To prepare products for a photography shoot, send the right versions in good condition with a clear list of what each one is. Include approved product facts, handling needs, and return instructions before the shoot starts.
I would treat the handoff as part of the project. The photo team needs to know which item is current, which details matter, and what they may open or use. A clear note keeps those choices from turning into guesses on the day.
Match the items to the approved list
Start with the products in the shoot scope. Check the name, item code, color, size, and version for each one. If two look alike, label them in a way that stays clear after they leave the box.
Keep your own list and send a copy with the products. A short table works well:
| Item | Version | Quantity | Note |
|---|---|---|---|
| Product name and code | Color, size, or label version | Number sent | What the team needs to know |
Fill this with your real items. A made-up sample is useful for planning, but it should never travel with the shipment as if it were the final inventory.
Check the visible condition
Look at the parts buyers will see: labels, lids, edges, seams, and packaging. Set aside items with damage or marks that do not belong on the finished product.
Ask the photographer how many backups the plan needs. An item that will be opened, poured, worn, or used may need a separate untouched copy. The right amount depends on the product and the agreed scenes, so avoid sending extras without checking the plan.
If a mark or texture is part of the product, say so. The team should know what needs to stay true to the item.
Send the final packaging and facts
Use the label and packaging buyers will receive. If you send a sample version, name what differs and whether the team should photograph it. Keep unapproved packaging apart from the final items.
Send the approved product names and any facts that must appear with the photos. This can include size, included pieces, and the differences between options. Make one person responsible for the current fact sheet.
The FTC's advertising guidance calls for truthful, supported claims. Giving the team approved facts helps them avoid adding a claim that the business has not checked.
Explain what may be opened or used
Write down any limits before the shoot. Can the seal be broken? Can the contents be poured out? Does the item need a specific way of being stored? Are there parts that should stay together?
Use the product's real handling instructions. If it has safety needs, send those instructions and discuss the planned use with the team. Do not expect the photographer to discover a restriction from the packaging after the setup is ready.
For a product that changes once opened or used, agree on the order of the work. The team can then plan which views need an untouched item and which need the product in action.
Name the destination for each image type
Tell the team where the finished photos will go. A product listing, a website banner, and a social post can need different views or space around the item.
For products used in Google Merchant Center, check the current main-image guidance. It treats main images, extra views, and lifestyle images as different roles. Share the relevant channel needs with the brief rather than waiting until delivery to find a missing view.
This is a handoff about the use of the images. Leave the camera, lighting, and production choices with the photo team.
Agree on packing and returns
Ask for the confirmed delivery address, arrival date, and receiving contact. Pack items for the trip and keep the inventory with them. Send tracking details when relevant.
Before the shoot, agree on what should be returned, kept, or used up. Include return labels or instructions if they are part of the arrangement. Do not assume the team knows which sample is valuable or which empty container you need back.
For a product photography project, share your product list and timing as you discuss the scope. A finished handoff lets the team match what arrives with the work you planned.
Questions about preparing products
How many copies should I send?
Ask the photographer based on the shot plan. Opening or using an item may call for a backup, but there is no single count for every shoot.
Can I send an early sample?
Explain what differs from the final product and agree on its use first. Do not let a sample stand in for the final item without that context.
Should I remove the labels?
Follow the agreed plan. Product and shipping labels serve different jobs, so ask before removing anything needed to identify the item.
What if a product is damaged in transit?
Ask the receiving team to flag it before use. Agree on a replacement or a scope change rather than treating the damaged item as approved.
What belongs in the handoff note?
Include the item list, versions, approved facts, handling limits, and return plan. Keep it with the shipment and send a digital copy to the project contact.
