Booking Retainer

$50 or 25% booking retainer (whichever is greater) is required to book a session/job. This is non-refundable and will be applied to the creative cost.

Creative Cost

Is the time & talent of the photographer. The creative cost is not included in any applicable required minimum purchases.

Minimum Purchase

If applicable, minimum subtotal purchase is required. The creative cost is not included.

Destination sessions require a $2,000 minimum purchase within 30 days from the session.

No Show

Open invoices will be assessed a 50% cancellation fee for canceling an approved quote if the job has been started.

Rescheduling with less than a 24 hour notice will result in forfeiture of the booking retainer unless in extreme cases.

No Shows are automatic forfeiture of the booking retainer.

Hair, Makeup & Wardrobe Styling is non-refundable.


Exact cash, checks or credit/debit are accepted.

Pay over time installment plans are available upon approval via Square Installments for orders $250-$10,000.

In-studio payment plans are available for orders $500 or greater.

3% convenience fee will automatically be applied to all credit card transactions upon payment. (excluding online gallery orders).

$40 and up fee will be accessed for returned payments excluding Square Installments (separate terms)

Payment receipts are available in your client portal or by manual request.

All payments are considered final and are non-refundable.

Past Due Invoices

Invoices that become past due after 30 days will incur a $50 late fee for each and every month the invoice remains unpaid.

Invoices that become past due after 3 months will result in a small claims case being filed within the Cleveland Municipal Court system. Upon judgment for the studio, any legal fees incurred become the responsibility of the client.

Behind The Scenes

No cameras or phone cameras or any other recording devices are permitted during the session. We generally take behind the scenes images throughout the session and post to our social media and blog!

Arrival Time

Clients arriving more than 30 minutes late will be asked to reschedule, and a $25 rescheduling fee will be applied. If you are running late, please be courteous and call ahead - based on availability we may not need to reschedule.

On Location Sessions

Obtaining any permits and associated cost involved for a location will be re-billed to the client.

Travel Fee

Portraits By Matthew includes 50 miles of roundtrip travel for your session from the studio. Mileage exceeding the included miles will incur a $25 travel fee + standard per-mile mileage rate.

Since every session is unique, a custom quote will be provided for all travel outside of the included 50 roundtrip miles.

Destination sessions will be provided a custom quote for all travel & expenses.

Overtime Fee

Quotes, invoices, contracts & approved logistics plans may have a start/end time associated with the session/job. Any additional time required will be separately invoiced at $75 per half hour.


If you are not satisfied with your images, please notify within 72 hours after online viewing. Downloading images will forfeit your right to a reshoot. If viewing at an ordering appointment, notice must be provided immediately.

Upon approval, a reshoot will be scheduled at no cost to you. Subjects must wear the same clothing and be photographed at the same location. If a reshoot is desired, images from the first session will be deleted and no longer available for viewing/ordering.

On-Location Corporate Headshot & Team Composites do not qualify for no-cost reshoots. The delivered images are selected by the studio and are considered final, retouched images. If a reshoot is requested, a custom quote will be provided.

If purchased, Hair, Makeup & Wardrobe Styling is not included in the no-cost reshoot and will be invoiced separately for the approved reshoot after the new session is scheduled.

Image Delivery Time

Final, retouched images are generally made available within 4 weeks. Some jobs may require a custom estimated time.

Jobs including custom work such as extractions, compositing etc., are generally made available within 6 weeks.

Images needed within 1-3 weeks will be considered a rush job and will be assessed the following fees based on the sub-total.

1 Week Turnaround 100% Rush Fee
2 Week Turnaround 50% Rush Fee
3 Week Turnaround 25% Rush Fee

Image Resolutions & Sharing/Printing Rights

Both high and low resolution digital images are available for purchase.

High-resolution digital purchases include self-printing rights.

Low-resolution digital purchases are sized for digital social sharing, but not for self-printing. 

Image Selection

Images are selected by the studio. No un-retouched images (proofs) will be shown or released.

Select session types include proofs. These are considered final, retouched images.

Final, retouched proofs are not given to the client unless digital images are purchased and/or are included.

Ordering from the proofs is to take place during an in-studio ordering appointment or on a watermarked online gallery.

Additional Retouching

$25 per image for additional retouching requested by the client. Select requests may require a custom quote being billed at $75 per hour.

Design Cost

Custom quote per image for any graphic design if not included in your collection. Final approval by client. Client is responsible for proofing spelling, dates, content, etc.


Due to the custom nature of our services/products, all sales are final. No substitutions, exchanges or refunds are available. Product replacement will only be given in the case of damage caused by the studio. You will be required to sign a Delivery Acceptance form when you pick up your order.

All payments are considered final and are non-refundable.

Product Orders

In-studio product orders require a 50% non-refundable processing retainer.

Online gallery orders are required to be paid in full upon ordering.

Products Pickup

Any product order not picked up within 30 days will be assessed a $25 storage fee. Shipping requires an additional charge.

Handling Your Products

Damage incurred after pickup/delivery as a result of improper handling, framing, hanging, mounting etc. is the responsibility of the client.

Rush Product Orders

Products needed before 2 weeks will be considered “rush orders”. A 50% rush fee will be applied based off the products sub-total.

Online Gallery

Client's online gallery will be available approximately 4 weeks after your session. The gallery will be active for 2 weeks after delivery. Any print credits will expire and not be reissued if not used during the initial activation period.  A $25 fee will be assessed if gallery is requested to be reactivated for an additional 2 weeks.

Prices Are Subject To Change Without Notice

Product prices are guaranteed for a period of 30 days following the date of online gallery access. Products purchased after this day will be priced according to the updated pricing.

Hair Styling & Makeup

Portraits By Matthew offers professional hair and makeup for our sessions. These stylists/artists are carefully selected sub-contractors. Portraits By Matthew is not responsible for any injury, skin irritation, or any issues caused by the sub-contractors provided services.

Hair, Makeup & Wardrobe Styling is non-refundable.

Damages / Injury

Client and associated parties are responsible for any damage/injury during the session/event or while on studio property.


Portraits By Matthew will retain the copyright of the images as well as the exclusive rights. 

Portraits By Matthew has the right to use the images for display, publication, marketing or other purposes and in any medium.

Under the Federal Copyright Act of 1976, photographs are protected by copyright from the moment of creation. According to the U.S. Copyright Office, the owner of the “work” is generally the photographer or, in certain situations, the employer of the photographer.


Confidential information obtained from the client will not be shared unless required to complete a service or sold to any third party.

Policy Updates

Policies are subject to change at any time and without notice.