Delivery Email Template for Finished Photos

A good delivery email is short, clear and complete. It tells the client what they are getting, how to download it, how long the link works and what happens next. Below is a template you can copy, and notes on how to adapt it.

Send it from a name the client recognises, with a subject line that makes it easy to find later.

What to include

Every delivery email should answer the questions clients will otherwise send you.

• What is in the gallery: number of images, any black and white selection, any extras such as a teaser video.
• How to open it: the link and the password.
• How to download: a button name or location, and a note on file size.
• How long it stays online: the expiry date.
• What the files are for: personal use, printing, social sharing. Link to or summarise your licence.
• What to do next: order prints, order an album, send corrections.
• How to contact you if something does not work.

Keep it to one screen if you can. Put the link near the top. Many clients will read the first few lines and click.

Check your own wording on usage rights with a local adviser, since copyright and licence rules differ by country.

Download help

Download problems are the most common reason for follow-up emails. Cut them off with a few lines.

• Tell clients to download on a computer with a stable connection if possible.
• Say how large the download is, for example "about 2 GB", so they are not surprised.
• Remind them to save the files to two places: a computer or hard drive, and cloud storage.
• Explain the difference between web-size and full-size files, if both are offered.
• Mention that phones may show images at low quality when previewing, and that the downloaded files are full quality.
• Tell them how to open a zip file, in one sentence.

For help with sizes and what to give clients, see export sizes for web, social and print.

Template

Copy, then change the details. This is an example, not legal advice.

Subject: Your photos are ready, [Client names] Hi [Name], Your photos from [event/session] are ready. It was a pleasure photographing you. Your gallery: [link] Password: [password] What's inside: - [number] edited images in full resolution - [number] in black and white - A folder of web-size images for sharing online How to download: open the gallery, choose "Download all" and pick full size. The download is about [size], so use Wi-Fi if you can. Please save a copy to a hard drive and a second to cloud storage. Your gallery stays online until [date]. Sharing: you are welcome to share the web-size images with family and friends and to print them for personal use. If you post them online, a credit to us is always appreciated. Please don't share the main gallery password publicly. Prints and albums: you can order prints and albums through us. Our price list is attached, and I'm happy to help you choose. If anything is missing or doesn't open, reply to this email and we'll sort it out within a couple of working days. Thank you again, [Studio name]

Adjust the tone to match your studio. A relaxed message for family sessions, a more formal one for corporate work.

Next steps

Delivery is a good moment to guide the client, because they are happy and paying attention. Pick one or two next steps, not five.

• Prints and albums: attach or link a price list. See print ordering for a simple process.
• Corrections: say how to report a problem, for example a list of file numbers within 14 days.
• Reviews: a gentle request for a review a week or two after delivery works better than asking in the first email.
• Referrals: one sentence if you take referrals. Not a hard sell.
• Rebooking: for annual sessions or anniversaries, mention when you will be in touch.

Do not overload the delivery email. The main goal is for the client to open the link and download their photos.

Follow-up

Plan follow-ups so you are not relying on memory.

1. Day 1 to 3: a short message asking whether everything opened and downloaded. This catches problems early.
2. Week 2: a friendly note asking for their favourites or a review, if they seem happy.
3. Before expiry: a reminder with the date and a link to download again.
4. After expiry: a note about how to request an archived gallery, if you offer that.

Example check-in:

Hi [Name], just checking everything opened well and you've saved your photos. If you'd like to see any of them printed, I'm happy to help. (Example wording.)

If you use ClickBook, the delivered stage in the edit queue marks a job as finished, and follow-up tasks can sit with the project so they are not forgotten. A demo shows the stages. Linking your delivery to your turnaround promises keeps the dates in the email honest.

Clients who hear from you promptly at the start, as in a good inquiry response, usually expect the same clarity at the end. Local search visibility also benefits from happy clients, which ties into local SEO for photographers.

Mistakes to avoid

• Sending large attachments instead of a link.
• Forgetting the expiry date.
• Not saying whether sharing is allowed.
• Sending without checking the link on a phone.
• Burying the link under three paragraphs.

Frequently asked questions

Should I send photos by email attachment?

Usually not. Large files get blocked or compressed. Send a link to a private gallery or download page and explain how to use it.

What should a delivery email include?

What is in the gallery, how to download, how long it stays online, how to share with guests, and what to do about prints, albums or corrections.

When should I follow up after delivery?

A short check-in a few days later is common, and another before the gallery expires. A request for a review fits after the client has enjoyed the photos.

Can I send the delivery email before payment is complete?

Most photographers deliver after the final payment is received. Say so in your contract so it is not a surprise.