Quotation Estimate Photographer in South Africa Cape Town –Free Word Template Download with AI

Quotation Estimate

Quotation Details

Quotation No: QTE-2025-04871

Date Issued: 12 June 2025

Valid Until: 12 July 2025 (30 days)

Prepared By: Thabo Mokoena, Lead Photographer

Service Location: South Africa Cape Town

Client Details

Client Name: Ms. Naledi van der Merwe

Company: Atlantic Coast Events (Pty) Ltd

Address: 88 Kloof Road, Claremont, Cape Town, 7708

Email: [email protected]

Phone: +27 82 345 6789

Dear Ms. van der Merwe,

Thank you for your enquiry regarding professional photography services for your upcoming corporate gala and product launch event scheduled for 28 August 2025 at the V&A Waterfront, Cape Town. This Quotation Estimate has been prepared by our team at Cape Lens Studios to provide you with a comprehensive and transparent breakdown of all costs associated with engaging our Photographer for your event. As a registered and experienced Photographer operating within South Africa Cape Town, we pride ourselves on delivering exceptional visual storytelling that captures the essence of every moment.

Ref	Description of Service	Duration / Qty	Rate (ZAR)	Amount (ZAR)
01	Lead Photographer – Full Event Coverage (corporate gala, speeches, networking, and product launch segments) including two (2) professional-grade full-frame cameras, prime and zoom lenses, and on-site lighting equipment	8 hours	R 1,850.00 / hr	R 14,800.00
02	Second Photographer / Assistant – Simultaneous coverage of secondary areas, candid guest photography, and behind-the-scenes documentation	8 hours	R 950.00 / hr	R 7,600.00
03	Pre-Event Site Reconnaissance & Lighting Assessment – On-site visit at V&A Waterfront to plan shot compositions, identify optimal angles, and test ambient lighting conditions specific to the South Africa Cape Town venue	2 hours	R 1,200.00 / hr	R 2,400.00
04	Post-Event Professional Editing & Retouching – Colour correction, exposure adjustment, and high-resolution retouching of a minimum of 250 selected images delivered in both JPEG (300 DPI) and RAW formats	250 images	R 45.00 / image	R 11,250.00
05	Same-Day Edit (SDE) – Delivery of 30 highlight images within 4 hours of event conclusion for immediate use on social media and live event screens	30 images	R 3,500.00 (flat)	R 3,500.00
06	Product Photography Add-On – Dedicated 2-hour studio-style product shoot for 12 items using portable backdrop, reflectors, and strobe lighting, delivered as 48 edited images	2 hours	R 2,800.00 / hr	R 5,600.00
07	Travel & Accommodation Allowance – Local travel within the Cape Town metropolitan area, parking at V&A Waterfront, and equipment transport	Flat rate	R 1,500.00	R 1,500.00
08	Cloud-Based Gallery & Digital Delivery – Secure online gallery hosted for 90 days with individual download links, plus USB drive containing all final edited files	1 gallery	R 1,200.00 (flat)	R 1,200.00
Subtotal (excl. VAT)				R 47,850.00
VAT @ 15%				R 7,177.50
TOTAL (incl. VAT)				R 55,027.50

All prices are quoted in South African Rand (ZAR). VAT at 15% is included as per South African tax regulations. This Quotation Estimate is valid for thirty (30) calendar days from the date of issue.

This Quotation Estimate is a non-binding estimate of costs and does not constitute a final invoice. A formal contract and pro-forma invoice will be issued upon written acceptance by the client.
A deposit of 50% (R 27,513.75) is required to secure the Photographer's availability and confirm the booking. The remaining 50% balance is due within seven (7) business days following the event date.
All payments are to be made via Electronic Funds Transfer (EFT) to Cape Lens Studios (Pty) Ltd, First National Bank, Account No: 628451930, Branch Code: 250655, Reference: QTE-2025-04871.
The Photographer reserves the right to reschedule the event in the event of severe weather conditions (e.g., extreme Cape Town "Cape Doctor" winds exceeding 80 km/h) or force majeure events. In such cases, a mutually agreeable alternative date will be arranged at no additional cost.
All images delivered remain the intellectual property of Cape Lens Studios (Pty) Ltd until full payment has been received. Upon full settlement, the client is granted a perpetual, non-exclusive licence to use the images for internal corporate communications, marketing, and social media purposes.
The Photographer will provide a minimum of 250 edited images. Should the client require additional images beyond this number, a rate of R 45.00 per additional image (excl. VAT) will apply.
Any changes to the scope of work, additional shooting hours, or changes to the venue location within South Africa Cape Town must be communicated in writing at least 48 hours prior to the event. Additional hours will be billed at the hourly rates specified in this Quotation Estimate.
Cape Lens Studios (Pty) Ltd carries professional indemnity insurance of R 5,000,000 and public liability insurance of R 2,000,000, valid throughout the duration of the engagement.
This Quotation Estimate is governed by the laws of the Republic of South Africa. Any disputes arising from this estimate shall be subject to the jurisdiction of the courts of Cape Town, Western Cape.
The Photographer will comply with all applicable data protection requirements under the Protection of Personal Information Act (POPIA), 2013, when handling any personal data captured during the event.

By signing below, the client acknowledges and accepts the terms, conditions, and pricing outlined in this Quotation Estimate. The Photographer's services will be confirmed upon receipt of the 50% deposit.

For and on behalf of the Client:

Name: ______________________________

Designation: ______________________________

Signature: ______________________________

Date: ______________________________

For and on behalf of Cape Lens Studios (Pty) Ltd:

Name: Thabo Mokoena

Designation: Lead Photographer / Director

Signature: ______________________________

Date: ______________________________

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