Best Practices for Delivering Photo Files to Clients
- hello00286
- Apr 7
- 6 min read
Delivering photos professionally involves more than just sending files. Here's what you need to focus on:
- File Formats: Use JPEG for web, TIFF for print, and RAW only when necessary.
- Resolution: 300 DPI for print, 72 DPI for digital.
- Organization: Clear folder structures and consistent file naming. Example: .
- File Transfer: Use secure platforms like Dropbox, Google Drive, or WeTransfer with password protection and link expiration.
- Client Experience: Provide easy-to-navigate online galleries, clear download instructions, and follow up for feedback.
Quick Tip: Always back up original files and maintain security settings to protect your work and client privacy.
How To Deliver Photos To Clients Like A Pro
File Format Options
Picking the right file format ensures your clients get images tailored to their needs.
JPEG, TIFF, and PNG Comparison
The best file format depends on how the client plans to use the images and any technical specifications.
Format | Best For | Pros | Cons | Typical File Size |
JPEG | Web/Digital Display | Works on almost any platform; Small file size; Great for photos | Loses quality with edits; No transparency; Compressed | 2-5 MB per image |
TIFF | Professional Printing | Maintains quality; Supports layers; Ideal for print | Large files; Not web-friendly; Slower to handle | 20-100 MB per image |
PNG | Web Graphics | Preserves quality; Allows transparency; Perfect for graphics | Larger than JPEG; Not suited for photos; Limited for print | 5-10 MB per image |
For web use, save JPEGs at 80-90% quality for a balance between size and clarity. For professional printing, deliver TIFF files at 300 DPI. These decisions are key before considering RAW file delivery.
RAW File Delivery Guidelines
RAW files are only necessary for specific projects, like those involving editing or when required by contract. Choosing the right format ensures your delivery looks polished and professional.
When RAW delivery makes sense:
- Commercial projects needing further editing
- Work for professional retouchers or design teams
- Archiving high-value projects
- Contractual obligations
When RAW delivery isn’t ideal:
- Standard event photography
- Personal portraits
- Social media-focused content
- Projects with tight deadlines
If you’re delivering RAW files, include JPEGs for quick previews. Add camera profiles and a text file with capture settings for added convenience.
File formats also impact storage and download times. For example, delivering 800 wedding photos in JPEG format takes about 4GB, while delivering the same in TIFF would require roughly 80GB.
Resolution and File Size Settings
Getting the resolution and file size right ensures your clients receive images that fit their needs without unnecessary delays in delivery.
Print vs. Digital Resolution
The resolution you choose depends on how the image will be used. For print, 300 DPI (dots per inch) is standard for sharp, professional results. For digital screens, 72 DPI is sufficient.
Usage | Resolution | File Size Range | Format |
Professional Print | 300 DPI | 15-30 MB | TIFF |
Magazine Print | 300 DPI | 8-15 MB | TIFF/JPEG |
Web Display | 72 DPI | 0.5-2 MB | JPEG |
Social Media | 72 DPI | 0.2-1 MB | JPEG |
If an image needs to serve both print and digital purposes, provide a high-resolution version (300 DPI) and a web-optimized version (72 DPI).
File Size Reduction Methods
Once you’ve optimized resolution, the next step is to manage file size. Use Photoshop’s "Save for Web" feature to control compression. Setting JPEG quality between 80-85% strikes a good balance between file size and image clarity.
For handling multiple files, try these methods:
- Image Processor in Photoshop: This tool allows you to select multiple files, set the output format and quality, and resize images to meet specific dimensions.
- Adobe Bridge Batch Processing: Create action sets for consistent edits, apply watermarks if needed, maintain color profiles, and export in various formats at once.
Keep these details in mind:
- Color space: Use for web and for print.
- Bit depth: Stick to 8-bit for general use, but go with 16-bit for advanced editing.
- Metadata: Remove anything unnecessary to reduce file size.
- Thumbnails: Disable preview thumbnails to save space.
Standard dimensions for web images include:
- 2048px for full-size images
- 800px for previews
- 400px for thumbnails
Always back up the original files separately in case clients need different specifications later.
File Organization Methods
Keeping files well-organized simplifies delivery and reduces confusion. Using clear and consistent naming conventions ensures files are easy to locate. This method ties directly into earlier steps like managing resolution and file size for efficient delivery.
Folder and File Naming Guide
Design a folder structure that’s easy to navigate. Start with a main folder for the client, then create subfolders based on event dates, shoot types, or specific categories.
Here’s an example of a folder structure:
For file names, stick to a format like this: .
