Upon completing a web project

When a project manager has successfully completed a client project, it is good practice to send them an email to inform them of the completion of their new site, along with additional details about the start of their warranty with Wholegrain Digital.

Below is a sample email which is ideal to use at the end of each project. Copy and paste it into a new email, fill in the blanks, and away you go.

Hello __________,

We have really enjoyed working on your new wholesome WordPress website with you and we thank you for embarking on this journey with us. This project is now complete and your new site is ready at ______________________________________ .

As promised in our terms and conditions, you are now entering your 30 days warranty period. During this warranty period you will receive priority support in the event of any issues. However please note; modifying code, theme settings or plugin settings on your site during the warranty period will invalidate the warranty, so if you have any pressing questions, please do get in touch. We will contact you again soon to remind you about maintenance contracts available for your site which you can benefit from beyond the warranty period.

Till then, enjoy your new site.


The Wholegrain Digital Team.

Once the project is all wrapped up, remember to set yourself a reminder to send an End of Warranty email a few days before the 30 days are up.

And finally… Don’t forget to ask the client for feedback on how we did! You can add something to this email, or send a separate email for a more personal touch. Bit squeamish about requesting a reference (and/or no idea where to find our feedback form)? Here’s a cheese-free way to ask: How to Request a Reference.



Photography Process

Photography Process:



  1. Start by researching the potential client – what do their existing images look like and how have they served to benefit the client thus far? If the client doesn’t have any existing images, how would they like their images to benefit them?
  1. Arrange to speak to the client to get a briefing – ensure the brief includes an overview of the company, the work they do and the goals they want to achieve. Little stories like that can pave way to build the right atmosphere in their photography, including decisions on lighting methods, composition, and depth of field.
  • This will also help to decipher whether you will need someone else to accompany you on the day of photographing for assistance.
  • Also discuss a timeline for when they want the images ready by. This will help you plan and schedule the time you will need to edit and return the photos.
  1. Ask the client to supply any existing images they may have so you know how to develop from them. If they don’t have any existing images, ask them to create a mood board of images they believe encapsulate the atmosphere they want from their own photos. https://uk.pinterest.com/
  1. Check their intended site design or wireframes to see the proposed positioning of the images – team pages, banners, landing page? Measure out the proportions and plan the subjects.
  1. If the client agrees to go ahead with you, make sure you have a confident rough list of shots that you would like to capture; this list works as a guideline and doesn’t need to be followed entirely. Of course you will see many different subjects and lights that might also fit the requirements on the day.
  1. If you are capturing headshots, ensure that the client provides a list of subject names, and the order they will be photographed in. This can be done in time slots or numerical order from 1 onwards.
  1. Schedule and re-confirm the date of the photoshoot with the client and ensure you have the correct address of the photography location (this can often differ from the client address).
  1. If it is convenient, arrange to visit the location prior to photographing, so you can get a feel for the environment you will be working in, and so you can take some test shots and arrange necessary lighting. This step will help make it easier for you on the day of photographing.




  1. Arrive at least 30 minutes earlier on the day of photographing, so you can set up all your equipment. There is an equipment checklist at the bottom of this text.
  1. On the day of the photo-shoot, conduct a professional, warm and friendly manner. Remember, when photographing people, you will be faced with many who are not confident being on the opposite side of the lens from you, so it is our job to ensure we make clients comfortable and relaxed. Good/bad jokes usually help create a warm atmosphere so below is a list to get us started:


What happens when you witness a shipwreck?

You let it sink in.

Knock, knock.
Who’s there?
Roach who?
Roach you a letter, did you get it?


I had to give up my career as a photographer.  I kept losing focus.


Inspirational quote: Photographers have the ability to turn negatives into positives


COOL. Those should be enough to get people laughing and feeling comfortable with your terrible jokes. Now, continue with your job.

