Photography Quotation Template – Format and Free Generator
Quote a wedding, event or commercial shoot: coverage, deliverables, usage rights, travel and the deposit that secures the date. Free generator, PDF download.
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Photography is sold on deliverables and lost on assumptions. The client thinks they are buying a day; you are selling coverage hours, an edit, a delivery date and a licence. Every one of those is a separate promise, and the quotation is where they either get written down or do not.
This page is about quoting the booking. Invoicing the completed shoot is covered on invoice maker for photographers.
Line items
What goes on a photography quotation
Coverage and deliverables first; everything the client might assume, named explicitly.
Coverage window
Start and end time, not "full day". Then the overrun rate per hour. A wedding that runs late is normal; an unpriced overrun is a conversation with a client who has just got married.
Deliverables
Number of edited images, the delivery method, and the delivery date. "A selection of images in due course" is the most expensive phrase in this trade.
Second shooter / assistant
In or out, priced either way. For large weddings and multi-room events, say what coverage is not possible with one photographer so the choice is informed.
Usage and licence
Where the images may be used, for how long, in what territory. Commercial clients price this carefully even when photographers do not.
Travel and accommodation
Mileage or a zone rate, plus a room where the start time makes it necessary. Absorbing travel on a destination booking is a margin decision, not a courtesy.
Albums, prints and extras
Specification, page count, quantity. Priced as options on the quotation so the client can add one, rather than as a conversation after delivery.
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Photography Quotation Generator
Fill in the quotation below — packages, coverage, extras and the deposit — and download the PDF. Totals and the valid-until date calculate themselves. Nothing you type is sent to us.
Online Quotation Generator
Fill in the quotation below — your details, the customer, the items and the price — then download the PDF or print it. This online quote maker calculates the totals, tax and any deposit for you, and nothing you type is sent to us.
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Quotation settings
Quote on site, invoice when done?
Quotations, invoices, receipts and waybills on your phone, with your details saved.
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Avoid these
Where photography quotes go wrong
- "Full day" with no times. Put a start and an end on it, and an hourly overrun rate. This single line prevents most wedding disputes.
- No number on the edited images. The client is imagining every frame you took. Give a number and a delivery date.
- Usage left unsaid on commercial work. The shoot was quoted for a website; the images appear on billboards. Name the licence and price the upgrade.
- Raws included by silence. Exclude them explicitly, or price them.
- Deposit taken without written terms. Non-refundable has to be on the quotation the client accepted, not mentioned afterwards.
- Travel absorbed by default. A two-hour drive each way is a working day you are giving away. Price it as a zone.
Quote the enquiry the day it arrives
Invoice & Quotation Generator keeps your packages and prices on your phone, so an enquiry from a venue or a couple is answered before they contact the next photographer.
- Packages and extras saved for reuse
- Deposit to secure the date on the quotation
- Valid-until dates calculated
- The accepted quote becomes the invoice
- Free, with unlimited quotations
Questions
Photography quotation FAQ
How do you write a photography quotation?
Quote the package, not the hours. Name what the client receives — coverage hours, number of edited images, delivery format and date, album or prints — then price extras separately: second shooter, travel, overtime, raw files. Clients compare photographers on deliverables, not on day rates.
What should a wedding photography quotation include?
Coverage start and end times, what happens if the day overruns and at what rate, the number of edited images and when they arrive, a second shooter if included, travel and accommodation, the engagement shoot if offered, album specification, and the deposit that secures the date. The overrun rate is the line that prevents the most common dispute in wedding work.
How much deposit should a photographer ask for?
Enough that the date is genuinely secured — commonly 20% to 50% for weddings, and normally non-refundable because you are turning away other bookings for that day. Whatever you choose, the quotation must say it is non-refundable before the client pays it.
Should the quotation mention image rights and usage?
Yes, and it is the line commercial clients read first. State what the licence covers — social media, web, print, duration, territory — and price a wider licence separately. A photograph delivered without a stated usage is an argument waiting for the client's next campaign.
Do I include raw files in a photography quote?
Only if you intend to supply them, and price them if you do. Most photographers exclude raws explicitly, because an unedited file released into a client's hands becomes your portfolio whether you like it or not. Say so on the quotation rather than at the handover.
How long should a photography quotation be valid?
Short for dated work — 14 to 30 days — because you are holding a specific date. Pair the validity with a plain sentence: the date is not reserved until the deposit is received.