When it comes to capturing one of the most important days of your life, clear communication with your wedding photographer is key.
From the intimate moments to the big celebrations, your photographer needs to understand your vision, preferences, and any special requests to bring your dream photos to life.
But if you are not sure what details to share and what questions to ask, you are not alone – many couples wonder what specifics really matter.
This guide will walk you through exactly what to tell your wedding photographer, covering everything from your must-have shots to the atmosphere you want captured,
so you can enjoy your day with confidence, knowing they have everything they need to create beautiful memories.
What To Say When Contacting a Wedding Photographer
When reaching out to a wedding photographer for the first time, it is helpful to introduce about yourself, share a bit about your vision, and ask a few key questions before booking.
The first inquiry and communication with a wedding photographer (before your wedding) should include the following key information and questions:
- Your wedding date
- Your wedding venue/location
- Brief idea on your preferred style of photography
- Confirm photographer’s availability on wedding day
- Ask for details of wedding photography packages
- Your name and contact number
The template below is an example of what to say in first inquiry email / message to a wedding photographer:
“ Hi [Photographer’s Name],
I hope you are doing well!
My partner and I are getting married on [wedding date] at [venue/location], and we are looking for a photographer who can capture our day in a [style – e., candid, romantic, natural] way.
We really love your portfolio and feel your work matches the vibe we are hoping for.
We’d love to know more about your availability, pricing, and how you typically work with couples on their wedding day.
Could we set up a time to chat or meet? Also, any information on packages and what’s included would be great!
Thank you so much for your time, and we look forward to hearing from you!
Regards, [Your Name and Contact Number] “
What To Tell and Ask Your Wedding Photographer
It is important to understand what to give your wedding photographer, questions to ask, and what does a wedding photographer need to know from you.
Communicating effectively with your wedding photographer ensures they have everything needed to capture the day beautifully and just the way you envision.
Here is a detailed guide on what to discuss with them in advance, covering everything from logistics to wedding photography style preferences.
1. Your Wedding Date, Time, and Location
– Exact Date and Times: Be clear on the date, ceremony start time, and approximate end time. If the schedule changes, keep them updated.
– Locations: Share the address of each location (prep area, ceremony venue, reception site). If there is travel involved, your photographer will need to plan accordingly.
| Relevant Questions to Ask Wedding Photographer Before Hiring: * Are you available on our wedding date? * How far in advance do I need to book with you? * How long have you been a wedding photographer? * How many weddings have you shot in total? * How will you and your staff be dressed on the day? * Have you ever worked at our wedding venue? If not, what is your plan to visit the place to familiarize yourself in advance? |
2. Budget and Payment Details
– Package and Budget: Discuss your budget and any packages you are interested in. Be upfront about what you can spend to make sure there is alignment before hiring.
– Payment Schedule and Contract Terms: Ask about their payment structure (deposit, balance, final payment) and any cancellation or rescheduling policies.
| Relevant Questions to Ask Wedding Photographer Before Booking: * What is included in your standard package, and how much is it? * What do your other packages include, and what will cost extra? * Can I customize a package to fit my needs? * Do you charge a travel fee? * How many hours are included in your package? What is the charge for overtime? * What is the selection process of our wedding photos? * How many final photos will we receive? * What is the payment structure? * Who holds the copyright to these images taken at my wedding? * Will you use my images in advertising? |
3. Photography Style Preferences
– Describe Your Vision: Photographers often have unique styles (e.g., candid, documentary, traditional, editorial). Discuss if you want lots of candid shots, artistic portraits, or a mix of posed and natural moments.
– Show Examples: If you have specific shots in mind, like inspiration from Pinterest or their own portfolio, show them examples so they can visualize your preferences.
– Mood and Tone: Specify whether you prefer bright and airy shots, moody tones, or something else, as it affects editing and shooting choices.
| Relevant Questions to Ask Wedding Photographer: * Do you shoot digitally, with film, or both? * How would you describe your wedding photography style? * Can we see some of your sample galleries and past work from real weddings? |
4. Timeline of the Day
– Detailed Schedule: Create a schedule with your photographer that includes getting-ready photos, ceremony time, cocktail hour, and reception. Include buffer time for things that might run over.
– Sunset Time: If you want golden hour photos, plan this into the timeline and discuss any adjustments with your photographer.
| Relevant Questions to Ask Wedding Photographer: * What’s it like to work with you on a wedding day? * What (additional) information do you need from us before the wedding day? * Will you help me with the planning process or just show up on the day of the wedding? |
5. Must-Have Shots List
– Family and Friends Portraits: List specific group shots you want, such as immediate family, wedding party, or extended family.
