Free resource
Retainer policy template for photographers
Clear terms, agreed before the date is booked, are what let you say “the gallery goes out once the balance is in” without an awkward conversation. Copy this, change the [brackets] to how you work, and send it with every retainer invoice.
Plain text: paste it anywhere, then fill in the [brackets]
RETAINER AND PAYMENT POLICY – [YOUR BUSINESS NAME] 1. Booking and retainer Your date is reserved once we've both signed the agreement and your retainer of [30]% of the total is paid. Until then, the date is still available to other clients. 2. The retainer is non-refundable The retainer reserves your date and covers the time and planning that go into your session, and the other work we turn down for it. It is non-refundable, including if you cancel or change your date, except as set out in section 5. 3. Balance The remaining balance is due [14 days before your session / before your gallery is delivered]. We'll send an invoice with the amount and how to pay. Final images are delivered once the balance is paid in full. 4. How to pay You can pay by [Venmo @your-business / Zelle your@email / Cash App $YourBusiness / card at the link on your invoice / check payable to your legal name]. Please put your invoice number in the memo so we can match your payment. 5. Changes and cancellations - Rescheduling: if you need to move your date, we'll do our best to find a new one within [12 months]. Your retainer carries over once. - If you cancel: the retainer is kept. Any amount paid beyond it is refunded [in full if you cancel more than 60 days before the date / less any costs already incurred]. - If we have to cancel: you'll get a full refund of everything you've paid, including the retainer, and we'll help you find another photographer. 6. Late payments If the balance is more than [7] days late, we'll remind you, and delivery of your images waits until it's paid. [Optional: a late fee of $[amount] applies after [14] days, where permitted.] 7. Sales tax [If you charge sales tax: Sales tax of [rate]% is added to taxable items and shown on your invoice.] Signed: ____________________ Date: __________
This is a starting point, not legal advice. Rules on non-refundable retainers, late fees and cancellations vary by state; have it checked by a lawyer where you work before you rely on it, and keep it consistent with your contract.
How to make your terms stick
- Get them agreed before the date is booked. Terms sent after the retainer is paid are an argument waiting to happen.
- Call it a retainer, and say what it covers: reserving the date and the work you turn down for it.
- Put the same terms on every retainer invoice. Consistency is what makes them feel fair rather than personal.
- Deliver the gallery when the balance has arrived, not when a screenshot does.
Need the follow-up messages too? Use the free payment reminder messages.
Have clients accept your terms before they pay.
Your retainer terms go on the pay page. The client ticks to accept them, and you keep a timestamped record.