A photography gallery delivery checklist
Check recipients, selection instructions, download permissions and expiry before sharing a finished client photography gallery.
Who this guide is for
Photographers delivering proofs or finished photographs through a client gallery.
Before delivering a photography gallery, verify the files, recipients, access settings, download permissions, instructions, and availability window. Explain whether the client is choosing proofs or receiving finished images. Check the actual guest experience before sending the link. These steps make the handoff understandable and reduce requests for replacement links, missing downloads, or clarification about which photographs are final. A gallery should make the next action obvious even to a client who has never used it before.
Check the files against the promised delivery.
Match the gallery to the agreed image count and intended purpose. Look for missing photographs, duplicates, incorrect orientation, and inconsistent naming. Distinguish proofs from final retouched files so clients do not accidentally use a preview. Check the file dimensions and formats required by the job before uploading the delivery set. Keep your independent archive available while reviewing the gallery. Storage estimates help with planning, but they do not replace checking the actual size and completeness of the files you deliver.
Review access as a guest.
Confirm that the link opens the intended gallery and that the recipients are appropriate for the content. Review password or other access controls, expiry, and download settings. Check the published gallery rather than relying only on the owner view. Where images have different visibility rules, verify what the guest can actually see. Avoid including private contact information in public presentation text. If you change access after sharing, tell affected clients what changed and how they can reach you for help.
“The delivery is complete when the client understands the files and their next step.”
Send instructions with the link.
Write a short handoff message stating what the gallery contains, what the client should do, and when they should do it. For proofing, explain how to identify selections and where to send consolidated feedback. For final delivery, explain the available downloads and any agreed file-use expectations. State the availability window and encourage clients to save their delivered files before expiry. Give one contact route for questions. Do not assume that sending a link means the client has received, reviewed, or backed up the photographs.
A final check before sharing
- Files: verify the promised set, final or proof status, image count, dimensions, and formats.
- Access: review guest visibility, intended recipients, protection, downloads, and expiry.
- Message: explain the next action, selection deadline, file saving, and the contact for questions.
Make the handoff repeatable.
Use Karavex galleries to organize proofing and delivery, and check the configured guest experience for each job. Reuse a concise checklist while adapting the access rules and instructions to the client. Keep independent backups and review storage needs as the volume of delivered work grows.
Common questions
What should a photo gallery delivery message include?
Include the link, what the gallery contains, the next action, any selection deadline, download instructions, the availability window, and a contact for help.
Should proofing and final delivery use the same instructions?
No. Proofing asks clients to review and select images. Final delivery explains which files are finished and how to download and save them.
What should be checked before sharing a gallery link?
Check the file set, guest view, recipients, protection, download permissions, expiry, and the handoff message. Maintain an independent backup of the work.