~ STUDIO EMAIL ASSISTANT ~

Thank you for purchasing Design Aglow's Studio Email Assistant. Copy and paste the following emails into your mail program to use as signature templates and customize to your studio's policies. PLEASE NOTE: These emails are extremely detailed and are not necessarily meant to be delivered in their entirety. They are a starting point; e recommend care!"lly reading and choosing only portions o! these emails to constr"ct yo"r o n personali#ed responses. $e%ve incl"ded an ab"ndance o! in!ormation so that yo" can trim it do n to !it yo"r individ"al needs. There are notes in &E' thro"gho"t this doc"ment. They are !or yo"r re!erence and to clari!y certain points. Please ta(e care not to accidentally incl"de them in yo"r !inal emails.

1. Email response to customer query when they feel your prices are too hi h! This welcome email aids price shoppers and provides an FAQ for weddings/portraits.
Dear Client, Thank yo so m ch for taking the time to review my we!site and for getting in to ch. Finding the right photographer takes a lot of time and research. "iven the nat re of yo r # estions, it seems yo are well on yo r way$ %n the digital age, as access to professional # ality cameras !ecomes increasingly easier, cons mers sho ld remain wary when selecting a professional photographer. &any new photographers are emerging every day, setting p we!sites and charging for services which are not professional in # ality and for which they have little to no training. The right photographer for yo will meet many criteria which may incl de' photography style, price, rep tation, availa!le prod cts and # ality of work. (ased on yo r # estions, pricing is a ma)or factor in yo r search for a photographer. *hile % can+t deny the financial side of any decision, it is also !eneficial to nderstand pricing in order to make the most informed decision possi!le. Does yo r photographer se top of the line e# ipment, %f so, they have likely invested tens of tho sands of dollars into # ality gear in order to provide yo with the very !est images possi!le. Does yo r photographer have a good rep tation in the comm nity, %f so, they likely provide a good prod ct, and pricing is ) stified !y that talent. Does yo r photographer have an e-tensive prod ct line, %f so, they have likely ! ilt solid relationships with many vendors in the photographic ind stry and have invested a great deal of time and research into finding a wide array of prod cts their clients will love and !e pro d to display.

Does yo r photographer offer all digital files with a low session fee, %f so, they are likely new to the ! siness and are attempting to nderc t esta!lished professionals !y offering a deal. .o get what yo pay for. *hen yo hire a professional photographer with a good rep tation, great prod cts, keen eye, professional process and appropriate pricing, yo lift the ! rden of worry. And since # ality, c stom portrait re does re# ire an investment, it is important to consider' 1. Am % prepared to make a higher investment to ens re the # ality of the work, /. *ill a reshoot !e possi!le, For many occasions like weddings, reshoots are not possi!le. And since we don+t often have the gift of a reshoot, capt ring memories with care and confidence is worth the investment 0 every time. 1. %s the event % am capt ring time sensitive, emotionally important, or ni# e, %f so, yo can+t afford mistakes 00 it needs to !e done right the first time. &any prospective clients ask, 2*hy am % paying yo 345 for an 6-17 when % can prod ce my own for 31.57 at the one0ho r photo or a 314.45 photo package at my local chain st dio, 8hotographs o!vio sly don+t cost that m ch to prod ce.9 Tr thf lly, while it doesn+t cost m ch to make an 6-17 at yo r local one0ho r photo, it does cost a professional photographer m ch more. Factored into every photographer+s price is the cost of doing ! siness professionally. The 3157 session fee for a two ho r session does not mean yo r photographer earns 31:5 per ho r; several ho rs of editing, reto ching, cropping, presentation/online gallery preparation, printing, packaging, employees, la!s and delivery to prod ce # ality photography are re# ired. <elling an 6-17 for 31.57 wo ld soon p t a professional photographer o t of ! siness. <o while it may !e tempting to consider lower pricing, a professional photographer sho ldn=t !e compared to a chain st dio since many professional st dios provide a c stom e-perience and aren+t merely p tting yo on an assem!ly line. .o are paying for time, skill, and c stomer service for the very !est e-perience possi!le. Another tro !ling trend among photographers is to offer all images in high resol tion on a disk incl ded with the session fee. Those digital file packages are likely to cost a fair !it to o!tain, however, and handing digital files to a client is a disservice when we strive to provide clients with professional # ality prints and prod cts. For the effort and investment yo have made, we want yo r images to !e ones yo will contin e to treas re for a lifetime. The local photo mart simply can+t create that. %f yo have any # estions regarding specific prod cts, my process, work, or if yo wo ld like to set p a cons ltation or a session, % wo ld !e more than happy to assist yo . % wish yo all the !est in yo r search, and thank yo again for taking the time to consider me as

yo r photographer. <incerely, .o r <t dio 8hotography

/. Style an" Session! This email e-plains the photographer=s shooting style, the session, the ordering process and payment.
( hotographer! "uch of this email contains information that would also #e appropriate to include in your client's portrait agreement or welcome packet.$ Dear Client, Thank yo so m ch for yo r interest in my work and for entr sting me as yo r photographer. <ince yo are a new client to the st dio, % like to take the time to provide a detailed acco nt of how % work and what yo can e-pect, !oth from o r session together and from the ordering process that follows. .o r family session will !egin with me getting to know everyone, yo r ho!!ies, interests and yo r ni# e personalities for a tr ly personal session. D ring the shoot % will capt re nat ral interactions and gro pings yo were most keen to doc ment d ring o r cons ltation. &y style of photography is very cas al and nposed, as % feel the !est images are taken when yo r family is less aware of the camera. %n this way % capt re more nat ral moments !etween yo instead of directing yo to look, speak, or pose yo rselves in certain ways. There is no need for +acting+ or +pretending+ when it comes to loving yo r children00 that comes nat rally. (eca se kids are kids, % may ask at some point d ring the session for parents to step o tside and o t of view. This is to ens re the !est, most nat ral images possi!le since children have a tendency to react differently when parents are in the room. % enco rage snacks for children, ! t to avoid any spills, stains, and dirty cheeks, snacks sho ld !e avoided ntil o r mid0session !reak period. At the concl sion of o r session, % will send yo home with a planning g ide. 8lease se this g ide to note where yo plan to place yo r wall portraits, which family and friends will !e receiving images as gifts, and which al! ms or c stom !ooks may !e of interest, along with any of o r other ni# e and !ea tif l keepsakes. >e-t, % will select the !est images from o r session and edit them for yo to review. ?This process takes appro-imately /01 weeks.@ Ance ready, yo will receive an email or phone call so that we may sched le a presentation. This appointment takes place d ring reg lar ! siness ho rs at the st dio, and lasts appro-imately 47 min tes. Thanks to c tting edge st dio software, we are

a!le to pro)ect life0siBe images and wall gro pings right on o r wall for yo to en)oy. As yo choose yo r favorite images, % will provide artistic inp t on portrait gro pings, placement in yo r home, and siBe given yo r ! dget and personal taste. <ince yo r order will !e taken at the presentation appointment, make s re all who wish to have inp t regarding yo r order are present at this time. F ll payment for yo r order is also re# ired at this appointment, and we do offer a payment plan which !reaks yo r payments p into three, e# al pre0a thoriBed credit card transactions. .o r order will arrive within /0C weeks of o r presentation and ordering session, depending on the comple-ity of the pro)ect and the items ordered. .o will then receive an email or phone call when yo r order is ready so that we may sched le a pick p time for yo . % look forward to working with yo and invite yo to email or call with any additional # estions. *ishing yo all the very !est. <incerely, .o r <t dio 8hotography

1. #re$session email. This email sets the r les for the shoot and reminds c stomers what is incl ded, via key ! llet points, in the session fee.
( hotographer! "uch of this email contains information that would #e appropriate to include in your client's portrait agreement or welcome packet. This is a lot to include in an email% so you would want to limit it to only the most pertinent info% since it ser&es only as a reminder of your policies laid out in the portrait agreement or welcome packet.$ Dear Client, As o r session date is soon approaching on Tuesday% 'anuary () at *pm, % wanted to send yo a # ick email to remind yo of a few key items. A r st dio is located at ()+ "ain Street% ,our Town% -SA% ()+*.. 8arking is conveniently located at vario s free lots on the s rro nding streets, or via paid parking directly o tside of the ! ilding. <ome important details' 1. <ession fees are d e in f ll at the time of !ooking in order to reserve yo r special date and time. %f yo have not already s !mitted yo r session fee, please contact the st dio. /. %f yo m st cancel yo r session d e to child illness or other personal emergency, please

provide o r st dio with C6 ho rs= notice so we can resched le yo r session and provide this time for another client. Fail re to provide ade# ate notice of a cancellation will res lt in the forfeit re of yo r session fees, and new session fees will !e re# ired to reserve a different date. 1. <ession fees are nontransfera!le and nonref nda!le. C. Charges inc rred !y ins fficient check f nds are the sole responsi!ility of the client. 8ayment m st then !e made via certified check, money order, cash or credit card. D ring o r session' 5. Attendance at photo sessions is limited to those !eing photographed, incl ding si!lings. %n the case of children and new!orns, attendance is limited to two parents only. 8lease do not !ring si!lings, personal assistants, nannies, caregivers, or friends not !eing photographed. Daving additional people present can !e distracting to !oth the photographer and to those !eing photographed. E. Cameras of any kind are not permitted at o r shoot. :. 8lease arrive on time to yo r session properly dressed, made p and ready to !egin. (eca se the session is of a set length, additional time for preparation will red ce the amo nt of time we can spend in0session and will limit the amo nt of images we can capt re. 6. .o will !e contacted once yo r session images are ready to preview, and a presentation appointment will !e arranged. This appointment will assist yo in making image selections and choosing siBes for wall portraits. (eca se yo r order will !e taken on this date, please arrive with the provided ordering g ide prepared to make decisions regarding yo r order. Family and friends are welcome to attend this presentation if they wish to place their own order or if yo feel their presence will assist yo in preparing yo r order. hotographer! /e'&e included two options for 01% please use only the one that applies to your studio. 2ption 2ne 4. %mages from yo r session will not !e placed online or presented in an online gallery. *e prefer to provide clients a higher level of service !y taking the time to provide a # ality, c stom e-perience in the st dio sing profession pro)ection e# ipment. 2ption Two 4. An online gallery will !e availa!le for one week to allow yo to make a note of yo r favorites !efore yo r order session. 17. Fach session entitles a family to a two0ho r design cons ltation and presentation appointment. As needed, additional appointment time may !e !ooked at 3157 per ho r. 11. Client images are held for a ma-im m of three months after o r photography session. %f a presentation appointment has not !een arranged !y the client or is repeatedly resched led, the

st dio m st discard the images to make room for new clients. After this time, o r st dio !ears no lia!ility where res lting image loss is concerned. 1/. Ardered images remain on file for one year from the date of yo r portrait session. All nordered images are p rged 17 days after yo r presentation appointment. 11. Completed portrait orders can !e o!tained at the st dio once yo have !een notified that yo r print order is ready. 8lease call to make pick p time arrangements !efore yo arrive so yo r order can !e assem!led and ready for yo . 1C. Geprint orders can !e made at any time thro gho t the year while yo r images are in o r archives. 8lease note there is a minim m 3/57.77 investment re# ired for all re0orders. 15. D e to the c stom nat re of the prod cts and services provided !y .o r <t dio 8hotography, all sales are final once received and items cannot !e ret rned. .o may add to yo r order at any time, ! t a sale is considered final at the time the order is made. 1E. .o r <t dio 8hotography cannot !e held responsi!le for portrait damages inc rred as a res lt of improper handling, framing, hanging, or shipping when the sender is not directly affiliated with o r st dio. 8lease read the enclosed Client Care Cards incl ded with yo r order to learn how to frame and handle yo r finished prints. 1:. All images provided !y .o r <t dio 8hotography, whether digital or print, may not !e reprod ced !y any means. All images created !y .o r <t dio 8hotography are protected nder copyright law per the agreement yo signed at the o tset of yo r session, and may not !e saved to yo r comp ter, printed, scanned, photographed, emailed, posted online or shared digitally witho t consent from .o r <t dio 8hotography. <canning or reprod ction of p rchased images constit tes copyright infringement and is p nisha!le !y law. %f yo re# ire additional copies of an image, the only person permitted to print and reprint from yo r image set is yo r photographer. 16. .o r <t dio 8hotography reserves the right to se any images or c stom created artwork ?collages, story!oards, coffee ta!le !ooks, photo hand!ags, etc.@ for display, p !lication or other promotional p rposes. Digital negatives and originals remain the property of .o r <t dio 8hotography and are not availa!le for sale. % look forward to working with yo to create a memora!le c stom photography e-perience. 8lease do not hesitate to contact me with any # estions. <ee yo T esday$ Fondly, .o r <t dio 8hotography

C. Secon" #hoto Shoot %esche"ulin . This email sets forth st dio policy

regarding resched ling for a second time.

Dear Client, % received yo r message regarding yo r wish to resched le yo r photography session. % regret we will not !e a!le to see yo for yo r session !ooked for ?insert date@. As yo may recall, yo r original session was !ooked for ?insert date@, ! t was resched led in favor of o r most recent session date of ?insert date@. *hile .o r <t dio 8hotography maintains a resched ling policy, a ma-im m of two resched les are permitted. (eyond this, we m st increase the session fee !y 57H in order to recover o r costs for resched ling an additional time. %t can !e # ite diffic lt, if not impossi!le, to fill a session date once it is relin# ished close to the day and time of the shoot. As well, o r st dio is left with a previo sly !ooked session time, arranged staff, props, !ackgro nds, editors and reto chers who were hired to prepare images from o r session. *hile we nderstand resched ling happens d e to ne-pected events, we ask for yo r cooperation and nderstanding in pholding this policy so all clients may !enefit from the same level of service and c stomer0foc sed attention we provide. *e will gladly resched le yo r appointment, ! t we m st remind yo that we will not !e a!le to resched le this appointment again witho t the necessary 57H fee increase. 8lease call o r st dio to arrange a new session date and time at yo r convenience. %f this session is not resched led within E7 days, all session fees paid towards this session will !e considered forfeit. *e look forward to !ooking a session date that more closely meets yo r needs, and are e-cited to meet yo and work with yo . <incerely, .o r <t dio 8hotography

5. Secon" Or"er Appointment %esche"ulin . This email sets forth st dio policy when resched ling for a second time.
Dear Client, % am sorry to hear yo will !e na!le to keep yo r appointment for o r prearranged presentation on ?insert date@. As mentioned previo sly, yo r images are ready to view and % am certain yo will !e delighted with what we capt red d ring o r session.

This appointment is incl ded in the cost of yo r session fee and is arranged for yo r ltimate !enefit. Dere we will review yo r images, assist yo with wall gro pings, al! m design, card layo t, and scaling images to the space yo are decorating. D e to the level of c stomer service we provide, a certain amo nt of time and staffing is set aside for this meeting in order to service yo with the level of attention and detail one wo ld e-pect from o r st dio. Infort nately, when the appointment is repeatedly changed, this sched ling leaves a gap we may not !e a!le to fill or represents a time for which we have had to t rn away another client. *e certainly nderstand that iss es come p, kids get sick, and that nforeseen circ mstances can often get in the way of keeping an appointment. At the same time, we have adopted a st dio policy where!y clients are asked to limit the resched ling of this appointment to no more than two times. (eca se we know how e-cited clients are to see their finished images, we work as efficiently as possi!le to ret rn images to yo in a timely manner. *e also enco rage clients to come in to view images as soon as possi!le to more # ickly provide a finished prod ct for yo r walls, al! ms, cards and story!ooks. *hile we never compromise # ality !y r shing o r work, we do o r !est to adhere to o r service t rnaro nd times so yo receive a finished prod ct and can !egin en)oying the o tcome of o r session. ( hotographers! lease select from any one of the following options #elow depending on how your studio operates and depending upon which works #est with your workflow$! 2ption one! %n accordance with o r st dio+s policy, images are maintained for only C5 days !eyond the session date. %f a session+s images are not viewed within this timeframe, .o r <t dio 8hotography is nder no o!ligation to retain images on file and can p rge image files at its discretion witho t any lia!ility. 2ption two! Altho gh the session fee typically covers the cost of this design appointment, resched ling more than once often means o r st dio has t rned away potential clients while honoring yo r appointment time. Also, !eca se we have arranged for staffing, m ltiple resched ling comes at a cost to !oth o r st dio and to the staff who have set aside their time. *ith this in mind, any new presentation appointment will no longer !e covered nder the initial session fee and will !e !illed ho rly at a rate of 3157. ( hotographers! you could also increase your minimum order% if your studio has one% instead of le&ying a fee for your time.$ *e regret that we have had to implement policies for sit ations s ch as these, ! t we also hope yo nderstand they stem from o r desire to work as efficiently as possi!le in order to provide each family with the time and attention yo deserve. *e are e-cited to show yo the images we have capt red and are happy to arrange an

appointment that !est fits yo r sched le. *e look forward to hearing from yo soon. <incerely, .o r <t dio 8hotography

E. #hoto rapher as client! This email shares how to approach a local photographer who wants a session with yo .
( hotographer! This reply assumes you are willing to work with other photographers and want to ensure you are compensated for your time. ,our studio may not offer digital files% #ut this scenario allows a win3win for you and the other photographer (who indicated that they want files$% since you can price this package as high as you want33 high enough to dissuade them if that is your aim.$ Dear 8hotographer, Thank yo so m ch for yo r interest in !ooking a session with o r st dio. %t is always the highest form of flattery when a fellow photographer re# ests to work with s. *hen colla!orating with other artistic professionals, we recogniBe yo enter into the process with a creative vision and an attention to detail nparalleled !y non0photographers. %n order to honor the time and effort we p t into these sessions, we have developed a package that caters to yo r desire for ma-im m fle-i!ility with yo r finished images. %n terms of files, we acknowledge that yo likely have a list of rep ta!le vendors with whom yo work and from whom yo can create artwork to meet yo r e-act standards. *ith this in mind, we have com!ined a session fee and digital file ( hotographers! you can opt for minimum order amount$ package for yo . The package cost is 3/577 and provides yo with all of the digital high resol tion files from yo r session on DJD and a release which allows yo to print from these files as yo please. %f yo wo ld like s to design al! ms, !ooks, cards, or other creative pro)ects, we wo ld !e happy to provide yo with o r standard rates for these c stom pieces. % invite yo to give s a call at yo r leis re to disc ss yo r session. *e very m ch look forward to working with yo $ <incerely, .o r <t dio 8hotography

:. A""ressin post$session "i ital files an" stic&er shoc&. This email shares how to handle a miscomm nication regarding digital file incl sion and cost concerns after the session.
Dear Client, % nderstand from yo r email that yo !elieved yo r session package incl ded the high resol tion digital images. Ket me first apologiBe for any miscomm nication which may have led yo to this concl sion. As yo can see from my we!site where session packages are descri!ed, from the materials sent to yo prior to the session, and from the signed contract yo reviewed, there is no mention of the provision of digital files with o r sessions. "iven yo r firm !elief that this was the case, % can completely nderstand and % apologiBe. (eca se client satisfaction is important to me, % do my !est to descri!e in detail what is involved in planning, !ooking, and cond cting a session. % know that the investment in c stom portrait re can !e significant, and in these economic times we want to know we are getting good val e for o r investment. Gest ass red, yo r decision to capt re these heirloom memories for yo r family will not !e regretted; they will provide yo with en)oyment for years to come, telling the story of who yo are, what family means to yo , and how m ch yo love one another. As yo have entr sted s with these precio s memories, yo have made an important decision to work with a professional st dio invested in working with only the finest companies to provide the prod cts we endorse. %n fact, we se these same vendors for the prod cts feat ring the images of o r own families, so yo can !e ass red that yo are receiving only the very !est. 8lease give me a call if yo wish to disc ss yo r order f rther, or if yo have any # estions. %t has !een a sincere pleas re working with yo th s far, and we look forward to e-ceeding yo r e-pectations, and providing yo with !ea tif l and distinct portrait re to treas re for a lifetime. <incerely, .o r <t dio 8hotography

6. Economic concerns post session! This email covers how to address reticence in post session ordering when a client asks to postpone ordering.
( hotographer! The reply to this kind of a scenario can differ depending on how frank you wish to #e and what your studio policies are. At our studio% unordered images are purged if not ordered within 4 weeks of the session or * weeks from the ordering appointment33 whiche&er is sooner. 5or those who do not ha&e a policy in place to protect them% perhaps now is a good time to consider one. 6f you don7t ha&e a policy in place and are comforta#le #eing straightforward with clients% you

could take care of #oth% as is shared #elow.$ Dear Client, Thank yo so m ch for yo r email e-plaining yo r circ mstances. % nderstand that yo wo ld prefer to delay any ordering on yo r session ntil a later time. %t means a lot to me that yo feel comforta!le sharing something so very personal, and % appreciate yo r honesty and candor. % think in times like these we can certainly all relate. .o are very right that economic times are to gh all aro nd, and it is perfectly normal for all of s to want to hold tight to o r p rse strings and conserve wherever possi!le. These times, however, aren=t restricted only to cons mers, ! t to ! sinesses as well, and !ehind every ! siness is an individ al like yo who also feels this pinch. *hile % wo ld love to !e a!le to grant yo this additional time, in order to operate my ! siness effectively % need to cover the st dio operating costs for employees and a family who depends on me as well. *e val e photography as an investment, ! t it is important this investment is associated with a positive e-perience. For this reason, if it wo ld assist yo , % wo ld love to tell yo a little !it a!o t the payment plan we have in place at o r st dio. For all orders over 31577, payments can !e split into three, interest0free monthly installments. .o can sec re yo r first payment with a credit card, and yo r signed agreement will permit s to !ill this same card for s !se# ent payments. %t is also s ggested yo provide s with a !ack p card in case yo r credit card details change. This will ens re there is no disr ption d ring the processing of yo r order. A r st dio has a process in place to ens re clients flow smoothly thro gh each step, from initial cons ltation, to ordering session, to delivery of the final prod ct. Ane of the ways we ens re an efficient process is to enco rage clients to order their images in a timely way. %n order to create a c stom design e-perience for yo ! ilt aro nd yo r sched le we make arrangements to have cropping, editing and reto ching services in place for yo in the weeks directly following yo r session. Infort nately, we aren=t in a position to hold images indefinitely. As per o r policy, all images m st !e ordered within E weeks from the date of yo r session or within 17 days of yo r initial image presentation. % am happy to disc ss o r payment plan with yo , if yo wo ld like to take advantage of it. This wo ld allow yo to o!tain all the images yo =ve hoped for, paid for in a way that is more comforta!le and sensitive to yo r immediate circ mstances. 8lease let s know how we can !e of assistance. <incerely, .o r <t dio 8hotography

'! Unauthori(e" internet use of an ima e! This email addresses how to approach a client who has scanned/copied yo r images to or from the internet witho t permission.
( hotographer! This email is a first contact after the offense is noticed% and should #e kept diplomatic and non3emotional. 6f their response is negati&e% a certain degree of escalation is accepta#le% citing specific federal codes that were &iolated and penalties that can #e incurred.$ Dear Client, %t was recently !ro ght to my attention that one of the images from o r session now appears on the internet. <ince it was not ploaded !y anyone in o r st dio, and since a digital file of this image was not p rchased, % can only ass me it has !een scanned electronically. *hile % am flattered this image is cherished so dearly that yo want to share it with others, % m st also inform yo that yo have !reached the copyright and the contract yo signed prior to o r session, where yo acknowledged that copyrights remain with the photographer and the st dio, and that copying of said images is not permitted. % am attaching a copy of yo r signed form here !eca se % also know it is easy to forget what was !ehind the contract. %f yo wo ld like to o!tain the digital file of the image which wo ld allow yo to make copies, post the image online, and se it ?with certain restrictions@, digital files are availa!le at a cost of LLL per file, or LLL for a set of .... %f yo wo ldn=t mind removing the image in # estion immediately, % wo ld appreciate it. <incerely, .o r photographer

)*! Mentor request. This email shares how to address a re# est from a local photographer who wishes to !e mentored !y yo or wants to assist yo .
Dear Kocal 8hotographer, Thank yo for yo r letter re# esting an opport nity to mentor with me or to assist me in pcoming sessions. Infort nately, while % do offer learning opport nities to st dents, % do not make those opport nities availa!le to local photographers within a 157 mile radi s for the !est interest of all involved. *ith respect to assisting me on sessions, while % appreciate the offer, the way % relate to my clients and cond ct sessions works !est as a one0shooter scenario, if only ) st to simplify the environment for the children with whom % work. % do very m ch look forward to the opport nity to get to know yo !etter, and % welcome yo as a local colleag e.

All the !est to yo and to yo r ! siness$ <incerely, .o r <t dio 8hotography

11. +lient or"er session preparation! This email prepares clients for the pcoming order session.
Dear Client, >ow that yo r photography session is complete, it is time to start thinking a!o t how yo wo ld like to display the images we=ve capt red. At the end of o r session, % gave yo an Arder 8lanning " ide to get yo thinking a!o t what yo wo ld like for yo r home, office, and gifts. *e are pro d to offer st nning options catered to yo r needs and desires, from coffee ta!le !ooks, to fl sh0mo nt al! ms, to wall displays of gallery wrapped canvases and matted, framed prints. Mnowing a little !it a!o t yo r dNcor and space will help s plan yo r pro)ect, so as yo walk thro gh yo r home, consider which walls wo ld !e !est sed to share images from this session. 8erfect display areas can !e anything from a !lank wall to one which already contains portrait art from a previo s session. ( hotographer! This paragraph applies to those who use roSelect or similar pro8ection software. ,ou can update this to apply to your own order session routine.$ (eca se o r st dio ses state of the art pro)ection software, d ring o r appointment yo will !e a!le view yo r images pro)ected tr e0to0scale individ ally and in creative wall gallery collections for a tr e representation of siBe, scale and detail. *hile planning yo r order, don=t forget to consider the people in yo r life who wo ld love to receive the tho ghtf l gift of !ea tif l portrait re for an pcoming holiday, !irthday, cele!ration, orO !etter yet O for no reason other than the fact yo were thinking of them$ % really look forward to sharing yo r finished images with yo . Daving peeked at a co ple already, % know yo are going to !e pleased with what we capt red so that we can create something !ea tif l for yo . <incerely, .o r <t dio 8hotography

),! +lient session clothin choices! This email o tlines practical s ggestions regarding clothing choices for the pcoming photography session.
( hotographer! This reply can #e tailored to your style% where you shoot% etc.$ Dear Client, *hat yo wear for yo r session is the single most important consideration that impacts the overall look and feel of yo r images, second only to yo r choice of photographer. Depending on yo r personal style, yo may wish to create something tr ly ni# e, investing in some trendy, c tting edge clothing for yo r family for a fashion layo t look from a magaBine. *hether yo dress p, dress down, or get totally f nky, it is important that every family mem!er finds their style. Does yo r da ghter prefer pants instead of dresses, Does yo r son like to wear ! tton down shirts over an nt cked T0shirt, Appearing in the same image doesn=t mean yo have to wear the same o tfits. *hile we=ve all seen the images of families together on a !each in a white shirt and khakis ?and those images have their place@, it is also important to showcase yo r individ al styles and personalities thro gh the clothing yo select. Try coordinating witho t overly matching. For e-ample, if yo r da ghter decides on a dress in gingham !l e and white, yo r son may choose a solid !l e shirt that picks p the !l e from her clothes. .o co ld then opt for a different shade of !l e ?or a complementary shade@ for yo r h s!and. &atching one another in terms of formality and the style of dress means dad sho ldn=t show p in a tie and )acket while the kids wear )eans and T0shirts. And sho ld yo decide to go for a !each look, matching in style witho t wearing the e-act clothes will make for perfect portraits. <ince kids have a lot of f n in sessions where they are allowed to wear something that they=ve picked o t, feel free to incl de them in the process of selecting their clothes. ( hotographer! At this point% you may want to direct your clients to online or local shops that carry clothing you like and want to photograph families wearing.$ %f yo have any # estions !etween now and the date of o r session, please don=t hesitate to ask$ Talk to yo soon, .o r <t dio 8hotography

)-! Difficult client returns! This email shares how to respectf lly handle a diffic lt former client who wishes to hire yo again.
Dear Client, %t is great to hear from yo again. %t has !een some time since o r last session. % tr st everyone is

doing well, and % wish to thank yo for keeping o r st dio in mind. Gecalling o r last session, % wanted to draw yo r attention and memory !ack to some events which took place that we may want to address !efore moving forward so as to ens re a good fit for !oth of s. ( hotographer! 9ow is the time to mention the specific details of what happened without getting too much into the #ack and forth dialogue you had% gi&ing the general gist! :,ou didn7t like the session fee structure and wanted sessions which included different products than what we offer%; or%<,ou were &ery disappointed that our studio policies did not include a D=D of all the digital files for the session fee%; or% <,ou wanted online galleries for your presentation instead of coming #ack to the studio%; etc.$ % wanted yo to !e aware that o r st dio still maintains those practices. % nderstand yo r needs and desires may differ from what we offer, and nfort nately we aren=t in a position to alter policies or prod ct offerings to s it individ al tastes. *e strive to provide the very !est for o r clients, ! t % want to make s re what yo have in mind is what we, in fact, offer. %f yo wo ld like a referral to a tr sted and recommended local photographer % feel may !e a !etter fit for yo , % wo ld !e more than happy to do so. % want yo to !e completely satisfied in yo r choice and % am glad to assist yo in any way possi!le. <incerely, .o r <t dio 8hotography

).! /en"or 0arter request. This email addresses a vendor who has re# ested a free shoot in ret rn for f t re referrals/word0of0mo th in lie of payment.
Dear Jendor, Thank yo for contacting s a!o t the possi!ility of creating images for yo r pcoming pro)ect. % think it so nds very interesting, and % wo ld very m ch like to learn how we can work together. *hile % do appreciate the promise of word0of0mo th referrals, % hesitate to enter into any agreement that p ts the on s on either of s to work for or to compensate the other in a way that can=t !e predicted, validated or ens red. %nasm ch as % wo ld like to rely on the promise of f t re referrals, my e-perience has shown referrals aren=t an e# ita!le e-change for work performed, as they may lead to clients in an incorrect target market for my ! siness or may simply not generate any ! siness whatsoever. For this reason, % prefer to make an arrangement to work together that will allow s to !oth feel confident we=ve m t ally !enefited from the e-perience. % wo ld love to sit down over coffee to disc ss some scenarios % think wo ld work well and hear a!o t yo r pro)ect in greater detail. % have partnered with many ! sinesses where we=ve arranged for displays in their stores, m t al !arters, and e-changes that have !enefited o r respective ! sinesses. % wo ld en)oy the opport nity to see if we can create something similar.

*ishing yo all the !est. <incerely, .o r <t dio 8hotography

)1! Money past "ue! This registered letter shares correspondence for money owed on a session or order when the client is nresponsive.
( hotographer! Since the response is date sensiti&e% this correspondence is sent &ia registered mail so the client has to sign for it and you know it was read. 6 pre3empt this reply #y suggesting photographers secure all payments upfront #efore ser&ices are rendered or items are ordered.$ Dear Client, % have made several attempts to reach yo which have th s far !een ns ccessf l. The payment for yo r session fee (order$ remains o tstanding, and % cannot proceed with the completion of the work ntil payment is received in f ll. "iven the c stom nat re of my work, all monies owed are d e in f ll at the time of yo r session (if session fee owed$ or order (if order is outstanding$. As this email represents my Lth attempt to reach o t to yo to re# est payment, this letter also serves as written notice of my intent to discard all images from yo r session sho ld payment not !e made within 1C days from the date of this registered letter. 8ayment sho ld !e made via cash or credit card thro gh o r office. ( hotographer! 6f you wish% you can also add an interest fee for o&erdue accounts and itemize for the client how costs will #e impacted.$ % am s re this is simply an oversight, and % look forward to hearing from yo !efore the LLst ?1C days from now@. <incerely, .o r <t dio 8hotography

)2! +reatin potential 0ri"e interest! This email ill strates how to respond to potential !rides in order to compel them to contin e the conversation.
Dear (ride, Thank yo so m ch for considering s as yo r photographers for yo r pcoming wedding. Ket s

first congrat late yo as yo em!ark on planning yo r special day and let s ) st say that we wo ld !e honored to capt re these memories with yo . %f yo are like most !rides0to0!e, yo are pro!a!ly visiting several photographers, attending trade shows and poring over images and al! ms, envisioning what yo want yo r final prod ct to look like. *e wo ld love to know what yo see and how we can help yo to realiBe that dream. %t=s hard to imagine it now, ! t the photographer for yo r wedding will !e the single most important service yo !ook. The images we capt re and the al! ms we create O these will !e yo r doorway !ack to revisiting yo r wedding day forever, a day that passed in a fl rry of e-citement. Think a!o t this' as yo look !ack on the !ea ty of the ceremony and reception the day after yo r wedding, the cake and the dinner that yo so tho ghtf lly planned for the men are gone, the t -edos and rentals were ret rned, and the g ests have left. *hat remains after that day are yo r love for one another and the images we will capt re together. %t is for this reason we take o r role so very serio sly. *e want that window !ack to yo r special day to !e a !ea tif l one, one that yo are pro d to share with friends and family, and one that reflects the twinkle in yo r eye as yo pore thro gh yo r al! m with children and grandchildren. *e are so honored to !e a part of those treas red memories. (eca se yo r photographs are so personal to yo , and !eca se yo likely already know the style of photography in which yo are interested ?after all, yo r visit to o r we!site/trade show !ooth/st dio compelled yo to look at s more closely@, the decision may feel overwhelming. Daving !een immersed in the wedding ind stry for LL years, we can help yo ask the right # estions of potential photographers so yo feel confident when making yo r decision. *e know that magic form la00 in fact, we are pleased to incl de this attached checklist of # estions for possi!le candidates in order to help yo narrow yo r choices. *e enco rage yo to take the time to screen other photographers, ! t since we are confident in the top0of0the0line prod cts and services that we offer yo will likely give s a second look. ( hotographer! the actual checklist is not pro&ided in this product #ut may #e fashioned as necessary #ased upon your e>periences ? the idea is to get potential clients thinking of your #rand as they research other photographers% and since you ha&e laid it all out for them they can assume you ha&e all of the @ualities listed% making you the #est% most o#&ious choice.$ 8lease also find attached a list of recommended vendors we have worked with over the years whom we have o!served and admired, whose tremendo s service we have witnessed firsthand, and whose prod cts we are happy to endorse ( hotographer! also not pro&ided% #ut easily created #y the indi&idual studio with connections@. (eca se we work in the wedding ind stry and

attend LL f nctions ann ally, we hope yo will !enefit from o r vast e-perience with these vendors in order to assist yo while making the planning stages of yo r cele!ratory day m ch easier. All of this isn=t meant to !og yo down with a !ook=s worth of reading; after all, yo have a wedding to plan$ *e enco rage yo to visit o r st dio, gra! a c p of coffee, meet o r photographers and get a real sense of who we are. *e will !e happy to cons lt with yo a!o t yo r needs, answer any # estions yo may have, give yo a to r of o r facility, and show yo what is possi!le. *e look forward to meeting yo and yo r family, and on !ehalf of all of s at .o r <t dio 8hotography, we sincerely congrat late yo on yo r pcoming wedding$ All o r !est to yo , .o r <t dio 8hotography

1:. #leasin an3ious clients. This email o tlines how to reass re e-cited clients whose contin ed # eries regarding the stat s of their order are drawing yo r attention away from handling other ! siness in yo r st dio.
Dear Client, Thank yo for reaching o t to ask a!o t the timeline for yo r finished images. % can tell from yo r emails that yo are really e-cited to see the final prod ct, and % am e# ally e-cited to show them to yo $ *e val e yo r ! siness and we are flattered !y yo r enth siasm. % wanted to share o r process here at the st dio to give yo more insight into what is going on so we can !etter align yo r e-pectations. Ance yo r images are capt red, we narrow them down to the !est and send them to o r editors to color correct, tonally ad) st and perform minor reto ching ?if needed@. This process can take anywhere from /0C weeks. *hile % know it is diffic lt to wait, all work is performed in order of service, and is impacted !y the vol me of clients seen in a given period as well as d ring holidays, where delays can !e e-pected to filter down thro gh all levels of prod ction. .o =ve placed a great deal of tr st in o r st dio already !y selecting s as yo r family=s photographer. *e ask that yo maintain that tr st in s and receive o r reass rance that we are doing o r very !est and will !e in to ch with yo as soon as the images are ready to view. Kike yo , we are really e-cited to share yo r images$ *e wish yo the very !est and we will !e in to ch shortly. <incerely,

.o r <t dio 8hotography

)4! Session 5ollow$up Email! This email shares gratit de to a client for a wonderf l session and shares an incentive program for referrals.
Dear Client, % am sending a # ick note to tell yo how m ch % en)oyed o r time together today, and to thank yo for entr sting yo r family=s memories to me. % loved o r session this morning, partic larly the moment when (fill in something here$. % co ld tell everyone was having f n, and it made for a really wonderf l e-perience together. *e will !e working hard over the ne-t few weeks to ready yo r images for presentation. %n the mean time, yo can prepare for the order session !y referring to the Client Arder 8lanning " ide yo received at the end of o r portrait shoot. % also wanted to take a moment to let yo know a!o t o r st dio=s referral program. *e not only very m ch appreciate o r clients= word of mo th referrals to friends, we gracio sly thank o r clients for sharing positive e-periences a!o t the st dio and yo r time with s. *hen yo tell yo r friends s and they !ook a session, yo will a tomatically receive a 3177 gift certificate, good towards yo r ne-t session at the st dio ? hotographer! not the current session since you want them to #ook again@ towards session fees, prod cts or design services. *e val e yo r ! siness, and working with yo today has !een a pleas re. <incerely. .o r <t dio 8hotography

14. +lient 6uestionnaire! This email shares a sample # estionnaire to send to clients to get to know them and their needs !efore the session !egins.
( hotographer! Auestionnaires are a great tool% #oth for pre3@ualification purposes 33you want to ensure a client will #e your target #uyer #efore em#arking on an otherwise frustrating and time consuming e>change33 and for photographers who don7t schedule a face3to3face consultation. Another fantastic #enefit to the @uestionnaire pro&iding powerful insights into your #usiness (including how it is percei&ed% how clients found you% and why they ultimately selected you$% so you can use the answers to target your marketing% ad8ust your approach% and see what is workingB and what isn7t. 5ollowing are @uestions to get you started when putting together your own studio @uestionnaire.

