The best shoots are planned before you arrive. A client who knows what to expect is ready on time, has the space looking its best and gets better photos, and that means happier clients, fewer reshoots and more referrals. This guide gives you checklists you can send, and shows how to send them with RebookMedia in seconds.
In this guide: when to send prep tips, a real estate checklist, a portrait and family checklist, an event checklist, and how to automate it.
When to send prep tips
- When they book: a short thank-you with what to expect and how to prepare.
- Two days before: a friendly reminder with the time, the address and the key checklist points.
- On the day: a quick message when you are on your way.
Real estate checklist
Send this to the agent or homeowner:
- Turn on every light and open the blinds.
- Clear kitchen and bathroom counters; hide soap, towels and bins.
- Make the beds and tidy every room.
- Move cars out of the driveway and away from the front of the house.
- Hide pet bowls, toys and personal photos.
- Turn off ceiling fans and TVs.
- Make sure we can get in: access code, lockbox or someone on site.
Portrait and family checklist
- Choose outfits that coordinate without matching exactly; avoid big logos and busy patterns.
- Bring a change of clothes and any props or meaningful items.
- Plan around naps and meals for young children.
- Arrive 10 minutes early to settle in.
- Tell me about anything you'd especially like captured.
Event checklist
- Share the schedule of the day and who's who: key family members, speakers or VIPs.
- Name a contact person on the day.
- Tell me about any rules at the venue (flash, restricted areas).
- List the must-have shots.
Send it with RebookMedia
- Save each checklist as a template, with tokens for the client's name and the project title, so it's personal without retyping (see Use templates for emails and contracts).
- Message your client from the project, or paste the checklist into your Inbox conversation (see Message clients in your Inbox).
- Add the checklist to your contract or booking terms for larger jobs, so it's agreed in advance.
- Add a to-do two days before each shoot to send the reminder (see Add and manage project to-dos).
Leave Send visit updates to the client ticked when you schedule a visit, so your client also gets the calendar invite with the time and address.
After the shoot
Tell your client when to expect their photos, deliver on time, and ask for a review once they have them. See Your workflow from booking to delivery.
Still stuck? Book a free 30-minute call with our support team and we will walk through it with you.