A usable quotation names the parties, date, venue and coverage window, then lists crew, deliverables, delivery date, permitted use, charges that may be added, payment terms and the assumptions behind the price. Anything that is not written down is an open question, so ask for it to be added before you approve.
A quotation protects both sides. For the buyer, it is the written description of what has been promised. For the photographer, it is the record of what was agreed, which makes a smooth event day easier.
This page belongs to our pricing and quotation guide. It lists what to look for, line by line, so you can approve with confidence or ask for what is missing.
What are the essential lines?
Every quotation should answer the following, even if the layout differs.
- Who and what: the parties, the event name, the date, the venue and the purpose.
- Coverage window: start time, finish time and any breaks or split sessions.
- Crew: the number of photographers and assistants, and how a replacement would be handled.
- Deliverables: how many edited images or what range, how they are selected, the format and the gallery access.
- Delivery date: when you receive a preview, if any, and when you receive the final set.
- Permitted use: personal, internal, press, marketing or advertising, and for how long.
- Price: each charge as its own line, with a total.
- Conditions: overtime, travel, parking, changes, validity and payment milestones.
If any of the eight is missing, ask. A short reply that adds the missing line is usually enough.
What belongs under exclusions and assumptions?
Exclusions are things the price does not cover. Typical examples are albums or prints, a second photographer, travel outside a stated area, or video. Seeing them listed is a good sign, because they stop later surprises.
Assumptions are conditions the price depends on. A quotation might assume a single venue, a stated start time, parking provided by the organiser or a programme that follows the run sheet. Each assumption is a point where the price could change, so confirm the ones that may not hold. The guide on recording the final photography brief explains how to fix them in writing.
A line-by-line example
For example, imagine a hypothetical product launch quotation. Here is how the lines might be written, without any figures.
| Line | What it should say |
|---|---|
| Coverage | Arrival, setup, programme and networking window with times |
| Crew | Two photographers for the programme, one for networking |
| Deliverables | A stated range of edited images, selected by the photographer |
| Delivery | Preview set on a stated day, full gallery later |
| Use | Internal, website and press release for twelve months |
| Charges | Overtime after the stated finish time, approved in advance |
| Assumptions | Single ballroom, access from a stated time, run sheet supplied |
| Validity | Valid until a stated date, subject to availability |
Notice that nothing here needs a number to be understandable. The structure is what lets a reader compare it with another supplier.
What about tax and administration?
The quotation should state whether tax applies and, if the supplier invoices a company, which legal name and details will appear. Our guide to invoices, taxes and approval-ready totals covers this in more detail.
A common mistake: approving on a verbal promise
A supplier may say on a call that overtime is "no problem" or that extra images are included. If that sentence is not in the quotation, it is hard to check later. Ask for the promise to be added as a line, and keep the updated document.
Using the tool to check a quotation
Our photography quotation comparison tool lets you enter what each quotation states and shows the blanks. Use it before you approve, and again if the scope changes.
If you are still deciding on the scope, the event photography brief builder turns your answers into a brief that suppliers can quote against.
What happens after you approve?
Approval is a step, not the last step. A booking is usually confirmed by what the supplier and buyer agree, and any deposit or payment milestones come from the terms in the quotation. Our guide to what makes a photography booking confirmed covers the confirmation question, and the booking process page explains how we handle it.
When we quote, we set out each of these lines in writing and invite questions before you confirm. If your programme changes after approval, we update the quotation so the written record stays accurate.
Checklist
- Names and contact details for both parties, including the company name for invoices.
- Event date, venue and coverage start and finish times.
- Number of photographers and any assistants.
- Deliverables: edited image count or range, gallery format and delivery date.
- Permitted uses of the photographs.
- Charges that may be added: overtime, travel, extra editing.
- Payment terms and the tax position.
- Validity date and how changes are handled.
When you send us your programme, we reply with a written quotation that sets out each of these lines, and we explain any line you want clarified before you approve.
Ask for a written quotationCommon questions
Is an email or chat message enough as a quotation?
It can be, if it states the scope and the price clearly. A formal document is easier to approve and file, especially for a company. Whichever you choose, make sure the message names the date, venue, hours, deliverables and conditions, and keep it with your records.
What is the difference between an exclusion and an assumption?
An exclusion is something the price does not cover, such as printing. An assumption is a condition the price relies on, such as a single venue or a programme that ends on time. If an assumption proves wrong, the price may change.
Should the quotation name the photographer?
It should state who is responsible for the assignment and how a change of crew would be handled. Naming people is useful but not always possible at quotation stage, so ask when and how the crew will be confirmed in writing.
How long is a quotation valid?
It should state a validity date. If your event is still being approved, ask whether the date, price or availability can be held, and on what terms. Do not assume the quotation stays open indefinitely.
Ask for a written quotation
When you send us your programme, we reply with a written quotation that sets out each of these lines, and we explain any line you want clarified before you approve.
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.
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