Example:
Here are some tips for naming files:
- Use underscores instead of spaces
- Write dates in the YYYYMMDD format
- Add leading zeros to sequence numbers (e.g., 0001)
- Avoid special characters
- Keep capitalization consistent
This approach ensures files are organized and easy to sort through, whether for your team or the client.
File Transfer Security
Keeping client photos secure during transfer is a must for maintaining professionalism and trust. Today’s file-sharing solutions aim to balance ease of use with strong safeguards.
File Sharing Platforms
Various platforms offer different levels of security and convenience for delivering photos. Here's a quick comparison of some popular choices:
Platform | Storage Limit | Security Features | Best For |
Dropbox Professional | 3 TB | Password protection, link expiration, viewer history | Large photo collections |
Google Drive Business | 5 TB per user | Team sharing, advanced sharing controls | Collaborative projects |
WeTransfer Pro | 200 GB per transfer | Password protection, transfer expiration, download tracking | Quick single-batch delivery |
When choosing a platform, think about file size limits and how easily your clients can access the files. For instance, Pixel Bureau Photographers uses Dropbox Professional because it integrates well with photo management tools and offers robust security. Once you pick a platform, make sure to configure its security settings to keep files safe.
Security Settings Guide
To protect your photo files, follow these key steps:
- Enable password protection: Use unique passwords for each client delivery.
- Set link expiration: Limit access to a timeframe, such as 14–30 days.
- Restrict downloads: Prevent unauthorized sharing by limiting download counts.
- Enable email notifications: Stay informed when files are accessed.
For enterprise clients, adding two-factor authentication is a smart extra step.
FTP Transfer Guide
For photographers who need a more controlled transfer method, secure FTP (File Transfer Protocol) is a reliable option. Here's how to set it up:
1. Server Configuration
Ensure your FTP server is secure by enabling these settings:
- Use SFTP (SSH File Transfer Protocol).
- Apply strong encryption, such as AES-256.
- Set up IP whitelisting to control client access.
2. Client Access
Provide temporary access to clients with these steps:
- Assign unique credentials for each client.
- Set expiration dates for access.
- Limit permissions to specific directories.
3. Transfer Monitoring
Keep an eye on transfers to ensure everything runs smoothly:
- Track speeds and confirm successful deliveries.
- Log all access attempts.
- Retain transfer logs for at least 30 days.
For sensitive projects, such as corporate events handled by Pixel Bureau Photographers, using secure FTP with encryption adds an extra layer of protection for confidential images.
Client Delivery Process
Delivering photos efficiently helps clients access their images without any hassle.
Online Gallery Setup
Online galleries provide a polished way for clients to view and download their photos. Pixel Bureau Photographers uses an intuitive gallery design to display their work. Organize the photos in a logical way, such as by timeline or category, and include details like capture dates to make navigation simple. Once the gallery is ready, ensure download options are clear and easy to find.
Download Instructions
Providing clear instructions helps clients avoid technical hiccups.
Download Option | Ideal For | Key Instructions |
Direct Download | Single photos | Mention file size limits and browser compatibility. |
Zip Archives | Full collections | Explain how to extract files and suggest software. |
High-Res Files | Print-quality images | Highlight storage needs and handling tips. |
You can also include helpful resources, such as:
- Tutorials with screenshots for different devices
- Video guides for more detailed processes
- Contact details for technical support
Client Follow-up Steps
Following up after delivery builds trust and ensures satisfaction:
- Send a confirmation email within 24 hours, including the gallery link and download instructions.
- Track downloads and assist with any issues. Follow up within 48–72 hours to confirm everything is received and gather feedback.
Summary
Delivering professional photo files requires precise settings and clear client instructions. Here's a recap of the core practices covered:
Aspect | Key Considerations | Professional Standards |
File Formats | Use JPEG for web, TIFF for print | Ensure a minimum of 300 DPI for print files |
Organization | Use date-based folders, clear naming | Include event or shoot details in folder names |
Security | Use encrypted transfers, password protection | Enable two-factor authentication when possible |
Client Access | Provide online galleries or direct downloads | Guarantee at least 30 days of access |
Establish a structured workflow that prioritizes both file quality and client convenience. For example, Pixel Bureau Photographers sets a high standard by offering secure online galleries and quick delivery tailored for corporate clients.
Use a checklist to ensure everything is in place - file formats, metadata, and security measures. Confirm downloads and gather client feedback within 72 hours. Always keep backups for at least 30 days after delivery.
These practices will help you maintain an efficient and professional delivery process.
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