Many photography jobs include a stage where the client chooses which photos they want: portraits for a family's album, headshots for a company website, product images for a catalogue. This stage is called proofing. Done well, it is easy and enjoyable for clients and saves you editing time. Done badly, it leads to confusion, delays and disputes. This lesson explains how to prepare proofs, how to help clients choose, and how to handle their requests professionally.
What is proofing?
Proofing means showing clients a selection of photos, usually lightly edited, so they can choose which images will be fully edited, retouched, printed or delivered. Proofs are previews, not final files. Proofing sits between culling and final editing in the workflow from building a reliable capture-to-delivery workflow.
| Proofs | Final images | |
|---|---|---|
| Editing | Basic corrections and consistent look | Full editing and any agreed retouching |
| Size and quality | Smaller, often watermarked | Full resolution, no watermark |
| Purpose | Choosing | Using, printing and sharing |
Preparing proofs
- Cull carefully so clients only see strong, varied images, as in culling and selecting the strongest images.
- Apply consistent basic edits: exposure, white balance and a light version of your style, so clients judge the photos fairly.
- Export at a modest size suitable for screens, from export settings for web and social media.
- Add a discreet watermark or proof label if needed, to discourage using proofs as final images.
- Number or name images clearly so clients can refer to them easily.
Tip:Show your best, not everything. Too many similar proofs make choosing harder and can make clients doubt your selection skills.
Ways to present proofs
| Method | Strengths | Limits |
|---|---|---|
| Online proofing gallery | Clients mark favorites and leave comments; easy to share with family or colleagues | Needs internet; check the service's privacy settings |
| In-person viewing session | Personal guidance, often leads to more prints or album orders | Takes time to arrange |
| Contact sheet (PDF or print) | Simple and quick | Harder for clients to mark choices |
| Shared folder | Simple to set up | Less control and fewer selection tools |
Clear rules for selection
Many disputes come from unclear expectations. Agree these points in advance, ideally in your contract, covered in contracts and client communication:
- How many images are included in the price, and the cost of extra images.
- The deadline for making selections, and what happens if it passes.
- What editing is included: basic corrections, retouching level, and the cost of extra retouching.
- Turnaround time from selection to delivery.
- Whether proofs may be shared on social media.
Handling requests and revisions
- Ask clients to be specific: "remove the sign behind my head in image 045" is easier than "make it look better".
- Confirm requests in writing before starting work.
- Separate reasonable corrections from new work: extra retouching or style changes may cost extra if agreed in advance.
- Stay polite and flexible but keep to agreed limits; see client expectations and revisions.
Warning:Be careful with requests to heavily change people's appearance or alter documentary images. Ethical limits are discussed in truth, manipulation and image integrity.
Common mistakes
- Showing unedited or poorly edited proofs: clients judge the work by them.
- No selection deadline: jobs stay open for months.
- Unclear numbers of included images: disagreements over cost.
- Sending full-resolution proofs: clients may use them as finals before editing.
How professionals run proofing
Portrait, family and wedding photographers often use online galleries where clients mark favorites, with clear numbers and deadlines written into contracts. Commercial photographers may proof live during the shoot on a tethered screen, so art directors approve images immediately. Many photographers hold in-person viewing sessions to guide clients through choices. In every case, clear communication turns proofing into a pleasant step instead of a source of stress.
Practical examples
A family portrait session
- Situation
- A family must choose 20 images from your session.
- What to do
- You share an online gallery of 60 lightly edited, numbered proofs with a two-week selection deadline and a note on extra image prices.
- Why it works
- A strong, limited selection with clear rules makes choosing easy.
- Result
- The family selects on time and orders five extra images.
Corporate headshots
- Situation
- A company needs approval of 30 staff headshots quickly.
- What to do
- You shoot tethered so the marketing manager approves each person's best image during the shoot.
- Why it works
- Live proofing removes a separate selection stage.
- Result
- Final retouched headshots delivered two days later.
Key points
- Proofing lets clients choose images before final editing and delivery.
- Proofs should be culled, consistently edited, modestly sized and clearly numbered.
- Online galleries, viewing sessions and tethered shooting are common methods.
- Agree numbers, deadlines, included editing and turnaround in advance.
- Handle revision requests specifically, in writing, within agreed limits.
Frequently asked questions
What are photo proofs?
Should I watermark proofs?
How many proofs should I show clients?
How do I handle clients who never choose?
Conclusion
Good proofing makes choosing easy: show a strong, consistent selection, use clear numbering and tools, agree rules in advance and handle requests specifically and politely. Next, you will learn how to export images for websites and social media.
Finished reading? Track your progress through Workflow and delivery.