Corporate Headshot Photography: Offers and Workflow
How to run a corporate headshots business: on-site days, per-person pricing, scheduling many people, retouching and delivery to a company.
In this article
A corporate headshots business runs on three things: a clear on-site day with fixed slots, a price that covers both the shoot and the editing for every person, and an organised handover to the company. Done well, one client can give you a full day of work, repeat bookings each time they hire, and referrals to other teams.
On-site days
Headshot days usually happen at the client's office, so you work with what the space offers. Visit or ask for photos beforehand.
Checklist for the site:
- A quiet room or corner with space for a backdrop, light and 2 to 3 metres to the subject.
- Power outlets and a place to put gear.
- A waiting area close by, so people arrive on time but do not crowd you.
- A named contact in the company who can chase late people.
- Parking or loading access if you carry stands.
Keep your setup simple and repeatable so the first and the fortieth person look consistent: one background, one light position, one lens. Mark the floor for the chair and camera. Shoot tethered if you can, so people can nod at the screen and move on.
Example schedule, to adapt: arrive 60 minutes before the first slot, set up and test; start at 9:30; 12 minutes per person, 4 people an hour, with a short break at midday; finish by 4:30. Around 28 people in a day is a realistic example, not a promise.
Per-person pricing
Companies think in headcount, so offer a price they can multiply. Common structures:
| Model | How it works | Suits |
|---|---|---|
| Day rate | Fixed fee for up to a set number of people | Large teams |
| Per person | Rate per headshot with a minimum | Small or uneven teams |
| Hybrid | Base fee plus a per-person rate | Travel or setup-heavy jobs |
Work out the cost of one person: your time on site per person, editing time per image, share of travel and setup, plus profit. A person who takes 12 minutes to photograph might need 5 minutes to edit, which is not obvious until you add it up.
Say what a person gets: one final retouched image, or two to three options, and in which sizes. Extra images are priced per image. State minimums, a late-cancellation fee, and what happens with no-shows on the day. These are matters for your agreement; ask a local adviser if you want the wording checked. If the company will use the photos publicly, see licensing and usage fees.
Scheduling people
Scheduling is where the day is won or lost. Ask the company to nominate one coordinator and to send a staff list early.
- Share a sign-up sheet with fixed slots, or have the coordinator assign them.
- Send reminders the day before with the room, time and a short brief on clothing: solid colours, no tiny patterns, bring a second option.
- Keep two spare slots per hour for late arrivals, so one delay does not push the whole day.
- Keep a printed list on site with names and spellings.
- Record who was shot, so you know whom to chase.
Add a catch-up slot at the end or a short second day for those absent. Decide beforehand whether you offer it and at what price.
Retouching
Agree a standard before the day. Light retouching often means exposure and colour correction, removing temporary blemishes and stray hairs, and consistent crops. Heavier work, such as reshaping or removing glasses glare in complex cases, is priced separately.
Use a batch workflow: choose the best frame per person, apply a base edit across the set, then adjust individually. Match crops and background tone so the team page looks like one set. If you hire editors, keep the style guide consistent; our post on consistent editing across a team covers it.
Be careful with requests to make someone look different. Aim for natural and flattering. Say what is out of scope in the agreement.
Delivery
Companies want tidy files: named by person, in the sizes needed, and sent once. Agree the file names (for example Firstname_Lastname), square and portrait crops for web and social, and one folder for the company.
Give each individual their own image, through a private link in your gallery tool, as people like to download theirs. Send the company the full folder. Keep backups of originals until the contract says you may remove them. Handle personal data carefully: names, faces and staff lists belong to the company's people, so share only with those who need them.
How ClickBook helps
A group booking has one client but many participants, plus a proposal, a contract and payments. ClickBook lets the company choose a package, sign and pay from one private link, with payment plans such as 50/50 or pay on delivery, and the shoot and edit deadlines sit in one project. See the demo.
Where to grow next
Headshot clients often need event photography, team photos and school-style sessions. For similar operational work, see school and sports photography, and for model-style portraits fashion and model photography.
Frequently asked questions
How should I price corporate headshots?
Many photographers use a day rate with a minimum number of people, or a per-person rate with a minimum booking. Price from your time on site, editing time and travel, then check against what local companies pay.
How long should each person's slot be?
Ten to fifteen minutes per person is common for simple headshots, with a few minutes of buffer per hour. Test your own pace with a few volunteers first.
Do I need a signed agreement with the company?
Yes. Cover the date, number of people, what each person receives, usage, retouching limits and payment. Check local rules with an adviser if unsure.
How should retouching be limited?
Offer a standard level of light retouching included, and price heavier work separately. Say what is included before the day.