When a photographer agrees to a change by phone or in person, send a short written note the same day. State what changed, who agreed, when it takes effect and who approved on the client's side. Ask the photographer to confirm it in writing. Until then, treat the earlier written scope as the one that applies.
Many changes begin in a conversation. A call to adjust the start time, a chat on site about extra family photographs, a quick agreement to move the group photograph. The conversation is quick and friendly, and the change is not yet written anywhere.
This guide belongs to our overview of booking event photography and agreeing the scope.
Why do verbal changes cause problems?
People remember conversations differently. The client may think the photographer agreed to an extra hour, while the photographer meant "I can try". The event manager may hear a third version through a colleague. On the day, nobody can check.
A written note solves this. It does not need to be formal or long. It needs to be specific, short and sent soon.
What should the note include?
Aim for a few lines that cover:
- What changed. For example, "coverage to start at 5.30pm instead of 6pm".
- Who agreed. The names of the people on each side.
- When it takes effect. The date, and the time if relevant.
- Who approved for the client. The person with authority to accept.
- Price or timing effect. Whether anything else changes.
If you cannot say whether the price changes, say so in the note and ask for the answer in writing. Our guide on amending the scope after the deposit is paid shows what a complete amendment contains.
What does a good note look like?
Here is a short example of wording: "Following our call on 12 March, we agreed that coverage will start at 5.30pm and end at 10pm. Approved for the client by Ms Lee. Please confirm and tell us if the quotation changes."
That note has the date, the change, the approver and a request for confirmation. It takes a minute to write and avoids a lot of confusion on the day.
Who needs to know?
The note is not only for the photographer. Anyone who relies on the change should see it: the event manager, the venue contact and the person running the schedule. Our brief handover tracker is a place to keep the current brief and the changes together, and the scope change log records each change with its date.
If the change affects a venue, tell the venue as well. Our guide on changing the venue after booking covers that case.
What if the change happens on the event day?
Event-day changes are common and must be handled quickly. A client may ask for extra coverage of a moment that was not planned. The photographer may agree if it is possible and does not disrupt the rest of the work.
Even then, a short record helps. Send a message at the first chance: "Agreed on site at 7.15pm: photographer to cover the cake cutting at 9pm in addition to the planned programme." Our guide on approving extra photography work during an event explains how to decide, and the one on programme changes and overrunning hours covers time.
An example scenario
For example, imagine a conference organiser phones the photographer on Monday to say the closing session now starts at 4pm instead of 5pm. The photographer says they can adjust. The organiser sends a note that afternoon: "Closing session moved to 4pm, as discussed by phone. Approved by the conference director. Coverage end time unchanged."
The photographer replies the same evening to confirm. On the event day, the schedule, the venue team and the photographer all work from the same version.
What if the person approving is not the person talking?
If the person you spoke with is not the approver, say so. The note can say "Subject to approval by the client director" and then record the approval when it arrives. Our guide on photography bookings made through a personal assistant explains why this matters.
What we confirm
When we receive a note about a verbal change, we reply in writing to confirm it, adjust it or explain why it cannot be made. Our confirmation states the date, venue, crew, deliverables and any change to the quotation.
Checklist
- Write the note the same day as the conversation.
- State what changed, in one or two sentences.
- Name who agreed and who approved for the client.
- State the date and time when the change takes effect.
- State whether price or timing changes.
- Ask for written confirmation and file the reply.
If you have agreed a change by phone, send us a two-line note of what was said, and we will confirm it in writing or tell you if anything needs adjusting.
Confirm our verbal change in writingCommon questions
Is a verbal agreement valid?
That is a question for your own adviser, and it depends on the facts and the terms of the booking. For practical purposes, a verbal change is hard to prove and easy to remember differently. A written record protects everyone, whatever the legal position.
Who should send the note?
Either side can. The person who made the request usually does, because they know what they meant. The other side then replies to confirm or correct it. Whoever sends it, both versions should end up in the same thread.
How soon should the note be sent?
The same day, if possible, and before anyone on the event team relies on the change. Memory fades quickly, and others may act on partial information. A prompt note keeps the record clean.
What if the photographer disagrees with my note?
Then you have found the problem early. Reply, correct the point and agree the wording. If the change cannot be made, the earlier written scope stays in place.
Confirm our verbal change in writing
If you have agreed a change by phone, send us a two-line note of what was said, and we will confirm it in writing or tell you if anything needs adjusting.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
Last reviewed: