Basically, a client onboarding process is a series of steps including introducing yourself and your services to a potential client, understanding their needs, discussing project details, and ensuring everyone is on the same page. However, it also includes the important aspect of persuading the client why they should choose to work with you. It’s about building trust and excitement for the collaboration ahead.

As freelancers, it can be hard to differentiate ourselves from the masses. There are a lot of talented photographers out there. Therefore, why would a client choose you over everyone else? The truth is, many photographers think they have to be the absolute best and work on their skills day and night, while the reality is, you can be the most talented person out there, but if you don’t know how to communicate and take care of a professional relationship, you probably won’t land many contracts!

In fact, everything starts from the moment a client finds you or from the moment you reach out to them. You know, that first impression? It’s crucial to take it very seriously. The way you handle communication, how smoothly you make the process, and how professional your documents are, these are all very important aspects of your business and they require all of your attention.

Having a robust onboarding process is all about building trust from the start, demonstrating professionalism, and ensuring a smooth experience for both you and your clients. So, let’s see how we can do that in a simple, effective way!

Your website and portfolio serve as the digital storefront for your photography business. This is where potential clients form their initial impression of your work and style. Therefore, it’s important to showcase your best work. Ensure that your website is not only visually appealing but also user-friendly, with easy navigation and clear calls-to-action to encourage inquiries and bookings. For instance, I have incorporated multiple features on my website where clients can easily click a button and be redirected directly to my booking calendar to book a discovery call with me. I use Calendly for that purpose.

Next, after a client sends you an inquiry or when you reach out to them yourself, a Welcome Guide is a great document to include in your correspondence. This ensures that your client knows what to expect. I’ve created another article on this topic where I share what your Welcome Guide should contain. Essentially, it’s the perfect document to present who you are, your services, and your process. Outline your process clearly, from initial contact to final delivery, so clients understand the workflow. After consulting your guide, your client should have a very good general idea of your business and know if you could be a good fit. You should also clearly indicate what is the next step to follow! In all your communications, make sure the next step is clear.

Note that crafting a comprehensive Welcome Guide from scratch can be a time-consuming task! That’s why I’ve developed a customizable template specifically designed for food photographers. This guide covers everything from project expectations and communication guidelines to workflow processes and services. You can check out my Welcome Guide here.

Before diving into the details of the discovery call, let’s address a common query that arises from potential clients: the request for a rate card. While it’s understandable to seek clarity on pricing upfront, I don’t recommend a rate card for food photography services. Why? Because every project is unique, and providing a generic price list without understanding the specifics can lead to inaccurate estimates and misunderstandings. Instead, I believe in the importance of gathering as many details as possible about the project before discussing pricing. This ensures that I can provide tailored solutions and accurate quotes that reflect the client’s needs and objectives.

Once a client expresses interest in your services, whether it’s by direct inquiry or through your outreach, this call is an excellent next step to gather all the project details that will later enable you to develop a project proposal and estimate. However, not all clients necessarily want to jump on a call. Another option is to create a detailed questionnaire that they can complete and send back to you. Be sure to ask enough questions to develop the most accurate estimate possible.