  1. Organising yourself during these shots is important. This becomes much more apparent whilst doing headshots – the order the client has provided the name list, is the order you must photograph – this makes it easier to post-edit and rename images for the final portfolio.
  1. Once you have photographed a person, before their departure, ensure they are comfortable with the situation. If you sense that your subject is distressed, allow them to see the photographs you have taken so they can decide if they are happy with what you have captured. If not, invest another 2 minutes into re-capturing till they are satisfied and confident with the result. It’s a small investment but it’ll go a long way J
  1. At the end of the photographing day, ensure you have all your images safely stored on the memory cards. Carefully pack away all the equipment and inform the client that you are ready to leave. You will also need to mention the process of editing which will start after the photographing day and in accordance to the editing days you have scheduled.




  1. Ensure your laptop/computer screen is completely clean and spotless – this is essential.
  1. Back up all images on a hard drive before editing the originals – One copy on the Wholegrain Hard drive and one on your computer. The third will be on your memory cards.
  1. For editing RAW, ensure your photoshop has been upgraded to allow this.
  1. Whilst editing, your eyes will squint and work extra hard to focus on smaller details; this puts more strain on your eyes. Ensure you take regular breaks away from your screen to relax your eyes – this is essential.

5. Ensure images are not overly saturated, or overly pixelated after editing in RAW.

  1. Save the images in numerical order, in the highest possible file quality. This is to provide the best quality image to the client – Selected images can be resized later to fit their website.
  1. Keep the client up-to-date about progress with editing.
  1. If the images are more than 5gb in total, invest in a USB stick and drop/post the images to the client using this way, if the internet /wetransfer isn’t a suitable solution. This will be dependant on time.

Equipment checklist:

  • Canon 5d mark III body
  • Camera Battery – charged
  • Canon 50mm 1.4mm lens
  • Canon 100mm 2.0mm lens
  • Canon Flashgun
  • Secondary Flashgun
  • Spare batteries for flashguns – AA
  • White umbrella
  • Umbrella stand and mounting bracket
  • Gold/white reflector
  • White flash diffuser
  • Compact Flash Memory Card for shooting raw
  • Backup SD card
  • Tripod
  • Hard drive to transfer imagery to computer: information is sensitive and of high importance.

How to raise an invoice

Our three-step process for raising invoices

Our Service Terms and Conditions state that we will invoice all clients for a 50% deposit on our agreed quotation before starting any project, a final payment (the remaining 50%) before launch and any changes or extras will be invoiced at the appropriate hourly rate as and when requested.

To make sure that we do invoice clients appropriately for all projects and there are no delays, we have streamlined the process as follows:

Quotation stage

All estimates and quotes get sent via Quotient (to avoid losing estimates in old emails).
We each take responsibility for keeping track of work that we have been requested to do by the client.

All quotes must be approved by Tom or Vineeta before raising a deposit invoice. In the event that Tom or Vineeta are not available, ask Eugene to double check the quote.

Raising an invoice

Once a quote has been agreed, to raise an invoice for the deposit, create a task in RedBooth (RB)  under Invoice and Finance with the subject line: [Client Name]: Raise 50% deposit invoice. Then in the comments, add the Quotient link and, if it is a new client, the address details for invoicing (or an email address/phone number for Rachael to contact and request this). Assign the task to Rachael (or Amina if Rachael is not in and it is an urgent request), with an appropriate due date.

Once the deposit invoice has been raised, Rachael will check the estimated delivery date and update the task accordingly so that she can check with you the appropriate time to invoice for the remainder amount.

Repeat the same process at the end of the project (or on completion of an agreed milestone) so that Rachael can invoice the client for the work completed.

Additional requests (changes and extras)

If a client asks you for changes or extras on top of your original quote, then we need to charge for this time. You must inform the client that their request will incur additional costs and either state that you will charge hourly or issue them with a separate quote for the extra work.

Keep track of any additional time spent (you may do this any way you prefer as long as you have a record that we can refer back to and share with the client if appropriate/necessary) and create a task in RB for Rachael when you feel appropriate. This may be after the task is complete, or after you finish a batch of tasks. You should aim to invoice ongoing clients at least once a month so that they don’t receive any unexpected large bills.

If you are unsure as to whether something is billable, or a client takes up a lot more of your time than necessary or requests things for free that we should be charging for, you must talk to Tom or Vineeta about it as soon as possible so that we can find a solution together.