Form templates / Photography & Video
School Photography Order Form
A school photography order form is filled in by a parent, often on a phone, against a deadline set by the school office. Child's name, class, package, done.
For photographers, videographers and studios.
The child's name and class are the whole index
School photography lives or dies on matching an order to the right child. Two children with the same first name in the same year, an order with no class, a sibling shot ordered under one name - each one becomes a phone call to a school office that doesn't want it.
So the name and class are both required here, along with a separate sibling section. It also asks about the group photo explicitly, because parents routinely assume it's included and then discover it wasn't.
Orders you don't have to decode
Orders taken by phone, text and social message all arrive in different shapes, and the missing detail is always the one you need to start. Then you're calling back, and they're not answering.
One form means every order arrives complete, in the same shape, with a written record of exactly what was asked for.
Date, location, deliverables - the three that set the price
Every shoot enquiry needs the date, where it is, and what they actually need at the end. Without those you can't say whether you're free, let alone what it costs.
Asking on a form also surfaces the things that quietly double a job: travel, a second shooter, usage rights, a same-week turnaround.
A link you can put anywhere
Website, bio, QR code on the counter, reply to a message. Same form, same list, whichever way the order arrives.
One minute to make it your own
Every label, option and placeholder on this template is editable, and you can add whatever this template doesn't ask. Save to publish, share the link, and export the responses whenever you need them in a spreadsheet.
What this template asks
- Parent or guardian name
- Email address
- Phone number
- Child's full name
- Class or form
- School
- Photo reference number, if you have one
- Reference number
- Which package?
- If ordering individual prints, which sizes and how many?
- Would you like the class group photo?
- Are you ordering for more than one child?
- Other children - name, class and package for each
- Would you like a photograph of them together?
- How would you like it?
- Postal address
- How would you like to pay?
- Anything else?
More Photography & Video forms
Questions
Can I take payment through this?
Not directly - most schools collect orders and take payment separately, or the photographer sends a payment link. Ask which payment method they'd prefer.
How do I handle siblings?
Ask for each child separately in one order, as this template does. A single order covering three children is far easier for a parent than three forms.
Can I take payment on the form?
Not yet. Most people use this to capture the order and then invoice or take payment on collection - which also means you can confirm availability before charging anyone.
Can I limit what people can order?
Yes. Options are lists you control, so only what you actually sell appears - and you can close the form when you're at capacity.
Will I be told about new orders straight away?
Yes, if you turn on live notifications: each order is emailed to you as it arrives. Otherwise they collect in your dashboard.
Can clients see my work from the form?
The page is yours to write, so link to your portfolio in the introduction or in a question. Many photographers put the form behind an "Enquire" button so the gallery does the selling first.
Publish your school photography order form today
Start from this template and change anything you like. Free to begin.