Wedding Photography Quotation Format: What to Include

A couple planning a wedding usually asks three or four studios for a quote and compares them on their phone, often in a family WhatsApp group. The studio with the clearest quotation is easier to say yes to. Here is the format that works, section by section.

1. Your studio details

Studio name, phone, email and Instagram handle at the top. Add your GST number if you are registered. It sounds obvious, but quotes forwarded in screenshots often lose the name of the studio they came from.

2. Who it is for, and when

Client names, the events covered (for example Haldi, Mehendi, Wedding and Reception), dates and city. If the venue is known, add it. This proves you listened, and it stops confusion when the family adds a function later.

3. Services, priced line by line

Avoid a single package price with a long paragraph under it. List each service with days and rate:

• Candid photography: 2 photographers x 2 days
• Traditional photography and video: 2 days
• Cinematic film (4 to 6 minutes) and full-length edited video
• Album: number of sheets and size
• Drone, pre-wedding shoot or same-day edit as separate lines

Line items let the couple see where the money goes. When they push back on price, you can remove or reduce a line instead of cutting your whole quote.

4. Discount, tax and total

Show the subtotal, any discount as a separate line, GST at 18% if you are registered, and the final total in bold. A visible discount reads as a favour. A lower number with no explanation reads as a price that was too high to begin with.

5. Payment schedule

This is the section most quotes leave out, and the one couples care about most. A common Indian structure:

1. Advance to confirm the date: 25% to 40%, non-refundable
2. Second payment before the first event
3. Balance before final delivery

Write the amounts, not just the percentages. Families plan cash around these dates.

6. Delivery timelines

When edited photos arrive, when films arrive, and when the album goes to print. Most disputes between studios and clients start with delivery dates that were never written down.

7. Validity date and terms

End with a validity date (7 to 15 days is common), travel and stay terms for out-of-city weddings, and a line saying the date is confirmed only after the advance is received.

After the client says yes

Send the contract with the quote, not a week later. Our wedding photography contract template uses the same payment schedule, so the two documents never disagree.

If you send more than a few quotes a month, retyping them gets old. In StudioOps your packages are saved once, the client opens the quote as a link on their phone and accepts and signs it, and it becomes an invoice with the payment schedule already set.