Photography proposal template

A client hiring a photographer is buying images for a purpose. This template ties the price to that purpose: a planning call and shot list, a defined shoot day, a set number of edited images, and a licence that says where the images can be used. It reads as a plan, not just a day rate.

Use this template free All templates

What your client receives

This is the page your client opens from your email, drawn exactly as PropoBox sends it. Your name, logo and client replace the placeholders; the prices are examples to replace with your own.

Your Studio

Proposal

Brand photography

Prepared for Client company

A set of edited photographs for your website, social channels and marketing, planned with you beforehand so the shoot day runs to a list and the images fit where you will use them.

Proposal no.: PROP-SAMPLE
Issued: October 25, 2026
Valid until: November 8, 2026
Delivery: November 15, 2026
Total: $3,100

Prepared by

Your Studio

Your name

you@example.com

Prepared for

Client company

Client name

client@example.com

Services and pricing

Planning call and shot list
A call to agree the brief, locations and a shot list, with a short mood board for your approval.
$350
Shoot day, up to 6 hours
One photographer with lighting and equipment, at one location in the city.
$1,400
Editing, 30 selected images
Selection, colour correction and retouching of 30 final images, delivered in an online gallery.
$900
Usage licence, web and social
Use on your own website, social channels and email for 3 years. Print and paid advertising can be added.
$450

Total$3,100

Terms

Payment: 50% to book the date, 50% on delivery of the gallery.
Revisions: One round of retouching changes on the delivered gallery.
Additional terms: Travel beyond 30 miles, models, props, studio or location fees and extra hours are quoted separately. Copyright stays with the photographer and the licence covers the uses listed above. Unedited files are not delivered.

How to scope and price it

State the number of delivered images, 30 here, not just the hours shot. Clients picture the result in images, and the number puts a limit on retouching time.
Price the licence as its own line. Usage is where photographers most often give value away, and a separate line makes the client choose what they need.
Include the planning call. A shot list agreed before the day prevents the most common complaint, that the one image they imagined was not taken.
List what is extra: travel, models, props, studio hire and additional hours, so a bigger shoot becomes a new quote.

The terms, and why

Half to book the date protects you against late cancellations, which cost a photographer the whole day. Saying that copyright stays with you while the licence covers the listed uses is standard, and it opens an easy conversation about extending the licence later.

Payment: 50% to book the date, 50% on delivery of the gallery.
Revisions: One round of retouching changes on the delivered gallery.