details

Get the basics right at the top of the document to prevent mix-ups down the line.

Include the client name and primary contact details (email and phone), the event or project name, date and time, location or venue, and a reference number (for example, Q2025-001). Having these fields at the top keeps quotes organized and makes it easy to reuse the Photography Quote Template in Word-style layouts or similar software structures. This upfront clarity helps both you and the client confirm the right job quickly.

Keep this section clean and minimal so the client can confirm the right job details at a glance. Avoid crowding the header with notes, and use one line per item with consistent spacing so the reader can scan easily. When you reuse the template later, a simple, predictable layout reduces the chance of mixing up multiple shoots across different clients.

Services and packages

This section should lay out the core photographic services being quoted and how packages are structured for easy comparison.

Use clear headings for each package or service line, such as Wedding Day Coverage, Portrait Session, Brand Shoot, and Product Photography. Under each heading, include a concise bullet list describing what’s included—hours of coverage, number of photographers, locations, editing/retouching, and the number and type of final images delivered. This explicit detailing helps clients understand exactly what they’re paying for and where value lies.

Itemizing options helps clients compare value quickly and reduces back‑and‑forth. When you present concrete components for each package, clients can see how coverage, deliverables, and add-ons translate into price, making decisions easier. Consider including a sample price range for each package so the template feels practical and transparent to a 2025 audience.

• Hours of coverage
• Number of photographers
• Locations covered
• Editing/retouching level
• Images delivered (format and count)

Additional fees and optional extras

Detail all predictable extra costs so there are no surprises for either party.

List common extras such as travel and accommodation, overtime hours, second shooter or assistant, studio hire, props, rush editing, and prints or albums. Describe when these fees apply and how they are calculated, for example, travel fees billed per mile beyond a 25‑mile radius or overtime charged per hour after your included coverage end time. This clarity helps clients understand how additional services affect the total price and prevents disputes later.

To keep things transparent and aligned with typical Word-style quotation layouts, include a small table that separates 'Included in package' from 'Additional fees' and clearly indicates when each applies. This makes it easy for clients to see what is already covered and what would be added on top.

Booking and payment details

This section is the heart of the business side of the quote and sets the terms for securing the work.

Detail the deposit amount and due date, the remaining balance schedule, accepted payment methods, and what constitutes a confirmed booking (for example, a signed agreement plus deposit received). A common 2025 practice is a 30% deposit due on signing, with the remaining balance due 14 days before the event, and payments accepted via Visa, MasterCard, American Express, PayPal, and bank transfer. Clearly stating these terms helps avoid misunderstandings when you start work.

Make the consequences of late payments clear, even if briefly, with fuller detail placed in Terms & Conditions. For example, a 5% late fee after the due date or accruing interest of 1.5% per month can be stated here. Documenting these expectations in the quotation reduces disputes and accelerates the onboarding process.

Special notes and client-specific comments

This area tailors the quote to the client or event, reflecting known preferences and constraints.

Include notes about custom requests (such as cultural ceremonies, a specific shot list, or venue rules) and logistical details (arrival time, parking, access, or restricted areas). Present notes in plain, friendly language and keep them as short bullet points so the section feels like a thoughtful summary rather than legalese.

Notes should reflect what you discussed verbally and what the client confirmed in writing. A concise Special Notes section reduces back‑and‑forth and helps the photographer stay aligned with the client’s expectations for the shoot.

Notes to consider include:

• Cultural or religious requirements
• Key shot priorities or must-have moments
• Venue rules (no flash, drone restrictions, restricted areas)
• Access details (arrival time, parking, loading zones)

Terms and conditions overview

Provide a concise summary of high‑level terms you want clients to see before the full contract.

Summarize the main points such as rescheduling rules, cancellation policy, typical gallery turnaround time (for 2025 this is commonly 2–4 weeks), and how many edits are included. Explain that changes after signing will follow what’s described in the full Terms & Conditions, and that this overview is designed to prevent surprises. A clear, client-friendly summary in the Photography Quote Template helps clients decide quickly and reduces negotiation friction.

How to write services and pricing in a photography quote

Clear, persuasive service descriptions, well‑structured packages, and transparent totals help clients compare quotes and approve quickly. This practical guide shows photographers how to translate offerings into concrete line items, present prices confidently, and format a quotation so clients can scan, compare, and decide in one sitting. You’ll learn concrete wording, a simple packaging approach, and a professional layout you can reuse in 2025.

To describe photography services clearly

Avoid vague phrases and replace them with measurable terms. Clients should instantly know what they get, when it happens, and what isn’t included. Start with the basics: hours of coverage, number of photographers, locations covered, expected final images, and the level of retouching. Using precise language reduces back-and-forth and raises trust.

