What a good quotation does
A quotation is often the first document a family compares across studios. It should answer every question they would otherwise ask on WhatsApp: which functions are covered, how many photographers, what is delivered, by when, and how payment works.
Clear quotations also protect you. When deliverables, dates and payment terms are written down and accepted, there is far less room for disputes after the wedding.
The format, section by section
Keep the sections in this order. Families read top to bottom and decide at the price summary.
- 1Studio headerStudio name and logo, phone, email, address, GSTIN if you are registered, the quotation number, its date and a “valid until” date.
- 2Client detailsThe couple's names, contact person, phone, email and city.
- 3Event scheduleEvery function on its own line (haldi, mehendi, sangeet, wedding, reception) with date, time and venue.
- 4Team and coveragePhotographers and videographers per function, hours of coverage, and extras such as a drone or live photo sharing for guests.
- 5DeliverablesApproximate number of edited photos, album details (sheets, size, type), videos (highlight film, full film), e-album, online gallery, and when each is delivered.
- 6Packages and add-onsOne or two packages with what each includes, and optional add-ons with their own prices: pre-wedding shoot, extra album copies, same-day edit.
- 7Price summarySubtotal, any discount, GST shown separately (only if you are GST-registered) and the total.
- 8Payment termsThe advance that blocks the date, the schedule for the rest, and how to pay (UPI ID or bank details).
- 9TermsRescheduling and cancellation, travel and stay outside your city, how long you keep raw files, and how you may use the photos in your portfolio.
- 10AcceptanceA line for the family to accept: a signature, or an online “Accept” button.
A sample quotation layout
Fill in your own packages and prices: this is the structure, not a price list.
| Item | What to write | Amount |
|---|---|---|
| Wedding day coverage | 2 photographers + 1 videographer, 10 hours | ₹ your price |
| Haldi and mehendi | 1 photographer, 4 hours each | ₹ your price |
| Reception | 2 photographers, 5 hours, live photo sharing for guests | ₹ your price |
| Album | 40 sheets, 12 × 36 inches, with a 3D e-album | ₹ your price |
| Films | Highlight film (4–5 minutes) and full film | ₹ your price |
| Subtotal / discount | Show any discount as its own line | ₹ |
| GST | Only if GST-registered, with your GSTIN | ₹ |
| Total | Advance to book: your % and due date | ₹ |
Mistakes that cost bookings
- 1Vague deliverables“Album included” invites arguments later. Write sheets, size and delivery time.
- 2No validity datePrices and dates move in the wedding season. A “valid until” date makes families decide.
- 3No payment scheduleSay how much is due when, and how to pay. Families plan their spending around it.
- 4GST confusionAdd GST only if you are registered, and show it on its own line with your GSTIN.
- 5A WhatsApp message instead of a documentA proper quotation looks more professional and is easier to compare, forward and accept.
Send quotations clients can accept online
Photomitra's studio software builds the quotation from packages you set up once. The family opens it on their phone and accepts online; the dates go on your calendar, and advances paid by UPI are recorded with a receipt.