5eel free to add or su#tract @uestions that #est match the needs of your #usiness and process.$ Dear Client, *e are thrilled to work with yo in order to photograph yo r family in o r pcoming session on the LLLth. %n order to provide yo with a memora!le portrait e-perience, % have incl ded some # estions which will allow me to get to know yo and learn how we can !est assist in creating treas red memories to last a lifetime. >ame ?spo se=s name as well@ Address Telephone Cell 8hone?s@ 8rimary Fmail <econdary Fmail 8referred method of contact >ames and ages of children ?and a # ick note a!o t their personality@ ( hotographer! /e recommend choosing the ten most applica#le @uestions here so as not to o&erwhelm them.$ 1. Dow did yo hear a!o t the st dio, ?*ord of mo th, internet display, etc@ /. *hat is it a!o t o r st dio that ca ght yo r attention, 1. *ere yo referred, %f so, !y whom, C. Dave yo visited o r we!site, 5. %f so, have yo visited the area of the site that disc sses rates, session fees, and print pricing, Are yo aware of the packages availa!le, E. Do yo prefer color images, !lack and white, or a mi-t re of the two, :. Das yo r family worked with a professional photographer !efore, 6. %f yo answered Pyes9 to the a!ove, were yo pleased with the e-perience and the final prod ct, *o ld yo mind sharing the name of the photographer, 4. *hat are yo r goals for this pcoming session ?*hat are yo looking to have capt red, i.e. kids together, family image, individ al head shots, etc.,@ 17. *hat are some of the places yo r family likes to visit, 11. *hat activities do yo en)oy together as a family, 1/. Do yo have a location in mind for this session, 11. Tell s a!o t the architect ral style of yo r home. ?Contemporary, traditional, etc.@ 1C. *hat is yo r decorating style at home, ?&odern, !eachy, etc.@ 15. Do yo c rrently have, or are yo planning to have, any framed artwork on the walls, 1E. %f we capt re the images yo are most hoping for, do yo have the intention of hanging some of them on yo r wall, 1:. %f yo answered Pyes9 to # estion 1E, which rooms or spaces have yo considered for this pro)ect, 16. *ith the space yo have in mind, what siBe portrait wo ld !e too large for the space, Too small, 14. Do yo have a specific final prod ct in mind, s ch as holiday cards, wall portraits, gift prints,

/7. Das yo r home !een professionally decorated, /1. *hen yo think ahead to yo r children looking at these images years from now, what do yo hope they will think a!o t and share with their children, Comments'

Thank yo so m ch for taking the time to share yo r needs so that we may !etter f lfill yo r hopes and dreams for c stom portrait re. %f yo have any # estions, please do not hesitate to contact me. % look forward to working with yo . <incerely, .o r <t dio 8hotography

,*! +lient %eshoot %equest! This email shows a response to a client=s re# est for a reshoot d e to reasons which are not d e to st dio negligence ?clothing choice, hair not !r shed, child not cooperating, etc.@.
Dear Client, Thank yo so m ch for yo r email and for yo r honesty. % am sorry to hear that yo weren=t happy with the images we capt red. %t is always o r primary o!)ective to provide o r clients with the very !est, so it certainly ca ght o r attention when we heard that yo were interested in shooting the session again. From yo r message, it so nds like yo were concerned a!o t the ( hotographer! insert issue here% i.e. #ad hair% daughter7s silly faces% dirty T3shirt worn% clashing outfits% etc.$ that yo see thro gho t the images. %t is always hard when we see something in the images after the fact that we didn=t anticipate, and we nderstand how this can sometimes overshadow the rest of the session images. *e certainly regret that yo feel dissatisfied with the res lt, and we will do o r !est to rectify this with yo so that yo are completely satisfied. That said, it is important to note that !eca se the iss es at hand aren=t the res lt of a lack of technical skill on the part of the photographer or d e to e# ipment fail re, a reshoot for the original session wo ld !e considered a new session and a new session fee wo ld apply. *e always stand !y o r prod ct in !oth the technical skill of the photographer and the # ality of the final prod ct and wo ld never e-pect yo to !e satisfied with anything less than the !est. *hile we do o r !est to make recommendations and to provide advice on clothing and location, in the end final decisions and the res lts thereafter rest with the families with whom we work. Therefore, iss es res lting from something o tside of the control of the photographer, ?clothing selections, hair com!ed, facial e-pressions, etc.@ are not the st dio=s responsi!ility.

( hotographer! Some studios ha&e a policy where#y if a new session is re@uested% the client cannot order from the initial session% as they deemed that session a write3off. Studios will disagree on whether this should or should not #e the case% depending on indi&idual &aria#les. 6t is difficult to e>plain this idea to clients% as they will feel that any session for which they ha&e paid the session fee is fair game% and they should #e a#le to order from #oth. As a customer% 6 can completely see their pointC nonetheless% as a #usiness owner% you can7t help #ut worry that the second session will #e a waste of time if they end up ordering from the first session. Some photographers might &iew the restricting of images from the first session as a potential lack of sales income should those images not #e included. 5or others% those initial images take away from the potential to purchase from the new set% especially if the original set had only a handful of dislikes and a #unch of @uality% ordera#le images. 6t is a fine line% and studios will need to determine which policy they will in&oke% and when. 2ne option may #e to in&oke a target sales amount for the sale of the second session7s images% such that the session fee on the second set would #e refunded #ack into their purchase.$ <ho ld yo ltimately decide to reshoot this session, please call o r st dio at LLL0LLLL or email s at photographerQyo rst diophotography.com, and we will !e happy to make the arrangements. "iven the concerns yo have raised from the last session, we will want to make s re we go over those details to avoid any potential iss es a second time. *e are ltimately committed to ens ring yo are completely satisfied and will gladly take the time to address these concerns with yo . <incerely, .o r <t dio 8hotography