For example, instead of saying “full coverage,” spell out the scope: “4 hours of coverage by 1 lead photographer and 1 assistant at [Venue], from guest arrival to the first dance; 180–200 final edited JPEGs delivered in high resolution; color correction and light retouching on up to 25 images; delivery via online gallery within 10 days; RAW files and drone footage are not included unless added as an add‑on.” A weak description like “full event coverage” leaves questions unanswered; a detailed version sets expectations about what will be done, what won’t be included, and how deliverables will arrive to the client. This clarity is essential for a smooth quoting process and is aligned with modern practices used in Photography Quote Templates in 2025, including familiar tools like Adobe Lightroom and Pixieset galleries for delivery.

To structure packages and line items

Break offerings into clear packages or modular line items that can be mixed and matched. A simple three‑tier approach—Basic, Standard, and Premium—helps clients compare value at a glance, while modular items enable customization without clutter. For each package, list the core inclusions (hours, shooters, deliverables) and optional add‑ons (engagement session, extra hour, advanced retouching) so clients can see what changes when they upgrade.

Using a professional table mirrors a Photography Quote Template and makes the quote easy to scan. A basic table format can include Item, Description, Quantity/Hours, Unit price, and Line total, with room to customize. Here’s a straightforward example you can adapt: a Basic Package covers 2 hours with 1 photographer at $150/hour for a line total of $300; Standard covers 4 hours with 2 photographers at $225/hour for a line total of $900; Premium covers 8 hours with 3 photographers at $300/hour for a line total of $2,400. This structure keeps packages clean, scalable, and ready for personalization while remaining simple to compare.

Remember to keep space for customization—add-ons can be shown as separate lines or as a noted option box, but the core packages should remain clean and quick to compare. By 2025 standards, many photographers use this modular approach to accommodate client needs without overcomplicating the quote or the decision process.

To present pricing and totals professionally

Make totals easy to read by showing subtotals for services and any additional fees, followed by a clear grand total. Include tax as a separate line where applicable, and describe the tax rate so clients understand what’s included. Round pricing sensibly and avoid unnecessary decimal places to reduce visual clutter. A consistent, word‑style quotation format helps clients quickly grasp what they’re investing and how the final amount was calculated.

For example, present a services subtotal of $3,600, add $150 in travel fees, bringing the subtotal to $3,750; apply an 8% tax of $300, and the grand total becomes $4,050. This layout—services subtotal, additional fees subtotal, tax, and grand total—lets clients see the math behind the final number. In 2025, many photographers rely on a standard quote layout or a Word‑style template to ensure the totals are laid out the same way every time, which speeds approvals and reduces back‑and‑forth.

To handle discounts and special offers

Describe discounts transparently by listing the original price, the discount description, and the discounted total. Do not bury the savings inside line‑item prices; show them as separate lines so clients can clearly see the value they’re receiving. This approach makes it easy to compare against the standard price and helps clients feel they’re getting a fair, verifiable deal. Reusable templates also simplify applying consistent discount rules across quotes, saving time and reducing errors.

Example: Original price: $4,000. Early‑booking discount: 15% off, amounting to $600. Discounted total: $3,400. When you present discounts as separate lines, clients can quickly see the value and the impact of the offer. As a practical tip for 2025, keep discount rules in a single template and reuse them whenever you re‑quote, so you don’t have to recalculate every time and risk inconsistent messaging.

Important terms and policies to include in a photography quote

When you draft a photography quote, clearly spell out the legal and policy terms you expect to follow. Include copyright, how the images can be used, what happens if plans change, and how unforeseeable events are handled. In 2025, the best quotes use plain language and point readers toward a fuller contract for details. The goal is to set clear expectations now while leaving room to expand rights or restrictions in a separate agreement later.

Copyright and image usage

Photographers typically retain copyright but grant clients specific usage rights.

The images remain the photographer’s property, and the client receives a license to use them within defined limits. Common uses include personal viewing, posting on social media, showing on a website, and using in marketing materials or printed displays up to standard sizes such as 24x36 inches. The license is usually non-exclusive and non-transferable, and it does not allow resale or sublicensing unless the contract says otherwise. In the quote, keep the ownership and basic usage rights simple, and note that a fuller licensing section will appear in the contract if broader rights are needed.

A straightforward clause you can adapt is: “The photographs are the property of [Photographer]. The Client is granted a non-exclusive, non-transferable license to use the delivered images for personal, social media, website, and marketing purposes described in this quote, within the scope of this project. A full licensing agreement will govern any expanded rights.”

Display and portfolio rights

Add a concise statement about the photographer’s right to use images for portfolio, website, social media, and promotional materials.

