CONNECT PEOPLE, LOOKS AND PROOFS
Use anonymous labels, not names or pictures. A choice can stay pending until the selecting role responds.
Personal, Pets & Events · FREE PREPARATION PACK
Headshot proof-selection and final-file reconciliation workbook
When several people or looks are photographed, a selected proof can get separated from the final file it was meant to produce. This helpful preparation resource from PickYourPro.ai gives you a simple selection-to-delivery record. Follow anonymous person and look labels through proof choice, confirmed editing and the files you expect to receive.
Download free PDF ↓Ready for proposals? Start a request ↗
Preparation only. Not a photography contract, release, copyright or privacy opinion, publication approval, image-editing instruction or identity record. No image quality or result is guaranteed. Keep names, actual images, private gallery links, credentials and agreements separate.
START HERE
How to use this resource
Use Person A or B and Look L1 or L2 rather than names or pictures. Record the photographer's proof identifier and the role responsible for selecting it. Mark each choice selected, pending or replaced so an old choice is not mistaken for the current one. On page 2, connect the selected proof to the final-file identifier and requested output variant. Keep requested retouching separate from what the photographer confirms is included. Note a wrong proof, missing variant or changed edit as a clarification with an owner, then record the replacement-file reference. Do not upload images or put private gallery links here. Selection is not consent or permission to publish; discuss the actual written terms separately.
Open the PDF in a form-capable viewer, save a copy, then fill it in. Reopen your saved copy to check your answers. You can also print the blank pages and write by hand. Your answers are not submitted to PickYourPro.ai.
MATCH SELECTED PROOFS TO FILES
Keep requested edits separate from confirmed scope. Use file labels, not images or private gallery URLs.
CHECK THE SELECTION-TO-FILE RECORD
Tick what is organized. Selection and file receipt do not establish consent or publication permission.
QUESTIONS FOR THE HEADSHOT PRO
Ask about selection and delivery before assuming a gallery, edit or file variant is included.
COMPARE THE SAME HEADSHOT DELIVERY
Use Photographer A and B. Compare the same anonymous person/look and requested-output list.
USE IT RIGHT NOW
Headshots preparation checklist
- Use anonymous person and look labels that stay consistent throughout the discussion.
- Link each person/look pair to the photographer's proof identifier.
- Identify the selecting role and distinguish selected, pending and replaced choices.
- Separate requested retouching from photographer-confirmed included edits.
- Record requested file variants and intended destinations without assuming they are included.
- Connect each selected proof to the delivered final-file identifier and version.
- Assign wrong-proof, missing-variant and edit-revision questions to a clarification owner.
- Keep selection, delivery and permission-to-publish questions separate.
Questions for the headshot photographer
- How will each person's looks and proof identifiers stay connected during selection?
- Who supplies the selection, and how will you distinguish a pending choice from a replaced one?
- Which requested edits are included, and how will separately proposed retouching be confirmed?
- How will requested output variants and intended destinations be reflected in the written deliverables?
- How do we report a wrong proof, missing variant or changed edit and identify the corrected final file?
- Which written delivery and usage questions need a separate answer before an image is published?
Write down the answers and any exclusions. If two proposals describe different work, clarify the difference before comparing their totals. Leave unanswered points blank until the professional confirms them.
A CLEARER NEXT STEP
Ready to hear from pros?
Optionally, Create an account on PickYourPro.ai and start a Photographer request for headshots. Describe the people and looks in general terms and the selection-to-delivery help you want so participating pros can compete with proposals. Compare proof review, included edits, final variants, revisions, timing, written terms and fit. Keep private images and identities out.
Start a new request ↗Participation and availability vary. A person/look, selection and deliverable discussion may be needed before a final proposal.
Keep the useful part.
The worksheets are free to use whether you hire through PickYourPro.ai or elsewhere. No account is needed to download them.
Download the five-page pack ↓One request. Every pro’s best offer.
More help with your next step
Official references and scope
These are original planning prompts, with AI assistance, prepared by PickYourPro.ai. Official links checked October 19, 2026. This pack has not been independently reviewed by a licensed specialist.
- ASMP Paperwork Share: PR Headshots example ↗
Historical member example illustrating separate proof-gallery, selected-image and editing discussions. Checked October 19, 2026. Its prices, tax figures, legal clauses and licence terms are not guidance for this workbook or a current quote.
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