– Special Moments: Include any moments you’d like captured, like a “first look” or a group prayer.
– Personal Touches: Mention meaningful details, like heirlooms, cultural rituals, or personal vows, so the photographer can focus on these significant elements.
| Relevant Questions to Ask Wedding Photographer: * Do you work from a list of specific shots we would like? |
6. Key People and Relationships
– Immediate Family: Mention important family members by name (and role) so the photographer can identify them easily.
– VIP Guests: Let them know about any special guests or loved ones you want to be featured prominently, like grandparents or best friends.
– Sensitive Dynamics: If there are any family dynamics (like divorced parents) that they should be aware of, discreetly share this so they can handle group shots with sensitivity.
7. Special Requests and Unique Details
– Cultural or Religious Traditions: Describe any rituals or traditions you want covered, like a tea ceremony, sand pouring, or breaking the glass.
– Props and Decor: Point out significant details, like a custom cake topper, signage, floral arrangements, or themed decorations you’d like photographed.
– Personal Touches: If you’ve included unique elements, such as hand-written vows or customized rings, mention these so they are not overlooked.
| Relevant Questions to Ask Wedding Photographer: * Can we request for specific shots to be taken at our wedding? * Will we be able to choose some poses and shots, or will you be dictating all the poses? |
8. Lighting Preferences and Concerns
– Venue Lighting: Inform the photographer of the lighting setup for the ceremony and reception (indoor, outdoor, dim, natural light). Some settings may require additional lighting equipment.
– Flash Sensitivity: If you are sensitive to flashes or prefer natural light, discuss this upfront so they can plan accordingly.
| Relevant Questions to Ask Wedding Photographer: * Do you bring your own lighting? * Do you use external flash in dark lighting situations? |
9. Backup Plan for Weather or Unexpected Events
– Rain Backup: If the ceremony or reception is outdoors, inform them of the backup location and ask how they handle weather changes.
– Contingency Plans: For destination weddings or remote locations, discuss their approach to unexpected issues, like delays or technical issues.
| Relevant Questions to Ask Wedding Photographer: * Do you carry backup equipment? * What is your contingency plan in case of unforeseen circumstances? * What is your plan if you have an emergency and can’t shoot my wedding? |
10. Editing Style and Delivery Preferences
– Editing Preferences: If you prefer specific edits (e.g., black-and-white images or enhanced colors), mention this so it aligns with their post-production.
– Image Delivery: Confirm the format (digital files, USB, or prints) and ask how long they typically take to deliver the final images. Also, ask about sneak peeks!
| Relevant Questions to Ask Wedding Photographer: * What is your photo editing style? * Do you offer color adjustment, retouching, or other corrective services? Are these included or additional charge needed? * Do you have a limit to the amount of images you will edit? * When will we receive our wedding photos? * How are the photos delivered (eg. format of digital copy)? |
11. Additional Coverage Needs
– Second Shooter or Assistant: Ask if they recommend a second photographer based on the size of your wedding or the layout of your venue.
– Extended Coverage: If you think you will need additional coverage beyond the initial time, ask about options for extending their hours.
| Relevant Questions to Ask Wedding Photographer: * Do you bring a second shooter? If yes, is there an additional fee? |
12. Vendor Coordination and Restrictions
– Vendor Coordination: Mention other vendors they may need to coordinate with, like the videographer, wedding planner, or florist, for smooth collaboration.
– Venue Restrictions: Some venues have restrictions on photography (e.g., no flash in a church). Check with your venue and let your photographer know in advance to prevent issues.
| Relevant Questions to Ask Wedding Photographer: * What is your experience working with wedding planner, videographer, wedding coordinator, and venue manager? |
Sample Checklist Summary for Wedding Photographer
– Essentials: Date, time, location(s), contact info.
– Budget: Types of package, payment terms, and extended coverage options.
– Style and Must-Have Shots: Photography style, must-have shots list, important people.
– Timeline: Detailed schedule with buffer time, key moments, sunset photos.
– Special Details: Cultural rituals, personal details, decor elements.
– Logistics: Lighting details, backup plans.
Giving your photographer this information will help them deliver a collection of photos that reflect your love story perfectly.
With clear expectations and thoughtful planning, you can feel confident that they will capture all the magic of your day.
