Photography Quotation Format
Clients book photographers months ahead, often after comparing five or six packages that all look similar. The difference is in the deliverables: how many edited photos, how long the film is, what album, and how soon they get it. A photography quotation that lists these clearly helps the client compare on value, and saves you from expectations you never agreed to.
This page covers how to quote wedding and event photography, with a sample for a two-day wedding.
Coverage: days, hours and team
Write coverage by event and day: "Day 1: haldi and mehendi, 4 pm to 10 pm. Day 2: wedding, 8 am to 2 pm." Say how many photographers and videographers will be there, and who does candid versus traditional coverage. Add an overtime rate per hour, because Indian weddings rarely run on time.
Spell out the deliverables
- Edited photos: an approximate number, and the editing level (colour correction, retouching on selected photos).
- Raw or unedited photos: whether they are delivered, and in what form.
- Films: highlight film length, full-length video, teaser for social media, and music licensing approach.
- Album: size, number of sheets, paper type, cover, and how many copies.
- Delivery method: online gallery, pen drive or hard disk.
- Delivery timeline for each deliverable, such as sneak peeks in 3 days, photos in 4 weeks, album after selection.
Sample photography quotation (2-day wedding)
Frames by Arjun Photography
Kochi GSTIN 32ABCDE1234F1Z5 (sample)
QUOTATION
- Quotation No.
- QT/2026-27/017
- Date
- 01 Oct 2026
- Valid till
- 16 Oct 2026
Bill To
Mr. and Mrs. Thomas
Ernakulam
Subject: Wedding photography and films, 2 days
Swipe the table sideways to see all columns
| # | Item | Qty | Unit | Rate (₹) | GST | Amount (₹) |
|---|---|---|---|---|---|---|
| 1 | Candid photography, 2 photographers, per day | 2 | Days | 25,000.00 | 18% | 50,000.00 |
| 2 | Traditional photography and videography, per day | 2 | Days | 18,000.00 | 18% | 36,000.00 |
| 3 | Cinematic highlight film, 4 to 5 minutes | 1 | Nos | 20,000.00 | 18% | 20,000.00 |
| 4 | Drone coverage (subject to venue permission) | 1 | Day | 8,000.00 | 18% | 8,000.00 |
| 5 | Pre-wedding shoot, 1 location, half day | 1 | Nos | 22,000.00 | 18% | 22,000.00 |
| 6 | Premium album 12 x 36 inch, 40 sheets | 2 | Nos | 9,500.00 | 18% | 19,000.00 |
| 7 | Travel and stay for team outside city | 1 | Lot | 6,000.00 | 18% | 6,000.00 |
Terms & Conditions
- About 600 edited photos via online gallery in 4 weeks.
- Overtime beyond scheduled hours: Rs. 3,000 per hour.
- Booking amount 30% to block dates; 50% before event; 20% on delivery.
- Selected photos may be used in our portfolio unless client opts out.
For Frames by Arjun Photography
Authorised signatory
Bank / UPI (sample)
Sample Bank, A/c 000123456789, IFSC SAMP0001234
UPI: framesbyarjunphotography@upi
Scan to Pay (sample)
Download this format: ExcelWordPDF
Sample for reference only. Rates are typical figures and vary by city and brand. GSTIN, bank and UPI details are made up. GST rates shown are common rates; confirm the current rate for your items with your accountant.
Booking, travel and rights
A booking amount blocks the date, so state that it is non-refundable or adjustable if the date changes, and how much is due before the event and on delivery. For travel outside your city, list travel and stay as a separate line, or say the client arranges them for the team.
Mention usage rights: the client gets personal use of the photos, and you may use selected photos in your portfolio and social media unless the client asks otherwise. Some families prefer privacy, and settling it in the quotation avoids hurt feelings later.
Drone coverage
Drone shots are popular, but flying is not allowed everywhere. Many venues, heritage sites and areas near airports restrict drones, and some need permission. Write "Drone coverage subject to venue permission and applicable rules" and say whether the drone charge is refunded or adjusted if flying is not allowed.
Faster photography quotations
Photographers send packages again and again with small changes in days and deliverables. In Quotely Pro you save your coverage, film, album and travel lines, copy a previous package, adjust for the new booking, and send the PDF on WhatsApp right after the enquiry call. Take the booking amount with an advance receipt. For the rest of the event, see the event management and catering quotation formats.
Frequently asked questions
What should a photography quotation include?
A photography quotation should include coverage days and hours, team size, deliverables such as number of edited photos, films and albums, delivery timelines, drone coverage terms, travel, overtime rate, booking amount and payment schedule, and usage rights.
How do wedding photographers price their packages?
Wedding photographers usually price per day of coverage for each team, such as candid and traditional, then add films, albums, pre-wedding shoots, drone coverage and travel as separate lines. Packages combine these into one price.
How many edited photos should a wedding photography quotation promise?
It depends on coverage, but many photographers deliver a few hundred edited photos per wedding day. Write an approximate number in the quotation so the client knows what to expect.
Is the photography booking amount refundable?
Many photographers treat the booking amount as non-refundable because the date is blocked and other enquiries are turned away. Some allow it to be adjusted if the date changes. State your policy clearly in the quotation.
Can drone photography be done at any wedding venue?
No. Many venues, heritage sites and areas near airports restrict drone flying, and some require permission. Quotations should say drone coverage is subject to venue permission and applicable rules.