This Weekly Recap Template is designed specifically for photographers and videographers to centralize and document all client interactions, project progress, and critical decisions. It helps eliminate verbal misunderstandings, ensures all stakeholders are aligned, and provides a clear record for future reference, addressing pain points like unrecorded shot list discussions and verbal editing feedback.
Project & Client Details
e.g., Smith Wedding - June 2024
Enter the full name of the photography or videography project.e.g., Sarah & Tom Smith
List all primary client contacts for this project.e.g., October 27, 2023
Specify the date this weekly recap is being generated.e.g., Alex Johnson (Lead Photographer)
Identify the main internal team member responsible for this project.Progress This Week
e.g., First round of wedding photos culled and uploaded to gallery; B-roll footage captured at venue walkthrough.
Detail all significant tasks and milestones achieved since the last recap.e.g., Client approved engagement photo selects; Requested minor color correction on highlight reel.
Document any client feedback, approvals, or change requests received.e.g., Confirmed timeline with florist for setup; Shared shot list with wedding planner.
Note any communications or arrangements made with other vendors.e.g., Weather forecast for outdoor shoot looks uncertain; Awaiting final song selection from client for video edit.
Outline any issues or obstacles encountered that may affect the project.Next Steps & Action Items
e.g., Edit and deliver second round of wedding photos; Begin initial rough cut of wedding video.
List the primary tasks scheduled to be completed before the next recap.e.g., Final approval on album layout by Nov 5; Selection of 3 preferred songs for video soundtrack.
Clearly state any decisions or inputs required from the client.e.g., Schedule debrief with second shooter; Research licensed music options.
Detail specific actions for your internal team members.Key Discussions & Decisions
e.g., Shot list for reception; Delivery format of final video.
State the subject of a significant conversation.e.g., Agreed to prioritize candid shots during reception; Client confirmed preference for 4K digital delivery.
Summarize the resolution or decision made regarding the topic.e.g., October 25, 2023
Indicate when this conversation or decision took place.Financial & Contract Updates
e.g., Second installment invoice sent (due Nov 10); Final payment received for engagement shoot.
Track the status of financial transactions related to the project.e.g., Agreed to extend coverage by 1 hour on wedding day (addendum signed).
Note any changes or additions to the original contract terms.Attachments & Links
e.g., https://clientgallery.com/smithwedding_proofs_round1
Provide direct links to client galleries, proofing sites, or shared folders.e.g., Updated Shot List (PDF); Venue floor plan (JPEG).
List any relevant files attached or linked to this recap.How to Use This Template
- Create a new note in CraftNote for each project's weekly recap.
- Fill out the 'Project & Client Details' section completely at the start of each week or after your client call.
- Throughout the week, update 'Progress This Week' and 'Key Discussions & Decisions' as tasks are completed and feedback is received.
- Before sending, review 'Next Steps & Action Items' to ensure all client requests and internal tasks are clearly outlined.
- Share the completed CraftNote with your client via the secure sharing feature, ensuring a clear, documented record of communication.
Customization Tips
- Modify 'Progress This Week' to include specific stages of your workflow, like 'Culling Status' or 'Color Grading Progress', for specialized projects.
- Add a dedicated 'Pre-Production Meeting Notes' section for commercial shoots, detailing specific equipment needs, talent, and location scouting updates.
- For wedding clients, integrate a 'Vendor Contact List' within the template to easily reference and update coordination details with florists, planners, and venues.