STUDIO GUIDE
Photography client questionnaire: what to ask before every portrait session
A client questionnaire is a short form clients fill in after booking, so you arrive knowing who is coming, what matters to them and anything that could change how the session runs. Keep it to about 8 to 12 questions, send it one to two weeks before the session, and tailor a few questions to the session type. Below are core questions for every client, sets for newborn, family, pet, kids and boudoir sessions, and the consent questions to keep separate. Copy them and adapt the wording to your studio.
By the Allio team. Updated 22 October 2026.
Why use a questionnaire
- Better sessions. You know the children’s ages, the dog’s quirks or the outfit plan before you arrive.
- Fewer surprises. Allergies, mobility needs, nerves and a grandparent who wants to join are all easier to plan for in advance.
- Better sales. Knowing where they want to hang a print, or that they want an album, shapes what you shoot and show.
- Clients feel looked after. A thoughtful form tells them the session is about them.
When to send it, and how long to make it
Send it after the booking is confirmed and the deposit is paid, about one to two weeks before the session, so answers are fresh. For newborn sessions, send part before birth and a short update after baby arrives.
Keep it short. Use tick boxes and short answers where you can, make only the essentials required, and put the most important questions first. A form that takes five minutes gets finished.
Core questions for every client
- Who will be in the photos? Names and ages of children.
- Best phone number for the session day.
- What made you choose us, and how did you hear about us?
- What would make these photos perfect for you?
- Are there any photos you definitely want? (For example, one with Grandma, or each child on their own.)
- Where do you imagine displaying them? (Wall, album, gifts, digital only.)
- Is there anything we should know to make everyone comfortable? (Optional. For example nerves, mobility, sensory needs or allergies. Share only what you’re happy to.)
- Anything else you’d like us to know?
Newborn questions
- Due date, and baby’s name if you’d like to share it
- Will siblings or pets be included?
- Colours or styles you love, or would rather avoid
- Anything we should know to keep baby comfortable (feeding times, how baby likes to settle)
- Any family items you’d like included, such as a blanket or toy
- After birth: baby’s birth date, and how parents are feeling about the session day
Ask only what you need. Parents don’t need to share medical details, and you shouldn’t ask for more than you’ll use.
Family questions
- Ages and personalities: who is shy, who loves the camera?
- Outfit plan, or would you like our what to wear guide?
- Any groupings you want: grandparents, cousins, couples, each child alone
- Will a pet join? If so, who will look after them between shots?
- The best time of day for the kids
Pet questions
- Pet’s name, breed and age
- Temperament with new people, other dogs and noises
- Any reactivity, fears or health issues we should plan around
- Favourite treats and toys, and any food allergies
- Recall and lead: will they come when called, and is off-lead safe?
- Will the owners be in some photos?
Kids and cake smash questions
- Child’s age and birthday
- Nap and meal times, so we can plan around them
- Favourite things, characters or colours
- For cake smash: any food allergies or dietary needs for the cake
- Will siblings or parents join any photos?
Boudoir questions
Keep the tone warm and the questions optional. Clients should only share what they’re comfortable with.
- What would you like to feel when you see your photos?
- Is this a gift, a celebration, or just for you?
- Any areas you’d like to highlight, or would prefer we avoid
- Outfits you’re thinking of bringing
- Would you like hair and makeup arranged?
- Is there anything that would make you feel more comfortable on the day?
Store these answers securely and only share them with the people working on the session.
A short version for mini sessions
Mini sessions are short, so the questionnaire should be too. Four questions are usually enough:
- Who will be in the photos? Names and ages.
- Is there one photo you’d love most?
- Anything we should know to make everyone comfortable?
- Best phone number on the day.
Add the consent tick boxes underneath, and keep everything else for full sessions.
Turn the answers into a shot list
Before the session, turn the answers into a short plan you can glance at on the day:
Fictional example. The names, dates and studio are made up. Replace the [brackets] with your own details.
The Nguyen family, Saturday 9:20. Two kids, Mia (6, loves the camera) and Leo (3, shy, likes trucks). Must-haves: one of Grandma with both kids; each child alone. Display: a large print above the couch, so include landscape frames. Plan around: Leo naps at 12. Bring: a toy truck.
Five lines like this make the session calmer and the viewing easier.
Keep consent questions separate
Some questions are permissions, not preferences. Make each one its own unticked box, never required to submit the form:
- [ ] “You may use some of my images on your website and social media.” (Consider separate boxes for each.)
- [ ] “You may text me about my session.” (US studios: see texting verification for opt-in wording.)
- [ ] “You may email me news about future sessions and offers. I can unsubscribe at any time.” (Ask separately before sending marketing texts.)
This is general information, not legal advice. Check the consent and privacy rules where you work.
For boudoir, newborn and children’s images, many studios ask in writing for each image before sharing it, even with a tick.
Privacy: ask less, store it safely
- Only ask what you’ll use for the session
- Keep answers on the client’s record, not in personal email or paper notes
- Limit who can see them
- Delete what you no longer need
Privacy rules differ between countries and states, so check what applies where you work.
Use the answers
Read the answers the day before, and note the key points: names, the must-have shots, anything to plan around. Mention one detail in your reminder message, such as “Can’t wait to meet Biscuit on Saturday!”, so the client knows you read it. After the session, the answers about where they’ll display photos help you prepare the viewing.
Where Allio fits: In Allio you build questionnaires in the form builder. You can send the questionnaire automatically after a booking with a workflow, and their answers are saved to their contact. See features.
Client questionnaire questions
What should be in a photography client questionnaire?
Who is coming, what would make the photos perfect, must-have shots, where they’ll display them, anything to plan around, and a few questions for the session type. Keep consent questions separate.
When should I send a client questionnaire?
After the booking is confirmed, about one to two weeks before the session. For newborn sessions, send part before birth and a short update after.
How long should a client questionnaire be?
About 8 to 12 questions, taking around five minutes. Make only the essentials required.
Should I ask for permission to use images in the questionnaire?
You can, but keep it as a separate, unticked box that isn’t required to submit the form. Many studios ask again before sharing specific newborn, children’s or boudoir images.
Is this template legal advice?
No. It’s a starting point. Have consent and privacy wording checked for where you work.
Should newborn parents fill in the questionnaire before or after birth?
Both, briefly. Send the main questions in pregnancy, while parents have time, then a two or three question update after baby arrives, with the birth date and anything that has changed.
Send the right questionnaire after every booking.
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