A new client gives you the green light for a shoot.

Fantastic!

It's time to get paperwork signed. But what, exactly, does this paperwork look like? 

Early on in my business, I just focused on doing the work. Get it done, make the client happy, and all will be well. As time goes on, though, misunderstandings happen and dishonest folks show up to remind me that contracts and agreements exist for a reason. And so my business policies started taking shape.  

Each photographer may handle things a bit differently, but contracts exist to protect! In fact, contracts exist to protect you AND your clients. Yes, your clients should want a contract as well. That's where they have you sign over the usage rights and agree to complete the work that's been paid for, etc. 

So let's talk about each piece of the paperwork puzzle and why it's important.

When photographing properties, you need three main documents:

• A contract
• A property release (if the property is privately owned)
• An invoice

The contract sets your terms and makes sure that everyone is on the same page. This covers things like what happens in case of inclement weather, how and when payments are handled, who retains copyright and has use rights, and what happens if there are delays or changes to the scheduled shoot time. (Read Field Note: "Top 10 Items to Include in Your Interior Photography Contract" for a list of what to include!). Trust me, you want to have some sort of contract signed before doing any work! If you're not sure where to start or can't yet pay for a lawyer to help you set one up, we’ve got you covered with with our Architectural Contract Templates in The Grove Shop!

The property release is what allows you, the photographer, to show the images of a privately owned property. This means it lets you show the photos on your website, your social media, any marketing materials, etc. I always tell people that the release is optional but very appreciated, and I've rarely had anyone not sign one! In most cases, the designer has power of attorney to sign that type of document for any vendor they hire, so there's typically no need to bother the homeowner directly for a signature.

The invoice is the most straightforward document, but super important for a functioning business! Make sure it has your company information, your client's information, the shoot date, the due date for payments, and a detailed description of what the invoice is for. 

Ok, now for some resources!

1. Ideally, all your documents should be digital. People these days don't want to have to print anything, use a pen to sign, or mail anything through the postal service. So the easier, the better! My favorite service for galleries and documents in one is Shootproof, but there are other options out there like Pixieset or 17Hats. All services offer some sort of trial period where you can try it out for free, so find the best fit for you! 

2. If you want to get a great head start on your contracts, visit The Grove Shop for the Architectural Contract Templates Bundle is your best bet! If you’re not able to make any sort of investment in your paperwork just yet, there are still some free resources online. I've done some searching around the web for you and here are the ones that stood out as the best possibilities:

Template.net:
https://www.template.net/business/contracts/sample-photography-contract/

Legalzoom has a general contract that could easily be customized:
https://www.legalzoom.com/forms/photography-services-agreement

3. Need a rundown of what needs to be included in your contract? I got you covered with our Architectural Contract Templates found in The Grove Shop!

4. Talking about all this stuff with a client is hard. Thankfully, I have templates for every awkward step of the way! Here are some other great templates found in The Grove Shop:
How to Get a Response to your Follow-up Emails
Client Process Email Templates - templates for each step of the way!

There you go! I hope this info is super helpful for figuring out that pesky paperwork. 
And don’t forget that if you still have any questions, the best idea is to go to a lawyer for clear legal answers.

xo,

Natalia