My Client Contract

I occasionally see people starting posts with business/client issues where a contract could have helped.

They can be difficult to write on your own, or expensive do get professionally done.

Below is what I work with. (And continually tweak). Feel free to take a look, perhaps it can help.

Disclaimer: This is a free, general-use template based on my own working agreement. I’m not a lawyer, and this isn’t legal advice. It’s just a practical starting point. Adjust it to fit your business, location, and risk tolerance.

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Photography & Video Services Agreement (Public Template)

Preamble

This agreement exists to create clarity, protect mutual trust, and ensure a smooth working relationship.

(Your Company Name) approaches photography and video work as a collaborative, real-world creative partnership. This agreement is not intended to be restrictive or adversarial, but to clearly outline expectations so both parties can focus on the work itself.

By moving forward with a Project, both parties acknowledge that clear communication, reasonable expectations, and mutual respect are essential to a successful outcome.

1. Parties & Project Overview

This agreement is entered into between (Your Company Name) (“Company”) and the client listed on the associated invoice, proposal, or written confirmation (“Client”).

The Company agrees to provide photography and/or video services for the project outlined in the accepted invoice, proposal, or written correspondence (the “Project”).

Project details, including date(s), location(s), service type (photo, video, or both), and pricing, are defined by the accepted invoice or written confirmation and are considered part of this agreement.

1. Scope of Work

The Company will provide photography and/or video services as outlined for the Project. The scope includes the general type of coverage requested (such as event coverage, brand content, portraits, or promotional media), but does not guarantee specific shots, moments, or outcomes unless explicitly stated in writing.

The scope of work is limited to what is reasonably achievable within the agreed timeframe, environment, and conditions present during the Project.

Any services not explicitly included, such as additional coverage time, additional deliverables, extended editing, or new creative requests, are considered outside the scope of this agreement and may require additional fees or a separate agreement.

1. Deliverables

The Company will deliver a curated selection of edited photographs and/or video content based on the scope and nature of the Project.

Typical delivery ranges include:

Photography: Approximately 40–120 edited images for events or extended coverage; 10–40 edited images for shorter sessions, portraits, or brand content.

Video: One or more edited videos typically ranging from 15 seconds to 3 minutes, depending on the Project, with optional shorter cuts or clips when agreed to in advance.

Final delivery counts may vary based on coverage duration, conditions on the day of the Project, creative judgment, and overall quality standards. The Company prioritizes quality, storytelling, and usefulness over raw quantity.

Unedited files, including RAW photos, unedited video footage, or project files, are not included unless explicitly agreed to in writing.

Final deliverables will be provided via a private online gallery or digital download unless otherwise specified.

1. Creative Direction & Editing Authority

The Company retains creative control over how the Project is captured, edited, and delivered, including decisions related to composition, lighting, color, pacing, and overall style.

The Client is granted one (1) included revision round, provided the request is submitted within seven (7) days of delivery.

This revision round is limited to reasonable refinements such as color and exposure adjustments, minor cropping, or light trimming and pacing adjustments for video.

Revisions do not include new creative direction, stylistic overhauls, additional deliverables, replication of third-party styles, or changes based on opinions or references not previously discussed.

Additional revisions may be declined or quoted at the Company’s discretion.

1. Usage Rights & Licensing

The Company retains full copyright ownership of all photographs and video created for the Project.

Upon full payment, the Client is granted a non-exclusive, perpetual license to use the delivered content for their own marketing, promotion, and communication purposes, including websites, social media, email marketing, print materials, and signage.

The Client may not sell, sublicense, or transfer the content to third parties without written permission from the Company.

The content may not be altered beyond basic cropping, resizing, or formatting without the Company’s written consent.

Credit to (Your Company Name) is required when reasonably possible, such as on websites, print materials, and formal digital marketing. Credit is not required where impractical due to platform limitations, but is always appreciated.

The Company retains the right to use the content for portfolio display, marketing, social media, website use, and promotional purposes.