Most photographers reserve the right to show the delivered images in their portfolio, on their website, and across social media or promotional materials worldwide in perpetuity. If a client, especially a corporate or private-event client, wants restrictions (for example, no public posting or no use in marketing), note that this can be negotiated. Keep the language respectful and transparent; remember that limitations may impact pricing or package eligibility, so mention any possible effect on cost up front.

A practical approach is: “The Photographer may display the delivered images in their portfolio, on their website, and in promotional materials. If the Client requires specific restrictions on display, please indicate them here; such restrictions may affect pricing or package options.”

Creative license, coverage, and reproduction

Guide the writer to include a brief clause explaining that the photographer has creative discretion over style, composition, and how coverage is executed on the day.

The photographer will use professional judgment for style, lighting, framing, and the overall coverage plan. They will aim to capture key moments and the mood of the event, but conditions like venue rules, weather, or space constraints may affect results. It’s also important to state that the photographer does not guarantee every individual image requested and that final selections will be delivered in the agreed formats and resolutions. Typical delivery includes high‑resolution JPEGs and a web gallery, with RAW files generally not provided unless the contract specifies; turnaround for events often ranges from 2 to 6 weeks, with weddings sometimes taking 6 to 8 weeks depending on edits and package details. If needed, add a note that additional retouching or alternate formats can be requested under separate terms.

For clarity, include a sample clause like: “The Photographer retains creative control over editing and presentation. Deliverables will be provided as high‑resolution JPEGs and a web gallery. RAW files are not included unless requested in writing and priced accordingly. Turnaround times vary by project type but are typically 2–6 weeks for events and 6–8 weeks for weddings.”

Unforeseeable circumstances and cancellations

Instruct the writer to summarize policies around force majeure (events beyond either party’s control), illness, equipment failure, and venue or schedule changes.

Outline standard cancellation terms so clients know what to expect. Use a clear scale for refunds and deposits, and specify any rescheduling fees. For force majeure or similar disruptions, emphasize a plan to reschedule if possible, with either a full or partial refund depending on stage of the project. For illness or equipment failure, describe whether the client or photographer may cancel with notice and how deposits are treated. Finally, spell out how venue or schedule changes—such as a date shift—affect pricing, deposits, and deliverables. In 2025, most quotes keep this section crisp and linked to the contract for the exact terms, ensuring deposits and payments align with the reschedule policy and any fees.

Consider this concrete layout: “If the shoot is canceled by either party more than 60 days before the event, all payments made, excluding non-refundable deposits, will be refunded; if canceled 30–59 days before, 50% of the total may be refunded. Cancellations less than 30 days before the event are non-refundable. If a reschedule is needed, a rescheduling fee of $150–$300 may apply, and a new date will be arranged.”

On-the-day responsibilities and client cooperation

Recommend a short section that clarifies what the photographer needs from the client on the day: access to locations, a designated contact person, timing for group photos, and any restrictions communicated in advance.

Clear on-the-day needs help the event run smoothly and reduce stress, especially for weddings or large shoots. State who will oversee access to locations, where the photographer will park, and who the main contact is for timing and permissions. Include a note about any pre-event restrictions the venue has shared (like no flash in certain areas or quiet hours). When clients know what to prepare—like a meeting with the venue coordinator or a point person for group photos—it minimizes delays and helps the photographer capture the key moments on schedule. Finally, remind readers that these on‑the‑day details will be summarized in the final contract and are designed to keep everyone aligned from the start.

Best practices to format a photography quote template

Creating a strong Photography Quote Template starts with clarity, consistency, and a clean look. This guide gives concrete formatting and layout tips you can apply in Word, Google Docs, Canva, or similar tools. The focus is on readability and branding, not on file types, so you can reuse the same template across clients while keeping a professional tone and easy navigation.

To make the layout clear and scannable

Make the layout clear so clients can skim and decide in seconds. Start by organizing the template into distinct sections: Services, Additional fees, Booking and payment, and Terms & conditions. Use consistent typography with body text around 11-12 pt and headings 14-18 pt, plus generous white space to reduce clutter. Busy clients will skim, so highlight the most important numbers and decisions—bold the total due and due dates, and place them at the top of the pricing area.

• Inclusions: list the core services, deliverables (formatted images, RAWs if offered), and any add-ons.
• Fees: clearly separate package price, travel or location fees, and tax, if applicable.
• Timeline: show booking window, delivery estimates, and payment milestones.

In practice, this means keeping each section tight, with short paragraphs explaining the why behind each number. When you present pricing, use a simple table or a two-column layout in your template so the client can compare options at a glance. If you’re delivering to Word or Google Docs, rely on built‑in styles to keep headings and body text uniform across pages, which aids quick edits later.

To apply consistent branding and visuals

Branding in a photography quote template makes you look polished and trustworthy. Include your logo, bring in brand colors in a restrained way, and choose font pairings that feel modern and legible. A subtle, professional approach helps match other client-facing documents and reduces the chance of brand confusion later.

