My Photoshoot Workflow
A Freelancer's Process from First Email to Final Edit
When I first started out as a freelance photographer, I had no real system for how to run a shoot, start to finish. I’d say yes to projects, piece things together as I went, and hope for the best. Over time (and through a lot of trial and error), I built a process that makes every project smoother — from the first inquiry to final delivery. Honestly, I feel like each shoot teaches me something and shows me where my processes can be improved!
Whether you’re new to freelancing or just looking to add to/ modify your workflow, I wanted to share a full breakdown of how I approach photoshoots: how I communicate with clients, organize production, and manage everything that happens before, during, and after shoot day. Hopefully this gives you some ideas for building (or improving) your own systems, too!
TLDR:
How I handle client inquiries, clarify project needs, and estimate pricing + licensing
My workflow for moodboards, shot lists, and pre-production calls
What I do to prepare for shoot day + how I communicate and manage on set
My backup process, culling/editing workflow, and how I deliver final images
A full look at the system I’ve built to keep shoots organized, collaborative, and stress-free
Client Onboarding
Obtaining Clients:
While I do send out the occasional pitch emails, I have found that most of my clients find me through past work, referrals, social media (Instagram + LinkedIn) and more recently, through AI. Once they reach out, I typically will send over a few clarifying questions. Then I will see if we can schedule a quick call or Zoom to talk through their needs and get a feel for the project. I’ve found that this call helps them get a sense of my personality and builds trust before we dive into pricing or logistics.
Pricing estimates + Licensing:
I never send over pricing in response to the first inquiry email. I will always follow up with questions regarding shoot needs, image usage, production, etc. This way I understand the full scope of the project before talking numbers.