In the business of photography, there are several important client contract musts to consider. A photography client contract is an easy way for senior portrait photographers to showcase exactly what is included and expected from both their senior portrait clients (and parents) and their photography businesses. A detailed contract or agreement puts everything down on paper so that all parties know exactly what is expected from them and the other party. Whether you’re photographing a portrait of a teen just for fun or setting up a full-blown senior portrait session, an easy-to-understand photography client contract is a must. 

[Read: Should Photographers Watermark Senior Portraits?]

Depending on the size of your business and exactly what you want to include, your photography client contract can be straightforward and simple or very detailed and lengthy. Regardless of the size of the shoot, there are several components that should always be included in each and every senior portrait photographer’s contract:

8 Photography Client Contract Musts

1. Dates
2. Names
3. Items and Products
4. Money Matters
5. Cancellation and Reschedule Policy
6. Copyright and Terms of Use
7. Limited Liability Clause
8. Studio Policies

Dates

Include the date of the contract, the date of the photo services you’ll be providing, the estimated date clients can expect to receive their images or products, and due dates of payments. Just in case, you should also spell out how long they have to cancel or reschedule prior to their session.


Names

It seems obvious, but don’t forget to write out the names of the subject to be photographed as well as the name of the parent or legal guardian, since most senior sessions are with a minor.

[Read: 2021 RF + WPPI High School Senior Portrait Photography Tips and Trends]

Items and Products

If your senior portrait photography shoot is separate from your products, you should detail what they are getting for the amount they are paying and the cost for packages, products, à la carte items, as well as any fees associated with things like extensive retouching, outside services (such as hair and makeup artists) and travel fees. Do you have any order requirements or minimums that a client must agree to? It’s always best to be fully transparent so both the teens and their parents are all on same page and no surprises come up later that could result in your client feeling unfavorable to you and your business. 

Money Matters

Be clear about the amount of money to be collected, due dates of payments, how long price lists are in effect, and the types of payments you take. In the unfortunate event that a client stops making payments or payments become past due, your photography client contract should include penalties such as incurred interest, late payment penalties and fees associated with bounced checks. Letting a prospective client know that your sessions may have a non-refundable retainer is something that should be known at the time of booking as well. 

Cancellation and Rescheduling Policy

Are your session fees refundable? If your senior gets sick, what are your terms for rescheduling? Is there a penalty for a client canceling within a certain amount of time before their shoot? These are all things that you want to have laid out in your photography contract just in case an unforeseen circumstance may arise.

Copyright and Terms of Use

Are you okay with the client using your images for graduation cards from another source other than your studio? Is it okay if they want to post their images on social media or submit a portrait when applying to colleges? Typically, the photographer retains the copyright but can allow the usage of images for personal use. 

[Read: How to Serve Your Photography Clients Before They Book]

Limited Liability Clause in a Photography Contract

You always want to be covered and prepared in case something were to happen at your shoot. What if the senior you are photographing falls in a hole in a field and sprains their ankle? Be sure to have your back (and their ankle) covered in your photography client contract by spelling out who would be liable if such an event were to occur. In today’s world, you should include a clause or statement about the possible risks of exposure to COVID-19 and other unknown viruses with which your client may come into contact while working with you and your business. 

Studio Policies

Some of these may include a chaperone or parent that must attend with a minor, a stipulation that no cameras or recording devices are allowed during the course of your session other than your own, a photographer’s right to refuse services, no refunds due to the custom nature of photography, etc.

Photography Client Contract Musts: The Bottom Line

It should go without saying that all photography contracts should be looked over and approved by an attorney in your area to ensure your wording is clear and that, in the event problems arise, your stipulations are legally enforceable. Make your photography client contract your own by including the necessary policies relevant to your business and keep it simple with easy-to-understand terminology—that’s yet another reason to have an actual attorney look it over and fine-tune it as needed per your state and local guidelines.

Tara Rochelle is a senior portrait photographer and educator based in Los Angeles, California.