Template library
Free forms and templates for school photographers
Parent letter, photo consent form, checklists, schedule, price list. You fill in the fields, we generate the PDF. No account, no email, no cost. Written for UK schools.
- 14 templates
- PDF and print
- UK GDPR wording
- Fill in online
Library
All templates at a glance
Filter by phase. Every template can be filled in online, downloaded as PDF and printed.
- Preparation
Parent letter for photo day
Tells parents about the date, procedure, preparation and ordering. Includes the access code explanation and the order deadline.
- Letterhead with school and date
- Date, time, location
- Clothing and preparation tips
PDFPrint1 pageView and fill in - LegalLegal text
Photo consent form
Parent or carer consent for portraits, class photo and online gallery. Written for UK schools with safeguarding wording, privacy notice and withdrawal information.
- Pupil and school details
- Separate tick boxes per purpose
- Controller and lawful basis
PDFPrint1 pageView and fill in - LegalLegal text
Withdrawal of consent
Parents withdraw their consent in full or in part. Withdrawing must be as easy as consenting. Attach this template to the consent form.
- Recipient and school
- Child's details
- Scope of withdrawal by tick box
PDFPrint1 pageView and fill in - LegalLegal text
UK GDPR checklist for photographers
Every privacy duty before, during and after photo day. From the data processing agreement to the deletion log.
- Before: agreements and consent
- On the day: children without consent
- After: transfer and gallery
PDFPrint2 pagesView and fill in - Photo day
Photo day checklist
The complete workflow from two weeks before to delivery. Seven sections to tick off.
- 2 weeks before: preparation
- 1 day before: equipment
- On-site setup
PDFPrint2 pagesView and fill in - Preparation
4-week schedule
Who does what and when: from confirming the date to the reorder reminder. One sheet for school, parent council and photographer.
- 8 milestones with timing
- Responsibility per step
- Matching template per step
PDFPrint1 pageView and fill in - Preparation
Poster: The photographer is coming
A4 poster for the entrance, classrooms and parent evening. Big date, short tips, ordering note included.
- Large headline
- Date, time, location
- 3 tips for the children
PDFPrint1 pageView and fill in - Afterwards
Ordering guide for parents
Four steps from access code to order. Answers the most common parent questions in advance.
- 4 steps with the QR photo card
- Gallery link and order deadline
- Common parent questions
PDFPrint1 pageView and fill in - Preparation
Class list (CSV)
The columns the student import expects. The school office fills it in, you import in seconds.
- 4 columns: first name, last name, class, email
- Sample rows
- Rules for clean data
CSVPrint1 pageView and fill in - Afterwards
Gallery is live
Short message to parents after the upload: link, access code, order deadline. For letter, email or school app.
- Subject and greeting
- 3 steps to order
- Order deadline
PDFPrint1 pageView and fill in - Preparation
Price list for parents
Clear price list with downloads, prints and packages. Enter your own prices, the currency matches your country.
- Digital downloads
- Prints in standard sizes
- Packages
PDFPrint1 pageView and fill in - Preparation
Proposal to schools and nurseries
A letter that convinces headteachers: procedure, safeguarding and privacy, benefits for parents. With an offer block to fill in.
- Letterhead and subject
- Benefits for school and parents
- Offer block
PDFPrint1 pageView and fill in - Photo day
Schedule for teachers
Class order and times on one sheet. Plus five notes so the day runs without waiting.
- Table with time and class
- Column for teacher and notes
- 5 notes for the day
PDFPrint1 pageView and fill in - Afterwards
Reminder before the deadline
Short reminder one week before the order deadline. Friendly, clear, with link and date. Brings most of the reorders.
- Subject and greeting
- Deadline and link
- Deletion note
PDFPrint1 pageView and fill in
Roadmap
The 4-week roadmap to photo day
Which template comes when. From the announcement to the reorder reminder.
- 4 weeks before
The school confirms the date. Parent letter and consent form go out to parents.
- 2 weeks before
Collect consent forms. Prepare the class list as CSV. Put up the poster.
- 2 days before
Check equipment. Hand the schedule to the teachers.
- Photo day
Class by class, following the plan. Children without consent are not photographed.
- 1 to 3 weeks after
The gallery goes live. Parents order with their access code. Reminder before the deadline.
Checklist
What a consent form must contain
Twelve points that regulators and parent councils expect. Our template covers them all.
- 01Who is responsible: name and address of the photographer or studio
- 02Exactly what for: portrait, class photo, online gallery, yearbook. One tick box per purpose
- 03Lawful basis: consent under Article 6(1)(a) UK GDPR
- 04Who sees the photos: only people with a valid access code
- 05Who processes the data: platform and lab under a data processing agreement
- 06How long data is kept: order period plus a fixed deletion period
- 07That consent is voluntary and saying no has no disadvantages
- 08How to withdraw: at any time, as easily as consent was given
- 09What rights parents have: access, erasure, complaint to the ICO
- 10Who signs: a parent or carer, and the pupil where old enough to understand
- 11Plain language: short sentences, no jargon without explanation
- 12Safeguarding: no pupil's name next to a photo in public media, no location data in files
For your country
Legal basis in the United Kingdom
- Law
- UK GDPR Articles 6, 7 and 8 and the Data Protection Act 2018. ICO guidance on consent and children
- Signature
- A parent or carer signs for the pupil. Ask older pupils for their own agreement as well
- Authority
- Information Commissioner's Office (ICO)
- Terms
- Primary school, Year 1 to Year 6, nursery, parent or carer, safeguarding, consent form
SourcesICO: consentData Protection Act 2018NSPCC: photography guidance
Templates, not legal advice. Have the texts checked by your data protection officer or the school's DPO before use.
How it works
Fill in, download the PDF, print
- 1
Open a template
You see the finished document as a sheet in your browser. Nothing to install.
- 2
Fill in the fields
School name, date, deadline. The sheet updates as you type. Nothing is stored.
- 3
Download or print
One click creates the PDF with your details. Or print straight from the browser.
- 14 templates
- PDF and print
- UK GDPR wording
- Fill in online
Questions
Frequently Asked Questions
Answers to the most important questions about our software.
Yes. Viewing, filling in, downloading the PDF and printing cost nothing. You need no account and give no email address.
You fill in the key details right in the browser: school name, date, deadline, contact details. The PDF contains your values. For a logo and letterhead, print the PDF on your own paper.
The consent form, withdrawal form and GDPR checklist follow UK GDPR, the Data Protection Act 2018 and ICO guidance, and they name the lawful basis. They remain templates, not legal advice. Have the text checked for your use case.
No. The templates work on their own. The notes on access codes, QR photo cards and the online gallery describe the Pixalo workflow and can be adapted.
Yes. On the template you can switch to the international version with generic GDPR wording. German, Austrian, Swiss, Dutch and Spanish versions live on the respective Pixalo sites.
Next step
Templates are the start. The rest runs in Pixalo.
- Used by professional school & nursery photographers
- 0% platform commission & direct payouts to your account
- Your own brand, logo, and domain (White-Label)
- GDPR-compliant hosting in Germany