Wedding photography inquiry form
A wedding inquiry form has two jobs: check the date is free, and find out fast whether the couple's expectations and budget are in the same room. Warmth matters here more than in any other intake form — people are planning the biggest day of their year.
Free to copy and use. Nothing to download, no email required. Replace anything in [SQUARE BRACKETS] with your own details.
Date and venue first, everything else after
Half of all inquiries are for dates you cannot take. Put the date, venue, and coverage hours in the first three fields so you can answer within an hour, which is what couples remember. Nothing loses a booking faster than a four-day silence while someone else replied the same morning.
Ask about the day's shape, not just the deliverables
Getting-ready locations, travel time between venues, ceremony start, golden hour, and whether there is a first look are what actually determine how many hours you need and whether you need a second shooter. Ask for the running order even if it is provisional, and you will quote the right coverage rather than the coverage they guessed at.
The family formals question saves the day
Ask now for a list of the group shots that matter and who will call the names. Thirty minutes disappears instantly when nobody can find the great-aunt. It also surfaces family situations you would want to know about in advance — divorced parents, an ill relative, a stepfamily — and handling those gracefully is a large part of the job.
The intake form template
Copy the whole thing, or select the parts you need. The numbers and dates are examples — change them to yours before sending anything.
Wedding photography inquiry form
WEDDING PHOTOGRAPHY — INQUIRY FORM
Congratulations. A few questions so I can check availability and send
you a real quote rather than a brochure. It takes about [10] minutes and
I reply to every inquiry within [1] business day.
— THE ESSENTIALS —
1. Your names, and how you would like me to address you
[ ]
2. Wedding date [ ]
Is the date confirmed with the venue? ( ) Yes ( ) Provisional
3. Venue(s) and town
Getting ready: [ ]
Ceremony: [ ]
Reception: [ ]
4. Roughly how many hours of coverage are you imagining?
( ) [4] hours — ceremony and formals
( ) [8] hours — preparation through to first dance
( ) [10] hours — full day
( ) Not sure — please advise based on the timeline below
5. Approximate guest count [ ]
6. Best email and phone, and the best time to call
[ ]
— THE DAY —
7. Provisional running order — approximate times are fine.
Getting ready starts: [ ]
Ceremony: [ ]
Group photos: [ ]
Reception / meal: [ ]
Speeches: [ ]
First dance / evening: [ ]
Sunset that day is around [ ] — I will suggest a short couple
session near then if the light is good.
8. Is there a first look, or will you see each other for the first time
at the ceremony?
( ) First look ( ) At the ceremony ( ) Undecided
9. How far apart are the venues, and how are people travelling between
them?
[ ]
10. Are there any restrictions on photography at the ceremony? Some
venues and officiants limit movement, flash, or positions.
[ ]
11. Is there anything about the day I should know in advance — cultural
or religious traditions, a surprise you are planning, an accessible
route someone needs, a family situation to handle sensitively?
[ ]
— WHAT MATTERS TO YOU —
12. In three words, what should the photos feel like?
[ ] [ ] [ ]
13. Which do you care about more?
( ) Candid, documentary, mostly unposed
( ) Directed portraits with strong light and composition
( ) An even mix
14. List the group photos that genuinely matter. Please keep it to
around [8] groupings — each one takes about [3] minutes on the day.
[ ]
[ ]
15. Who will call people for the group photos? A confident friend or
family member who knows everyone is worth more than any equipment
I own.
Name: [ ]
16. Are there any must-have shots? A ring, a dress detail, a photograph
of someone who has passed, a location that means something.
[ ]
17. Is there anyone who should NOT be photographed, or any image that
must not be shared publicly?
[ ]
— PRACTICALITIES —
18. Would you like a second shooter? A second photographer covers both
getting-ready locations and gives two angles at the ceremony.
( ) Yes ( ) No ( ) Advise me
19. Which deliverables are you interested in?
( ) Online gallery with high-resolution downloads (always included)
( ) Printed album — [size, page count]
( ) Parent albums
( ) Wall prints
( ) Engagement or pre-wedding session
( ) Rehearsal dinner or day-after coverage
20. Your other confirmed vendors — planner, videographer, florist,
venue coordinator. I will coordinate with them directly.
[ ]
21. What is your photography budget?
( ) $[1,500]–$[2,500] ( ) $[2,500]–$[4,000]
( ) $[4,000]–$[6,000] ( ) Over $[6,000]
( ) Not sure yet — please send your packages
22. Would you be comfortable with your photographs appearing on my
website and social media? A "no" is completely fine and never
affects the price or the coverage.
( ) Yes, happily ( ) Yes, but not [ ]
( ) No, please keep them private
23. How did you find me?
[ ]
24. Anything else you want me to know?
[ ]
—
What happens next: I will confirm availability for your date and send a
quote with coverage options, deliverables, and my booking terms. If you
would like to talk it through first, say so and I will send some times.
A date is only held once the retainer and signed agreement are in.
[Your name] · [you@yourstudio.com] · [yourstudio.com]This is a practical starting point rather than legal advice. Terms like late fees and payment periods are regulated differently depending on where you and your client are, so check anything you plan to enforce.
Send it as an intake link from PaloWorks
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