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Writing questionnaires clients actually answer

A focused questionnaire collects the details you need before a session. Decide what to ask, make essential questions required, and send it early enough to use the answers.

Why clients don't finish questionnaires​

Usually it's one of three things:

  • It's too long. Forty questions on a phone feels like homework.
  • It arrives at the wrong time. Too early and they don't know the answers yet. Too late and they're stressed.
  • It's not clear why you're asking. Without context, "Who's your coordinator?" feels like admin, not care.

Everything below is about avoiding those three.

What to ask​

Tailor it to the work, but most photography questionnaires cover the same ground.

Contact and logistics

  • The best phone number on the day, and a backup contact
  • Every address, with parking, gate codes and access notes
  • Venue rules, like no flash during the ceremony or restricted areas

The timeline

  • The running order and the key moments
  • When and where you'll have time for portraits
  • Any tight windows you need to plan around

People and must-have shots

  • Family or group combinations, with names, so you can call them out
  • Photos they'd be heartbroken to miss
  • Anyone camera-shy, and anyone you should make sure to capture

Style and preferences

  • What they love in your work, and anything they want to avoid
  • Surprises, sensitivities or difficult family dynamics you should know about

For weddings, the family photo list is the single most useful thing you can collect in advance.

For portraits and families, keep it shorter: who's in the photos, ages of children, outfit plans, pets, and anything that would help everyone relax.

Send it at the right moment​

  • Right after booking: a short welcome form for the basics while they're excited.
  • Before the shoot: the detailed one, once plans are settled. Two to four weeks out for weddings, a few days for portraits.
  • After delivery: a quick feedback form or testimonial request, about a week after they've seen the gallery.

In CoreHue, a booking service can send each of these by itself. See Sending a questionnaire automatically after booking.

Make it easy to finish​

  • Ask only what you'll use. If it's already on the booking, don't ask again.
  • Use choices over text wherever the answers are known. Tapping is faster than typing on a phone. See Question types.
  • Group it into sections, like Getting ready, Ceremony and Reception. A form with visible parts feels shorter.
  • Say why, and how long. "About ten minutes. It means I won't have to chase you later" in the description helps a lot.
  • Use helper text. "The address we should arrive at, including any gate code" gets better answers than "Address".
  • Hide follow-ups behind answers. Only show reception questions if there is a reception. See Showing questions based on answers.
  • Require only what you'd otherwise chase. Every required question is another reason to stop.
  • Set a close date a week or so before you need the answers.

Build and send one in CoreHue​

  1. Build it as a template under Templates → Questionnaires → New template, or start from one in the library with Add from CoreHue. See Building a questionnaire.
  2. Send it, from Documents → Questionnaires → New questionnaire, linked to the contact, inquiry or booking. Use Start from template to load your questions. See Sending a questionnaire.
  3. Or let a booking service send it before or after every session. See Sending a questionnaire automatically after booking.
  4. Turn on questionnaire reminders so unanswered forms get a friendly nudge, on Plus and Pro. See Reminding clients about unanswered documents.
  5. Read the answers when they arrive, on the request, the booking and the contact's page. See Viewing questionnaire answers.

What your client sees​

A clean form on your branded page, with your logo and your description at the top. Answers save as they type, so they can start on the bus and finish at home. A progress bar shows how far they've got, and they review everything before submitting. See Filling out a questionnaire.

Frequently asked questions​

How long should a photography questionnaire be?​

As short as you can make it. For portraits, 5 to 10 questions. For weddings, 20 to 30 split into sections, or two shorter forms sent at different times.

Is a questionnaire the same as a contact form?​

No. A questionnaire goes to a client you already have. A contact form collects inquiries from new people and creates a contact. See Contact form or inquiry service?.

Can I export the answers into a shot list?​

There's no export. Answers are read on screen in CoreHue. Copy the family groupings and timeline into your shot list or phone notes before the day.

Do questionnaires count towards the Free plan limit?​

Questionnaires you send or share yourself count, up to 5 in total on Free. Those a booking service sends or asks during booking never count.

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