1. Payment Terms

Payment terms are defined by the issued invoice.

Unless otherwise stated in writing, payment is due within fifteen (15) days of delivery of the final images and/or video.

Usage rights under this agreement become active only after full payment has been received. Until payment is received in full, delivered content may not be used, published, or distributed.

Failure to remit payment within the stated timeframe may result in suspension of usage rights or future services until the account is brought current.

1. Minors & Media Consent

If minors (individuals under 18) are present during the photography or video coverage, the Client acknowledges that minors may appear in captured media both incidentally (as part of the environment) and intentionally (such as participation in activities or demonstrations).

The Client confirms that any required parental or guardian permissions for photography or video capture have been obtained or properly communicated to attendees.

The Company is not responsible for collecting individual model releases or consent forms unless explicitly agreed to in writing prior to the Project.

1. Cancellations, Reschedules, & Weather

The Client may cancel or reschedule the Project at any time. Advance notice of 48–72 hours is appreciated when possible, but is not required.

The Company will make reasonable efforts to accommodate rescheduling when availability allows.

For outdoor or weather-dependent Projects, both parties agree to communicate in good faith to determine whether conditions are suitable or whether rescheduling is appropriate. The Company is not responsible for weather conditions or environmental factors beyond its control.

If a Project is cancelled or rescheduled on short notice and the Company has already incurred non-recoverable expenses or turned away other work, the Company may invoice for those costs if applicable.

1. Client Responsibilities

To support a successful Project, the Client agrees to:

Provide timely access to agreed locations, subjects, and spaces.

Obtain any necessary permissions, releases, or approvals unless otherwise agreed in writing.

Designate a primary point of contact when possible.

Communicate priorities or must-have moments in advance when feasible.

Acknowledge that when the Client selects a venue, whether public or private, the Company is subject to venue rules, staff direction, permits, and local laws. Any restrictions imposed by the venue may impact coverage and do not constitute a failure of service.

Understand that lighting, weather, crowd size, venue restrictions, and environmental conditions may affect results and are outside the Company’s control.

Cooperate in good faith to allow the Company to work safely and professionally.

1. Limitations of Liability

The Company will take reasonable care in performing services but is not responsible for circumstances beyond its control, including equipment failure, environmental conditions, venue restrictions, or actions of third parties.

In the unlikely event that delivered content is lost, damaged, or unusable due to circumstances within the Company’s reasonable control, the Company’s liability is limited to a refund of fees paid for the affected portion of the Project.

The Company is not responsible for missed moments or reduced coverage caused by factors outside its control.

1. Professional Conduct & Communication

Both parties agree to communicate respectfully and professionally throughout the Project.

The Client agrees to provide a primary point of contact to minimize confusion. Feedback and requests should flow through that contact when possible.

The Company will not be required to work in unsafe, unlawful, or hostile conditions, or to disregard venue rules, staff direction, or applicable laws.

Concerns will be addressed in good faith with the goal of clarity and mutual respect.

1. Termination / No-Fit Clause

Either party may terminate this agreement if it becomes clear that the Project is no longer a good fit or that expectations cannot be reasonably aligned.

If termination occurs after work has begun, the Client agrees to compensate the Company for services already performed and any non-recoverable expenses incurred up to the date of termination.

The Company may terminate the agreement if the Project falls outside its professional lane, capacity, or scope, and will not be obligated to complete work that is no longer aligned.

Termination does not waive payment obligations for completed work, nor does it transfer usage rights for unpaid deliverables.

1. Legal Terms

This agreement is governed by the laws of the state or jurisdiction in which the Company operates.

This agreement, together with any associated invoice or written confirmation, constitutes the entire agreement between the parties.

Any amendments must be made in writing and agreed to by both parties.

If any provision is found unenforceable, the remaining provisions remain in effect.

Acceptance of Terms

By booking services, approving an invoice, or continuing to work with (Your Company Name), the Client acknowledges that they have read, understood, and agree to the terms and conditions outlined in this agreement.