Commissioned artwork is one of the most rewarding parts of an art practice, but without a clear system, it can quickly become a source of stress for both the artist and the client. Whether you are capturing a cherished memory or creating a statement piece for a new home, having a professional workflow ensures you get paid fairly and your client gets exactly what they envisioned.

Here is how to set up a professional commission process that protects your time and your talent.

1. Decide on How to Handle Commissions
2. Set the Stage on your Website
3. The Booking and Quoting Process
4. Project Proposal and Scope of Work
5. Clear communication is key

JUMP TO FREE ARTIST'S PROJECT PROPOSAL TEMPLATE

1. Decide on How to Handle Commissions

There are generally two schools of thought when it comes to the "risk" of a commission:

1. The "Speculative" Approach: Some artists will paint the piece based on a loose chat and then offer it to the client. If the client likes it, they buy it; if not, the artist puts it in their general stock. This is low pressure but high risk for the artist’s time and materials. We are not going to cover this approach in this guide.
2. The "Professional Business" Approach: This is a recommended Business Standard. You do not pick up a brush until you have a signed contract and a non-refundable deposit. This ensures the client is committed and your costs are covered from day one. This is the process we are looking at in this guide.

2. Set the Stage on your Website

Your "Commissions" page should be more than just a contact form. It needs to manage expectations before the first email is even sent. Be sure to include:

1. A "Style" Disclaimer: Remind clients that they are commissioning your artistic vision. They should choose you because they love your existing body of work.
2. Process Overview: Briefly list the steps so they know what to expect.
3. Current Availability: If you are booked out for three months, say so! This creates a sense of demand and value.

3. The Booking and Quoting Process

Once an inquiry comes in, move them toward a formal quote. To do this accurately, you need a Price List based on size and complexity.

1. Establish a base rate: Start by setting fixed prices for your standard sizes (e.g., A4, 60cm x 60cm, or 1m x 1m). Having a baseline allows you to give immediate, confident estimates to potential clients for your most common dimensions.
2. Factor in complexity: If a project requires extensive research, travel for site visits, or premium materials like gold leaf or specialised paper pulp, ensure these are built into the final quote. Your price should reflect the extra time and investment required for these unique elements.
3. Account for additional subjects: Be clear about your pricing for multiple subjects. For example, adding a second face to a portrait significantly increases the time and technical difficulty, so this should always incur an additional fee.
4. Include finishing options: Clearly outline the price difference between unframed and framed work. Providing these as separate line items allows the client to choose the option that best fits their budget and home décor while ensuring your framing costs are fully covered.
5. Deposit: If you are taking a deposit, make this percentage/fee clear when quoting so they know their upfront cost.

To deposit or not to deposit?

In a professional practice, a deposit is non-negotiable. I recommend a 20-50% non-refundable deposit before work commences. This covers your initial materials and "books" your time in the studio. The final % should be paid upon completion, and before the work is delivered or shipped.

4. The Project Proposal and Scope of Work

Never rely on a "handshake" or a DM. Create a simple one-page Project Proposal that includes:

• Scope: What exactly are you creating? (Size, medium, subject).
• Fees: Total price, including GST, and shipping estimates.
• Timeline: When will you start, and when is the estimated delivery date?
• Revisions: Specify how many "check-ins" or minor changes are included (usually 1 or 2 at the sketch stage).

JUMP TO FREE ARTIST'S PROJECT PROPOSAL TEMPLATE

5. Clear communication is key

Send the client a photo of the preliminary sketch or the first "underpainting" layer. This involves them in the journey and prevents any major surprises at the end. If you are taking longer then first expected, let them know so that they are kept up to date on progress.

Free Download: The Artist’s Project Proposal Template

Don't spend hours wrestling with layout and design! I've created a simple one-page Project Proposal template that you can add your legal terms and conditions to for your own commissions. It includes sections for scope, fees, timeline, and terms.

Disclaimer: This template is for informational purposes only and does not constitute legal advice. Pop'd Art accepts no liability for its use; we recommend consulting a legal professional for your specific business needs.

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