Hiring a photographer can feel like comparing apples and oranges: one quote is half the price of another, and it's hard to tell why. This checklist helps you compare properly, ask the right questions and avoid the common mistakes, whoever you end up hiring.
Before you ask for quotes
Decide these first. They make quotes accurate and comparable.
- What are the photos for? Website, social media, a brochure, an advert, a listing, an annual report?
- Where will they be used, and for how long? Paid advertising, billboards and packaging usually need a wider usage licence than a website.
- What do you need, specifically? Make a shot list: people, places, products, moments. Collect a few reference images you like.
- How many final images do you need, and in what formats (web, print, portrait for social media)?
- Date, time and location, and whether you need permission or a permit for the location.
- Budget range. Sharing it helps a photographer suggest what's realistic.
- When do you need the photos? Same-day previews and express delivery often cost extra.
Questions every photographer should answer
About their work
- Can I see a full gallery from a similar shoot, not just the best five images?
- Have you shot in this kind of venue or light before (a dark conference hall, a small office, outdoors at midday)?
- Who will actually be shooting on the day?
About the deliverables
- How many edited images will we receive, and how are they delivered?
- What does editing include? Is detailed retouching extra?
- When will we get previews and the final gallery?
- How long will the online gallery stay available?
About rights and money
- What usage rights are included? Can we use the photos in ads, on packaging or give them to partners and sponsors?
- What's included in the price, and what costs extra (travel, studio hire, extra hours, hair and make-up)?
- What deposit is needed, and what are the cancellation and rescheduling terms?
- Do you provide a written quote and contract?
About safety and data
- How do you back up files on the day? (Ideally two copies before leaving the venue.)
- Do you have equipment backups in case a camera fails?
- How do you handle consent and people who don't want to be photographed, especially anyone under 18?
- How do you store and protect our photos, in line with POPIA?
Red flags
- No written quote or contract.
- Can't show a full gallery, only highlights or Instagram posts.
- Vague answers about backups or delivery dates.
- No mention of usage rights at all.
- Pressure to pay in full upfront, or into a personal account.
- Very low prices with no clear deliverables.
The week before the shoot
- Send the final shot list and run sheet.
- Confirm names and roles of key people, and who the on-site contact is.
- Brief staff or guests that photos will be taken, and how to opt out.
- Prepare the location: declutter, check lighting, book rooms.
- Share brand guidelines and anything that must or must not appear.
After the shoot
- Download the full gallery and keep two copies, even if the photographer keeps a backup.
- Check the usage terms before sending images to partners, sponsors or media.
- Credit the photographer where appropriate. It costs nothing and builds goodwill.
- Leave an honest review. It helps the next client choose well.
Our promise: we answer every question on this list in writing, in every quote. If you'd like a quote to compare, use our shoot checklist for an instant estimate, or ask us anything.