• Logo: place in the top left or header area at a maximum height of about 1 inch.
• Brand colors: use a primary and a secondary color with saved hex codes to ensure consistency.
• Typography: pair a clean sans-serif for headings with a readable sans or serif for body text (examples: Inter for headings, Roboto for body).

Consider adding a cover or introductory section only if it adds clarity—such as a one-line project title, client name, and event date. Otherwise, keep branding on the first page of the quote to maintain a streamlined feel. This consistency helps when you export to PDFs or share a link in emails, and it ensures your look matches invoices and contracts.

To keep the template reusable and adaptable

A reusable template saves you time and protects consistency. Structure the document so recurring elements stay fixed while project-specific details are easy to edit. Think of blocks like branding, standard packages, and boilerplate terms as locked-in content, with client details, dates, and notes as editable fields.

• Fixed blocks: branding header, standard package descriptions, boilerplate terms.
• Editable fields: client name, event date, location, custom notes, and any special requests.
• Placeholders: use clear placeholders like [Client Name], [Event Date], and [Venue] to guide edits.

Whether you start from a Word quotation template or build directly in Canva, the key is separating reusable blocks from custom fields. In Word, use Styles for headings and a dedicated “Content” section that you copy for each project. In Canva or similar tools, keep a single master page for branding and drag in a fresh content page for new clients. This separation lets you update the reusable parts once and reuse them endlessly without reformatting.

To highlight next steps and approval

End with a clear Next steps area that tells the client exactly how to approve and move forward. A well-defined path reduces back-and-forth and speeds up bookings. Provide multiple, straightforward options so the client can choose the easiest route to sign and proceed.

• Electronic signature: offer options like Adobe Sign or DocuSign for quick, compliant approvals.
• Reply confirmation: invite the client to reply with “-approved” and any edits needed.
• Contract and payment: indicate that approval converts the quote to a contract and triggers the payment process.

Include a concise acceptance line or e-sign block so the quote can be formally approved and turned into a booking without confusion. For example, a simple line like “Client agrees to the terms above as of [Date]” followed by a space for an electronic signature keeps things streamlined, trackable, and ready to convert into your contract and payment workflow.

How Bonsai helps manage photography quote templates

Bonsai turns a static photography quote into a dynamic, connected workflow. It helps photographers standardize quote layouts, track every quotation in one place, and automate calculations, approvals, and follow-up. By centralizing the quoting process, you save time, reduce errors, and move proposals to bookings faster. As of 2025, Bonsai continues to strengthen template libraries and workflow automations for visual professionals.

To create reusable photography quote templates

Inside Bonsai, you can create a photography quote template once and save it for repeated use. Start by adding sections for Services, Additional Fees, Booking Terms, and Policies, then save the layout as a reusable template. Attach your rate cards and standard package details so every new quote starts with the same structure, branding, and language.

With this template, you only adjust client name, dates, and a few line-items, not rewrite the whole document. In 2025, Bonsai’s template library adds branded placeholders and auto-fill from client records, which speeds up quote generation. For example, a wedding package template might list eight hours of coverage, a second shooter, edited high-resolution files, travel fees, and a sunset photo add-on, all pre-structured so you can customize quickly without losing consistency.

To track and manage photography quotes in one place

Bonsai stores quotes in a single, organized workspace linked to each client and project, so you can see the full history at a glance. The dashboard shows status indicators like Sent, Viewed, Accepted, Pending, or Expired, helping you prioritize follow-ups and keep conversations on track. This setup eliminates scattered files and makes it easier to reference past quotes during negotiations.

Having all quotes in one place also improves forecasting and pipeline management. You can filter by package type, client industry, or date, and export reports to share with your team or clients. In 2025, enhanced reporting lets you analyze win rates by package and quickly spot which quote types convert into bookings most often, giving you data-driven selling power.

To automate calculations, approvals, and next steps

Automations in Bonsai streamline the whole quoting flow, so you spend less time on math and more time winning work. Auto-calculations keep line totals and grand totals current as you add services and fees, ensuring accuracy across every quote. This reduces back-and-forth corrections and helps you present clean figures from the start.

Bonsai also handles taxes and discounts consistently across all quotes, and it enables clients to approve and e-sign quotes online. When a quote is accepted, you can trigger downstream actions like creating a project, a contract, or an invoice automatically, so you move from proposal to project in minutes rather than hours.

Here are the automations Bonsai supports:

• Auto-calculating line totals and grand totals as you add services and fees
• Applying taxes and discounts consistently
• Enabling clients to approve and e-sign quotes online
• Triggering downstream actions like creating projects, contracts, or invoices once a quote is accepted

All of these automations save time and reduce manual mistakes, helping you close more work with less friction from first quote to final delivery.