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)

2. Session Location

3. Session Date & Time Preferences

1st Choice:

2nd Choice:

3rd Choice:

4. Number of People in Session

5. Intended Use of Photos

III. Photography Services & Add-Ons

6. Session Packages

7. Additional Services (Select as Needed)

IV. Client Expectations & Preferences

8. Style & Aesthetic Preferences

What look and feel are you aiming for?

Do you have specific poses or compositions in mind?

9. Wardrobe & Styling

Will you need guidance on outfits?

Do you require a changing area at the location?

10. Image Editing & Retouching Preferences

Level of Retouching:

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?

13. Contract & Payment

Deposit Required (Non-refundable):

$500.00

Payment Method:

Full payment is due before/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.


Item total$500.00
Total$500.00
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