My Photography Workflow from Inquiry to Delivery

(A Behind-the-Scenes Look at The Freckled Iris Studio Process)

When I first started photographing families and weddings, my workflow looked… well, let’s just say “organized chaos.” I loved the creative side but dreaded the constant emailing, follow-ups, and trying to remember who had what gallery due when.

Over time — and through a whole lot of trial, error, and coffee — I built a streamlined system that makes my client experience smooth, professional, and consistent every single time.

Whether you’re a new photographer looking to create structure or an established one refining your systems, here’s a peek into my exact photography workflow from inquiry to gallery delivery at The Freckled Iris Studio.

🌿 Step 1: The Initial Inquiry

Every experience starts with a connection — and that begins the moment a potential client reaches out.

📨 My Process:

• Inquiry Form: Clients fill out a detailed form through my website. I use HoneyBook to collect key details like session type, preferred date, and location ideas.

• Immediate Response: As soon as they submit, they receive an automated post-submit message that thanks them and explains what happens next — a short, friendly paragraph that sets expectations.

• Manual Follow-Up: Within 24 hours, I send a personalized email introducing myself, linking to my Pricing Guide, and inviting them to schedule a consultation call.

💡 Pro Tip: Speed = trust. Clients love knowing you’re responsive and organized.

☕ Step 2: The Consultation Call

This is my favorite way to build connection.
The call is short (15–20 minutes), but it sets the tone for the entire experience.

I cover:

• Their vision, location ideas, and comfort level in front of the camera.

• What experience they’re hoping for (posed, candid, storytelling, etc.).

• The value behind the experience — not just the photos.

At the end, I summarize what we discussed, share my excitement, and let them know to expect a formal proposal within the day.

🪄 Selling tip: Talk less about logistics and more about emotion. Help them imagine the experience before it even begins.

🖋️ Step 3: Proposal, Contract, and Retainer

Right after the consultation, I send their custom proposal through HoneyBook — this includes:

• Their session date

• Package options

• Contract

• Payment details (retainer + final balance timeline)

Once they sign and pay, they receive an automated “Welcome + Next Steps” email.
This email includes:

• A thank-you message

• A link to their session questionnaire (wedding or portrait)

• A note about what to expect from me next (timeline, communication, and styling help)

🪄 Pro Tip: Automation doesn’t mean robotic. Keep your tone consistent — warm, personal, and aligned with your brand voice.

💌 Step 4: Questionnaires & Styling Assistance

Questionnaires are GOLD. They save time, show professionalism, and make clients feel seen.

What I include:

• Portrait clients: Family dynamics, favorite colors, preferred session vibe, any insecurities or must-have shots.

• Wedding clients: Timeline, lighting preferences, family group list, and vendor info.

Once they complete it, I send a Styling Guide PDF and offer personalized outfit advice.

This step has completely changed how relaxed and confident clients feel walking into their session.

📅 Step 5: Pre-Session Communication

Leading up to the session, I send scheduled check-ins (via HoneyBook automations):

• 60 days before: Gentle reminder + session prep tips.

• 30 days before: Confirm time, location, and styling assistance.

• 2 weeks before: Encourage excitement and remind them what to bring.

• 1 week before: Weather check + my cell number for easy communication.

• 2 days before: “See you soon!” text or email — warm and reassuring.

These little touchpoints make clients feel like you’re thinking of them every step of the way — and they drastically reduce last-minute questions or confusion.

📸 Step 6: The Session

My motto: “Keep it calm, keep it real, and keep it fun.”

I always:

• Arrive 15 minutes early to scout lighting and setup.

• Bring my client’s questionnaire notes to remember family names and important details.

• Start sessions with movement — walking, twirling, laughing — to loosen everyone up.

• Mix candid and posed shots while constantly encouraging interaction.

By focusing on connection first and technicals second, I get images that feel natural and emotionally rich.

💻 Step 7: The Editing Workflow

Editing can become a black hole if you don’t have structure — so here’s mine.

My editing process:

• Cull same-day or next morning while the session energy is fresh.

• Import into Lightroom Classic, apply my Freckled Iris preset base, and fine-tune exposure, skin tones, and warmth.

• Deliver a handful of sneak peeks within 48 hours (clients LOVE this).

• Edit full gallery within 2–3 weeks for portraits, 6–8 weeks for weddings.

I always back up files to two external hard drives and cloud storage before delivery. Never underestimate redundancy!

🪄 Pro Tip: The faster your turnaround, the higher your referral rate. Sneak peeks drive social buzz and anticipation.

📦 Step 8: Gallery Delivery

I deliver galleries via Unscripted, branded with my studio logo and clean layout.

The delivery email includes:

• A warm message celebrating the session

• Gallery access + download instructions

• Print store access (with curated product recommendations)

• A gentle reminder of my print packages and album add-ons

Because I believe photos deserve to live beyond a screen, I also include a short note about why professional printing matters — and offer a discounted print bundle for the first 14 days after gallery delivery.

This helps clients print their favorites while excitement is high (and subtly boosts revenue).

💌 Step 9: The Post-Session Follow-Up

About one week after delivery, I send a follow-up email thanking them again and inviting them to:

• Leave a review on Google

• Tag me when sharing photos on social media

• Join my client loyalty list for mini sessions and special offers

For weddings, I include a short questionnaire asking what part of their experience stood out most — it’s invaluable for improving my workflow and collecting future testimonials.

🪄 Pro Tip: Your workflow doesn’t end at delivery — it ends when the relationship is strengthened enough that they want to return.

🌸 Step 10: Nurturing Client Relationships

Once a year, I send a Client Appreciation Email — thanking everyone who’s booked with me and offering early access to seasonal minis or print sales (like your Black Friday Print Sale).

I also feature favorite sessions on my blog and tag clients when appropriate, giving them a little moment in the spotlight while reinforcing SEO and portfolio visibility.

Consistency builds loyalty. When clients feel remembered, they become lifelong advocates for your work.

🪄 Bonus: Systems That Make This All Possible

• CRM: HoneyBook — for proposals, contracts, payments, and automations.

• Gallery Delivery: Unscripted — clean, branded, and shoppable for prints.

• Client Communication: Gmail + HoneyBook templates (consistent tone + efficiency).

• Editing Workflow: Lightroom Classic + custom Freckled Iris preset.

• Organization: HoneyBook for tracking inquiries, active sessions, and post-delivery follow-ups.

🧩 Each system ties together to create a seamless client experience that feels high-touch — but runs efficiently behind the scenes.

💬 Final Thoughts

A refined workflow isn’t just about saving time — it’s about creating trust, consistency, and freedom.

When clients feel guided and cared for, they remember you.
When you know exactly what comes next, you avoid burnout and stay inspired.

I’ve spent years perfecting this balance between structure and soul — between running a business and serving people wholeheartedly. And that’s what I hope this inspires for you, too.

Because when your workflow supports your passion, you’re free to focus on what matters most: the art of storytelling through your lens.