WEDDING PHOTOGRAPHY PROPOSAL ============================ Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use Prepared for: [PARTNER 1 NAME] & [PARTNER 2 NAME] Prepared by: [YOUR NAME / STUDIO NAME], [YOUR EMAIL], [YOUR PHONE] Date: [DATE] | Proposal ref: [PROPOSAL NUMBER] | Date held until: [EXPIRY DATE] 1. A note for you both ---------------------- [TWO TO FOUR SENTENCES, PERSONAL. Example: "Thank you for telling me about your plans for [VENUE]. A garden ceremony followed by a long dinner under the trees is exactly the kind of day I love to photograph: relaxed, full of family, with that last hour of light for portraits. Below are three ways I can cover it."] 2. Wedding details ------------------ Item | Detail ------------------------- | ------------------------------ Wedding date | [WEDDING DATE] Getting ready location(s) | [LOCATION 1], [LOCATION 2] Ceremony venue | [VENUE], [CEREMONY START TIME] Reception venue | [VENUE] Approximate guest count | [NUMBER] Planner / coordinator | [NAME AND CONTACT, IF ANY] 3. Packages ----------- | [PACKAGE 1 NAME] | [PACKAGE 2 NAME] | [PACKAGE 3 NAME] ------------------ | ------------------- | ------------------------ | ------------------------------------------ Coverage | [6] hours | [8] hours | [10] hours Second shooter | – | [4] hours | Full day Engagement session | – | [60] minutes | [90] minutes Online gallery | Yes | Yes | Yes Approximate images | [RANGE] | [RANGE] | [RANGE] Album | – | [SIZE], [NUMBER] spreads | [SIZE], [NUMBER] spreads + 2 parent albums Investment | [CURRENCY] [AMOUNT] | [CURRENCY] [AMOUNT] | [CURRENCY] [AMOUNT] 4. Included in every package ---------------------------- - A planning call [4–6] weeks before the wedding to finalize the timeline and family list - Coverage within the booked hours, starting at [AGREED START TIME] - [NUMBER] preview images within [7] days of the wedding - Full edited gallery, color corrected, delivered within [8] weeks - Online gallery available for [12] months, with download and sharing - Personal print rights for you and your families - Backup of your images during editing and for [NUMBER] months after delivery 5. Draft timeline ----------------- Time | Moment | Notes ------ | -------------------------------------------- | ------------------------------------------- [TIME] | Arrival, details (rings, dress, invitations) | Please gather details in one place [TIME] | Getting ready, [PARTNER 1] | Second shooter with [PARTNER 2] if booked [TIME] | First look (optional) | [20] minutes [TIME] | Ceremony | [DURATION] [TIME] | Family group photos | [20–30] minutes, see section 6 [TIME] | Couple portraits | [20–30] minutes, ideally near [SUNSET TIME] [TIME] | Reception entrance and dinner | Photographer meal break during dinner [TIME] | Speeches, first dance, cake | [TIME] | Coverage ends | Overtime available, see section 8 6. Family and group photos -------------------------- Please send the final list by [DATE] with a family member or friend who knows everyone and can gather people. # | Grouping | Names - | --------------------------------- | ------- 1 | Couple with [PARTNER 1]'s parents | [NAMES] 2 | Couple with [PARTNER 2]'s parents | [NAMES] 3 | Couple with immediate families | [NAMES] 4 | Couple with grandparents | [NAMES] 5 | Wedding party | [NAMES] 6 | [OTHER GROUPING] | [NAMES] Allow about [2–3] minutes per grouping. Any sensitive family situations, let me know privately and I will plan around them. 7. On the day ------------- - Meals: for coverage of [6] hours or more, please provide a meal for each photographer, served at the same time as guests. - Breaks: a short break during dinner. I stay close by for anything unplanned. - Venue rules: I follow the venue's and officiant's restrictions on flash and movement. Coverage may be limited where rules apply. - Unplugged ceremony: I recommend asking guests to put phones away during the ceremony. - Shot requests: I photograph the day as it happens. Specific shots you want are noted on the planning call. 8. Add-ons ---------- Add-on | Price ------------------------------------------------- | ------------------- Additional coverage hour | [CURRENCY] [AMOUNT] Overtime on the day (per hour, agreed on the day) | [CURRENCY] [AMOUNT] Second shooter (per hour) | [CURRENCY] [AMOUNT] Engagement session | [CURRENCY] [AMOUNT] Album upgrade / parent albums | [CURRENCY] [AMOUNT] Rehearsal dinner or day-after session | [CURRENCY] [AMOUNT] 9. Travel --------- Travel within [NUMBER] miles / km of [YOUR BASE] is included. Beyond that, travel is [CURRENCY] [AMOUNT] per mile / km. For weddings more than [NUMBER] hours away or with early starts, accommodation for the night before is added at cost. 10. Booking and payment ----------------------- Payment | When | Amount ------------------------------------- | --------------------------------- | ------------------- Retainer ([PERCENT]%), non-refundable | On booking, holds your date | [CURRENCY] [AMOUNT] Balance | [NUMBER] weeks before the wedding | [CURRENCY] [AMOUNT] Album balance (if any) | On album design approval | [CURRENCY] [AMOUNT] - Your date is held only once the retainer is received. Until then it remains available to other couples. - If you cancel, the retainer is kept. Payments beyond the retainer are refunded as set out in the [WEDDING PHOTOGRAPHY CONTRACT]. - If you postpone, I will move your booking to a new date if I am available. The retainer transfers once. - If I cannot attend because of illness or emergency, I will try to arrange a suitable replacement photographer. If I cannot, payments are refunded. 11. Acceptance -------------- Package chosen: [ ] [PACKAGE 1] [ ] [PACKAGE 2] [ ] [PACKAGE 3] Add-ons: [LIST] Couple | Photographer ------------------------------- | ------------------------------- Signature: ____________________ | Signature: ____________________ Name: [PARTNER 1 NAME] | Name: [YOUR NAME] Signature: ____________________ | Business: [YOUR BUSINESS NAME] Name: [PARTNER 2 NAME] | Date: [DATE] Date: [DATE] | ------------------------------------------------------------ How to use this template 1. Personalize section 1 for every couple. Mention their venue and one detail they told you. 2. Fill the draft timeline using their ceremony time and the local sunset time. 3. Keep three packages at most and move the rest to add-ons. 4. Set a "date held until" in the header so the couple knows the date is not reserved indefinitely. 5. Send the full wedding photography contract with the retainer invoice when they choose a package. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.