A pretty difficult subject for people to get their head around being a wedding photographer is the simple question of being paid. You see many wedding photographers do it for the love of the art not for the money. This means that they probably don't have an airtight contract or terms and conditions to start with which means they have no way to ensuring they get paid other than withholding photographs from a wedding.
This post is more for photographers than couples; but if you're a couple reading this then read on. It may just answer some questions as to why I or any other wedding photographer does what they do!
Receipts
First off make sure that you give a receipt to everyone that gives you money whether that be cash or cheque. If you're using PayPal you can sort of get around this, but I have started just e-mailing couples to say the payment has gone through anyway
You need receipts to check what has been paid and when and also I presume your accountant will want to look at these come tax time!
I use a cheap and cheerful receipt book from Staples. It even has that really old-fashioned blue 'carbon' paper in it!!
Contracts
Next up and the most important item is the contract. Go seek some legal advice and get one drawn up that covers you top to bottom, head to foot. I'm not saying people will deliberately try to shaft you (well, OK I am - some people are just like that.) but a contract tells the world and you clients that you are a professional and you mean business. It's telling them that whilst you love you work you also want to be treated like a professional not some part-timer doing weddings for pocket-money. (And don't get me started on that just yet.)
Include in your contract areas for the couple to complete names, address, telephone numbers, wedding date, wedding venue etc. Make them fill it in. It is their wedding so it is their responsibility to get it right.
Think about copyright of your photos. Stick a section in their saying what they can and cannot do with any electronic images you give them. Tell them own owns the copyright - you!
If you use your images for marketing put a section in about that as well.
Think about the reproduction licenses if you sell electronic images or sell DVD's / CD's of your work for clients to print also. Make it crystal clear that they are not allowed to change, sell or do anything to your images without your written consent. Make sure that they no the penalty for non compliance will be breach of contract and your possible refusal to continue to work on their images. Set their expectations that you are a professional and you respect your work so they should as well.
Talk about price; what is included, what is not included, what travel charges you charge for (HMRC is at 0.45p per mile now by the way), bridge or road tolls etc. I even have a clause stating I will charge a little bit extra for sending images outside the UK.
Next big thing is being paid. What booking fee do you need to confirm the date, when you require full payment (I am 4 weeks before the wedding). Leave time for clearing cheques etc. State again that non-payment is a breach of contract and may result in non-attendance of your wedding.
Also think about having a cancellation term my the contract just to make sure.
Get both parties to sign and date the contract.
Being Paid
I use online payment merchant as my payment preference; I live miles from my nearest bank so getting a cheque in the post means about 60+ minutes of time and 25 miles of travel just to put it into my bank.
Using an online payment service also means I can use their great Merchant Services and set up invoices to send out to clients. I also print a copy of the invoice for my client records; or as in one case this week to post a copy of the invoice to a client who for some reason had not had the electronic invoice via e-mail.
If the couple don't get the invoice always follow it up with a paper copy sent recorded delivery - get a signature as proof of receipt. Follow this up with any Facebook contacts etc that you may have with the client.
I try to avoid telephone calls unless really required - I think it's a bit like trying to be the 'debt collector big man' approach.
Think carefully how you would feel if the clients don't pay on time. How will it affect your relationship with them; how will it affect your relationship with your mortgage company?!
Most photographers are happy to talk about costs / payment with clients but you should do this before the payment deadline not after it.
Not paying isn't nice and sours what should be a great relationship.
Your contract should have something along the lines of:
Payment for any outstanding balance is due no later that four (4) weeks prior to the contracted date and is specified in your contract summary. You MUST allow for sufficient time cheque clearance. Non receipt of the full balance by the due date will be deemed a cancellation of the contract by the wedding clients/s.
No payment means either you don't turn up to photograph the wedding and you take a day off or you do turn up and the clients don't get anything until you have paid the balance.
Cancelled Contracts
It happens so it is best to have something in your contract such as a break off clause to handle this.
Think about the extra administration you may have to do; think about the income you may have lost out on.
Summary
So to sum up; if the couple don't pay up you don't have to turn up. If you do turn up you can still claim the balance of your payment or withhold photographs.
Get a contract professionally written
Make sure you keep records of e-mails, Facebook conversations and telephone calls etc
Make sure you chase up the clients to let them know about non payment
Remember - The client isn't always right. Stick to your guns and get your own legal advice if you think you are in the right.
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