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Client Portrait Request Form

 

Business Name: [Your Business Name]

Photographer: [Your Name]

Contact: [Your Email] | [Your Phone]

Website: [Your Website]

I. Client Information

First Name:

Last Name:

Phone Number:

Email Address:

Preferred Communication Method:

Company/Business Name (if applicable):

Social Media Handles (for tagging):

II. Session Details

1. Type of Portrait Session (Select One or More)

Corporate Headshots (LinkedIn, company website, professional branding)

Executive Portraits (High-end business portraits for leadership teams)

Team/Staff Photography (Group shots for company profiles, websites)

Personal Branding Portraits (Lifestyle, creative, or industry-specific branding)

Actor/Model Portfolio (Comp cards, agency submissions)

Graduation/Professional Portraits (Academic or career-related)

Other (Specify):

2. Session Location

Studio

On-Location (Office, outdoor, etc.)

Client’s Preferred Location

Please specify the client’s preferred location:

3. Session Date & Time Preferences

1st Choice:

2nd Choice:

3rd Choice:

4. Number of People in Session

1 (Individual)

2-5 (Small Group)

6-10 (Medium Group)

10+ (Large Group – Additional fees may apply)

5. Intended Use of Photos

Website/Blog

Social Media (Instagram, LinkedIn, Facebook, etc.)

Print Marketing (Brochures, flyers, business cards)

Press/Media (Magazines, interviews)

Portfolio/Resume

Other:

III. Photography Services & Add-Ons

6. Session Packages

Basic Package (30 min | 3 edited high-res images | Digital delivery)

StandardPackage (1hour | 5 edited high−res images | 2looks/outfits)

Premium Package (1.5 hours | 10 edited high-res images | Multiple looks/backgrounds)

Custom Package (Tailored to needs)

If you select "Custom Package", please specify your desired services.

7. Additional Services (Select as Needed)

Extra Edited Images

Wardrobe Styling Consultation

ExpeditedEditing(24−48 hrs turnaround)

Print Products (Framed prints, albums, etc.)

Branded Social Media Templates

If you select "Print Products", please specify your desired products:

IV. Client Expectations & Preferences

8. Style & Aesthetic Preferences

What look and feel are you aiming for?

Classic & Professional

Modern & Editorial

Bright & Airy

Moody & Dramatic

Natural & Candid

Other:

Do you have specific poses or compositions in mind?

Yes

No (Photographer’s discretion)

If yes, please describe:

9. Wardrobe & Styling

Will you need guidance on outfits?

Yes

No (I have my own wardrobe planned)

If yes, please specify your Preferred colors/styles:

Do you require a changing area at the location?

10. Image Editing & Retouching Preferences

Level of Retouching:

Natural (Minor blemish removal, light skin smoothing)

Moderate (Skin retouching, slight wrinkle reduction)

High (Full professional retouching, background cleanup)

Any specific editing requests? (e.g., remove logos, adjust colors, etc.)

11. Special Requests or Accommodations

Do you have any accessibility needs?

Any props or branding elements to include?

Other notes:

V. Final Details & Agreement

12. How Did You Hear About Us?

Social Media

Google Search

Referral

Other:

13. Contract & Payment

Deposit Required (Non-refundable):

$500.00

Payment Method:

Card/Paypal

Cash

Bank Transfer

Full payment is due before/after the session

Before the session

After the session

I agree to the terms outlined in the photography contract.

Signature:

Client Intake Form Insights

Please remove this client intake form insights section before publishing.


Here’s a detailed breakdown of the Client Intake Form, explaining its structure, purpose, and why each section is important for both the photographer and the client:

1. Client Information

Purpose:

  • Ensures you have the correct contact details for communication.
  • Helps personalize the experience (e.g., addressing them by name in emails).
  • Social media handles allow for proper tagging and promotion.

Why It Matters:

  • Miscommunication due to wrong contact info can delay bookings.
  • Knowing their business name helps tailor corporate branding sessions.

2. Session Details

Type of Portrait Session

  • Corporate Headshots vs. Executive Portraits: The latter may require a more polished, high-end look.
  • Team Photography: May need group coordination and lighting setups.
  • Personal Branding: Often involves more creative direction than traditional headshots.

Why It Matters:

  • Different sessions require different equipment, lighting, and editing styles.

Location Preferences

  • Studio: Controlled lighting, professional backdrop options.
  • On-Location: More personalized but may require scouting and additional equipment.

Why It Matters:

  • Affects pricing (travel fees, permits for outdoor shoots).
  • Influences the session’s aesthetic (natural light vs. studio lighting).

Number of People

  • Larger groups need more time, posing guidance, and possibly an assistant.

Why It Matters:

  • Impacts scheduling and pricing (additional editing time per person).

Intended Use of Photos

  • Web/Social Media: May need different crops (e.g., LinkedIn vs. Instagram).
  • Print Marketing: Requires high-resolution files and proper color calibration.

Why It Matters:

  • Ensures you deliver images in the correct format (e.g., print needs 300 DPI).


3. Photography Services & Add-Ons

Session Packages

  • Basic (30 min): Best for quick updates (LinkedIn, employee badges).
  • Premium (1.5 hrs): Ideal for multiple looks (e.g., casual + formal for personal branding).

Why It Matters:

  • Helps clients choose the right package without over/under-booking.

Additional Services

  • Hair & Makeup (H&MU): Adds luxury but requires coordination.
  • Expedited Editing: Useful for urgent deadlines (press releases, events).
  • Print Products: Upsell opportunity for physical keepsakes.

Why It Matters:

  • Increases revenue while providing convenience (e.g., busy executives may pay for H&MU).

4. Client Expectations & Preferences

Style & Aesthetic

  • Classic vs. Moody: Dictates lighting setups (soft vs. dramatic shadows).
  • Poses: Some clients want "power poses," others prefer candid shots.

Why It Matters:

  • Avoids reshoots due to mismatched expectations.

Wardrobe & Styling

  • Guidance prevents clashing colors or unprofessional outfits.
  • Changing area needed for multi-outfit sessions.

Why It Matters:

  • Wardrobe choices can make or break a professional portrait.

Editing Preferences

  • Natural Retouching: Minor fixes (stray hairs, blemishes).
  • High Retouching: Skin smoothing, teeth whitening (common for actors/models).

Why It Matters:

  • Over-editing can look unnatural; under-editing may disappoint.

Special Requests

  • Accessibility Needs: E.g., wheelchair-accessible locations.
  • Props: Company logos, products, or signature accessories.

Why It Matters:

  • Ensures inclusivity and branding consistency.


5. Final Details & Agreement

How They Found You

  • Tracks marketing ROI (e.g., referrals vs. Instagram ads).

Contract & Payment

  • Deposit: Secures the date and filters serious clients.
  • Payment Terms: Prevents disputes (e.g., "Payment due 7 days before session").

Why It Matters:

  • Legal protection and cash flow management.

Key Benefits of This Form

  1. Saves Time: No back-and-forth emails—clients provide all details upfront.
  2. Sets Clear Expectations: Reduces miscommunication about deliverables.
  3. Professionalism: Shows you’re organized and detail-oriented.
  4. Upselling Opportunities: Clients may add services they hadn’t considered.
  5. Legal Protection: Signed agreement minimizes disputes.

Suggested Improvements

  • Include a GDPR/Privacy Clause: How their images/data will be stored/used.
  • Virtual Consult Option: For clients who prefer a call over written answers.
  • Mood Board Attachment: Let clients upload inspiration images.

This form ensures you capture everything needed for a smooth, tailored portrait session while positioning your business as professional and client-focused.


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