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FORUMS Post Processing, Marketing & Presenting Photos The Business of Photography 
Thread started 12 Apr 2015 (Sunday) 15:49
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How Do I properly Accept a 50% Deposit for Scheduling a Future Shoot?

 
MaggyDay
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Post edited over 3 years ago by MaggyDay.
     
Apr 12, 2015 15:49 |  #1

Until now, I have always accepted full payment for sessions the day of the session, usually after the photos were taken. I am in the process of scheduling a maternity session and a newborn session in advance for the same client. She is paying me 50% of both sessions right now. Then, the other half of each session the day it is held. She asked if there is a receipt or or contract I can send after she makes the payment and I said "absolutely!" but..I really am not sure what I need to send her! Any help would be very appreciated.




  
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the ­ flying ­ moose
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Apr 12, 2015 16:37 |  #2

MaggyDay wrote in post #17514471 (external link)
Until now, I have always accepted full payment for sessions the day of the session, usually after the photos were taken. I am in the process of scheduling a maternity session and a newborn session in advance for the same client. She is paying me 50% of both sessions right now. Then, the other half of each session the day it is held. She asked if there is a receipt or or contract I can send after she makes the payment and I said "absolutely!" but..I really am not sure what I need to send her! Any help would be very appreciated.

Well the contract should already be signed before money exchanges hands. You could give her an invoice that lists the amount of the session, the amount she has paid as a deposit and a balance owning.




  
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aaronhentges
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Apr 12, 2015 16:44 |  #3

You can use an app I use for my iPhone called. Photographers contract maker
It's awesome totally customizable, sign and send contacts via email and then can be printed.


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Post edited over 3 years ago by Wilt. (2 edits in all)
     
Apr 12, 2015 19:05 |  #4

You do not necessarily need to use a 'contract' form per se. You can provide a handwritten receipt of cash payment, specifying the client's name and your business name, the date, how much money was exchanged, and a description like
"down payment of 50% for (description of job to be completed, and the probable completion date)", which protects you both in the event of some dispute.


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Apr 12, 2015 21:27 |  #5
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Wilt wrote in post #17514728 (external link)
You do not necessarily need to use a 'contract' form per se. You can provide a handwritten receipt of cash payment, specifying the client's name and your business name, the date, how much money was exchanged, and a description like
"down payment of 50% for (description of job to be completed, and the probable completion date)", which protects you both in the event of some dispute.

This.

You could also buy receipts blocks at your local Staples.


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Apr 13, 2015 10:22 |  #6

I use PayPal for all deposits for first time clients before confirming schedule. It creates a receipt, notifies me by email whenever payment is made, takes almost no time, and eliminates fraud or check issues.


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MaggyDay
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Apr 13, 2015 22:42 as a reply to  @ sspellman's post |  #7

Thank you! That is what I did! :)




  
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Apr 24, 2015 02:34 |  #8

In my contract, it's stated that the 50 percent deposit is due upon return of the signed contract and not until I have that plus the money, is the date locked in. I also prefer paypal, for the same reasons as the other poster. A check is a last resort IMO. Most people have paypal and if they don't, they can get cash at the bank.


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Apr 24, 2015 03:32 |  #9

Many people view paypal as a safe way to receive money, The client can dispute the payment with paypal and request them to issue a refund. Which PP are all to happy to do. Having had it happen to me I'd almost prefer a cheque but for the hassle of having to cash it and wait five days for it to clear.

My invoices state the total amount, whether a retainer/deposit is paid and the balance due by date.


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Apr 24, 2015 17:19 |  #10

I do not use the phrase "deposit" because the client may interpret it as refundable if they change their mind. I call it a retainer so I can put them on my schedule. You need to send them an estimate which states what they will receive and how payment will be made. I will offer a 5% discount if the client pays in full in advance but I'm working with large companies and that 5% can be $1K and they often take advantage of it. Your paperwork is a reflection of how you run your business and it's how you maintain cash flow. If your paperwork is not in order, you will be chasing invoices rather than being productive.


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Apr 24, 2015 19:13 as a reply to  @ tcphoto1's post |  #11

In my contract it is stipulated that this deposit is non-refundable. Even in the event of a cancellation of the wedding. Retainer might be more apt, but the same principle applies; if they change their mind, that money is gone, regardless.


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Post edited over 3 years ago by Dan Marchant.
     
Apr 24, 2015 21:58 |  #12

(Subject to differences in local laws, obviously) It doesn't matter what you call it or if you say it is non-refundable. Courts can and do side with clients and require Deposits/Retainers to be refunded unless you have specific language in the contract. Put simply, when you contract to supply a service, money isn't due until you actually supply the service. So, if the client cancels in advance and the service isn't performed you can't keep the money.

The contract needs to be clear that the deposit/retainer is to cover losses incurred and isn't a penalty charge for cancellation.
A couple of blog posts on the subject....
http://www.legalphotop​ro.com …-l-law-for-photographers/ (external link)
http://weddingindustry​law.com …osits-contract-cancelled/ (external link)


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May 13, 2015 00:22 as a reply to  @ Dan Marchant's post |  #13

Im not in business, but those were good reads! Hopefully someday (Maybe after I retire from my still unfolding career) I will be able to use these!

Thanks for sharing


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May 19, 2015 14:56 |  #14

Last couple are exactly true. A deposit/retainer is a prepayment on products or services. If never actioned you can only keep funds for actual damages.

Call it something else and you have a fighting chance. Call it a booking fee.


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fontanka
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Jul 17, 2015 16:53 |  #15

Two Hot Shoes wrote in post #17530405 (external link)
Many people view paypal as a safe way to receive money, The client can dispute the payment with paypal and request them to issue a refund. Which PP are all to happy to do. Having had it happen to me I'd almost prefer a cheque but for the hassle of having to cash it and wait five days for it to clear.

My invoices state the total amount, whether a retainer/deposit is paid and the balance due by date.

100% agreed.


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www.facebook.com/AnnaM​uhhinaPhotography (external link)

  
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How Do I properly Accept a 50% Deposit for Scheduling a Future Shoot?
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