Payment

A 50% deposit is required at the time of booking to secure your session. The deposit must be paid within 24 hours of receiving your invoice, failing which the booking may be released.

Full payment of the remaining balance, including the purchase of any additional images, is required before final images are delivered.

Accepted Payment Methods

Payment can be made via EFT. Our banking details will be provided on your invoice.

Standard Rescheduling Policy

If you need to reschedule your session for any reason other than a declared emergency, the following fees apply based on the notice given:

• More than 72 hours notice = No rescheduling fee. Deposit carries forward in full.

• Within 72 hours = R500 rescheduling fee. Remaining deposit carries forward.

• Within 48 hours = R1,000 rescheduling fee. Remaining deposit carries forward.

• Within 24 hours = R1,500 rescheduling fee, subject to photographer availability. Remaining deposit carries forward.

A session may only be rescheduled once at no charge. Any further rescheduling requests will attract the applicable fee regardless of notice given.

The new session date must be confirmed within 30 days of the original booking date. If no new date is confirmed within this period, the booking will revert to the standard cancellation policy.

Last-Minute Bookings

A last-minute booking is defined as any session booked within 48 hours of the scheduled shoot date.

By confirming a last-minute booking, the client acknowledges that standard cancellation and rescheduling notice periods cannot apply given the compressed timeline. The following conditions apply:

• Last-minute bookings require full payment upfront rather than the standard 50% deposit.

• All last-minute bookings are non-refundable once confirmed.

• Rescheduling a last-minute booking is subject to the photographer’s availability and will incur a rescheduling fee equivalent to the applicable third-party supplier costs as outlined in the Emergency Cancellations section.

• In the event of a genuine emergency, the session may be rescheduled once at no additional cost, provided the client notifies us as soon as possible. The full payment will carry forward to the new session date.

Shoot Day

For Private Clients
Your confirmed arrival time is fixed. If you arrive late, the time lost will count against your session. We ask that you take this seriously as we have other clients scheduled before and after your session. If you are more than 30 minutes late and the session cannot proceed, the booking will be treated as a same-day cancellation and the deposit will be forfeited in accordance with the cancellation policy.

For Corporate Clients
For on-site and studio team shoots, we ask that all team members are made available and ready at their scheduled time slot. Any delays on the day will affect the overall shoot schedule. If team members are unavailable or significantly delayed, we cannot guarantee that all sessions will be completed within the allocated time. Additional time may be purchased at R1,900 per hour, subject to the photographer’s availability.

Post Production & Proof Gallery

After the shoot, a proof gallery will be sent to the client within 1 to 3 working days.

Images from the proof gallery are not to be screenshotted. These are un-retouched images intended solely for the purpose of image selection.

The average turnaround time for final delivery is between 2 and 5 working days unless otherwise agreed upon in writing.

RAW Files

We do not hand over RAW files or any unedited images. RAW files may be purchased for a fee of R5,000. Upon purchase, the client becomes the owner of the RAW files and may use them freely.

Social Media

Selected final images as well as any behind-the-scenes images may be posted on social media by both the client and Headshots Johannesburg, unless otherwise agreed upon in writing.

Use of Images & Consent

By booking a session with Headshots Johannesburg, you consent to the use of images taken during the session for promotional, marketing, and portfolio purposes by Headshots Johannesburg. This includes use on our website, social media channels, printed marketing materials, and digital communications.

You acknowledge that:

• You have been informed that your images may be used publicly.

• You understand that this consent is voluntary and forms part of your agreement to proceed with the session.

• You may withdraw consent in writing at any time, but this will not affect any lawful use of images already published prior to withdrawal.

By confirming your booking, you provide explicit consent for the above.

Standard Cancellation & Refund Policy

Our cancellation policy is structured to be fair to both parties while reflecting the real costs incurred when a session is cancelled at short notice.

• Cancellation with more than 72 hours notice = 100% deposit refund

• Cancellation within 72 hours = 50% deposit refund

• Cancellation within 48 hours = 25% deposit refund

• Cancellation within 24 hours = 0% deposit refund

Emergency Cancellations & Rescheduling

We understand that genuine emergencies happen and we approach these situations with empathy and fairness. However, same-day emergency cancellations affect not only the photographer but also third-party suppliers who have been confirmed and committed to your session, including our studio and make-up artist.

In the event of a same-day emergency cancellation or rescheduling request, the following fees apply to cover confirmed third-party supplier costs already incurred:

• Package One: R800 rescheduling fee

• Package Two: R2,400 rescheduling fee

• Package Three: R4,100 rescheduling fee

The applicable fee will be deducted from your deposit and the remaining balance will carry forward to your rescheduled session.

For emergencies where notice is given more than 24 hours in advance, no rescheduling fee will apply and the full deposit will carry forward to the new date.

If a rescheduled date cannot be agreed upon within 60 days of the original session, a full refund of the remaining deposit balance will be issued.

In the event that the photographer is unable to attend due to unforeseen circumstances, the client will be notified as soon as possible and the session will be rescheduled at the earliest mutually available date at no cost to the client. If a new date cannot be agreed upon, a full refund of the deposit will be issued.

Please note: In accordance with the Consumer Protection Act 68 of 2008, all cancellation and rescheduling fees charged reflect only the reasonable costs and losses directly incurred as a result of the change or cancellation, including any confirmed third-party supplier commitments made on the client’s behalf.