As a professional photographer, your skills behind the lens are obviously a key selling point. However, to run a successful business, you also need to master the art of sales. This involves more than just closing a deal; it’s about guiding your potential clients through a journey that begins the moment they discover your work and continues even after you’ve delivered their portraits.
In this section, we’ll walk you through each step of this journey, from the initial inquiry to the final follow-up after delivering the images. We’ll provide you with practical tips and strategies to handle each interaction professionally, build strong relationships with your clients, and ensure they are not only satisfied but also eager to refer you to others.
Steps in the Sales Process
After you’re initially contacted by a potential client, you’ll want to reach out to them. Below are some of the steps you might take along the process of booking and working with a client.
- Acknowledge the Inquiry: Send an immediate automated response when a potential client fills out a form on your website. This email should thank them for their interest and inform them of when they can expect a more detailed response.
- Make Initial Contact: Within 24 hours, reach out to the potential client with a personalized response. This could be via email or phone call. Provide more information about your services, discuss their needs, and answer any questions they may have. Depending on the situation, a phone call may result in a booking.
- Arrange a Consultation: If the client is interested in proceeding, arrange a consultation. This could be a phone call, a video call, or an in-person meeting. The consultation is your opportunity to discuss the client’s vision for the session, your style and approach, pricing and packages, and any other details. If the client is ready to proceed, you can move directly to booking the session.
- Confirm the Booking: If the client agrees to the session details during the consultation, ask them to sign a contract and pay a retainer to secure the booking (the client should receive a receipt for the payment). This not only secures the client’s commitment but also protects you in case the client cancels. Then, send a booking confirmation, which includes the details of the session, what the client can expect next, and tips for preparing for the session.
- Maintain Pre-Session Communication: Leading up to the session, maintain communication with the client. This could include sending reminders, checking in to see if there are any changes or special requests, and providing guidance on what to wear or bring to the session.
- Conduct the Portrait Session: Conduct the portrait session as per the agreed-upon details. Ensure the client is comfortable and satisfied with the process.
- Follow Up After the Session: After the session, send a thank you message to the client and inform them of when and how they can view proofs/previews and when they will receive their images after ordering. Provide information about ordering prints, albums, or other products, if applicable.
- Deliver the Images: Deliver the final images in the agreed-upon format and within the specified timeframe. You may also request a review or testimonial from the client, which can be used for marketing purposes.
- Follow Up After Delivery: After the delivery of images, follow up to ensure the client is happy with the images and the service you provided. This is also an opportunity to ask for referrals and discuss potential future bookings.
Every interaction with the client is an opportunity to provide excellent customer service and build a lasting relationship. Your goal is not just to secure a booking, but to create a satisfied client who will return for future sessions and refer others to you. Handling transactions professionally is key to running a successful portrait photography business. From the initial consultation to the final follow-up, each step should be handled with the client’s satisfaction in mind.
BONUS DOWNLOAD: Client Onboarding
Track your client onboarding process with this checklist. Whether you’re integrating it into a CRM system or utilizing it as a Google Sheets document, this checklist ensures that important parts of your client’s journey won’t fall through the cracks. From initial consultations to session bookings, and from invoicing to post session thank-you emails, this tool covers all essential touchpoints and ensures consistent communication and a professional experience for your clients at every stage. Download and print it out (PDF, pages: 3).