What information do families need before school photo day?

Families need: the exact date, what time each grade or class goes (if applicable), what to wear, the ordering deadline and platform, whether packages are prepaid or postpaid, whether a digital download is included, the retake day date, and what happens with group or class photos. A photo day newsletter that covers all of these eliminates the questions that flood in from families who want to order but cannot find the link, families who missed the date and do not know about retake day, and families who received photos they did not expect to pay for.

How should schools explain photo ordering to families who have never used the photography company's platform?

Name the photography company and include a direct link to the ordering page. Do not assume families will search for it. Include the school's unique order code if one is required. Explain whether families need to order before photo day (prepay model) or whether they receive proofs and order afterward (postpay model). Many families do not understand the difference and are confused when they receive an invoice for photos they thought were free or included in school fees. One short paragraph that explains the ordering model prevents most of that confusion.

What outfit advice should schools include in a photo day newsletter?

Keep it positive and practical: solid colors photograph better than busy patterns. Avoid clothing with large logos, text, or graphics that can be distracting. Layers look good and give students options if they feel too warm or too cold. If your school has a dress code, photo day does not override it. If there is a specific color theme or background being used by the photographer, note it so families can plan accordingly. Avoid prescriptive instructions about hair or accessories unless there is a specific reason related to the school environment.

How do retake days work and when should schools communicate them?

Include the retake day date in the original photo day newsletter, not in a separate communication weeks later. Families who know about retake day from the beginning can plan for it if their child is sick on photo day or if the original photos do not turn out well. State what the retake day process looks like: do students need to bring back their original package, is there a separate form to complete, and is the same photographer handling retakes? Families who are not told about retake day until after photos are delivered often miss it because they find out too late.

How does Daystage help schools send photo day communication to all families on time?

Photo day newsletters often need to go out further in advance than other school notices because ordering deadlines can be a week or more before the photo date itself. Daystage's scheduling feature lets principals write the photo day newsletter in advance and schedule it to arrive at exactly the right moment, giving families enough time to order before the deadline. If the school needs to send a second reminder closer to the ordering cutoff, that reminder can be written and scheduled at the same time as the original announcement, so nothing falls through the cracks during a busy school week.

School Newsletter

Photo day is one of those school events where the quality of the advance communication has a direct and visible impact: families who receive clear, timely notice prepare their kids for a good photo day. Families who miss the announcement send their children in the school gym uniform. The newsletter matters here in a way that is immediately tangible.

This guide covers what to include in the photo day announcement, how to explain the ordering process clearly, what outfit advice actually helps families, when to mention retake day, and how to explain what happens with group and class photos.

Send the newsletter at least one week before photo day

One week is the minimum. If your photography company requires prepayment before photo day, send the newsletter at least ten days to two weeks before the photo date so families have time to order online before the deadline. A newsletter that arrives three days before the order cutoff leaves families who need to plan ahead with no time to act.

Include the photo day date and the ordering deadline as two separate pieces of information. Many families confuse them. "Photo day is Tuesday, May 20. The online ordering deadline is Thursday, May 15" makes both dates immediately clear.

How to explain the ordering process simply

The ordering explanation is where most photo day newsletters lose families. Name the photography company, include the direct link to the ordering page, and state the school's order code if one is required. Then explain the model in one clear sentence:

Prepay: "Order online before photo day. No forms are sent home with students."
Postpay with proofs: "Photos will be taken on photo day. Proofs will come home in [timeframe] and you will order from those."
Postpay without proofs: "An invoice will be sent home after photos are taken. You can view and order through the link above."

The families who contact the school confused about photo day billing are almost always families who did not understand the model before the photos were taken. One clear paragraph in the newsletter prevents most of those conversations.

What to wear: practical guidance that actually helps

Families want advice, not a dress code. Keep the outfit guidance brief and practical:

Solid colors photograph better than busy patterns or large logos.
Layers look good and let students adjust to the temperature during the school day.
School dress code applies on photo day.
If the photographer is using a specific backdrop color, note it so families can pick complementary tones.

Avoid language that feels prescriptive about hair or accessories unless your school has a specific reason to address it. Most families appreciate practical tips over a list of restrictions.

The retake day date belongs in the first newsletter

Include retake day in the original photo day announcement. Families who know about retake day from the beginning can factor it into their planning: if a child is sick on photo day, they know the retake option is available and they know the date. Families who learn about retake day only after receiving their photos often miss the retake window because it was communicated too late or not at all.

One sentence is enough: "Retake day is [date]. Students who were absent on photo day or who wish to redo their photo can participate. Bring back the original photo package if you received one."

Group and class photos: what families should know

If your school takes class photos or grade-level group photos in addition to individual portraits, tell families what to expect. Questions to address:

Are class photos included in the regular portrait package or ordered separately?
When are class photos taken, before or after individual portraits?
Is there a separate ordering form or deadline for group photos?

Schools that do not explain the class photo process often field questions from families who ordered an individual portrait package and expected a class photo to be included, or vice versa.

Digital downloads and shareable files

Many school photography packages now include a digital download option. If yours does, say so explicitly. Families who do not know a digital file is included in their package may not claim it. If a digital download is available for an additional fee, note that as well.

If photos can be shared to a school app or platform after they are ready, include that information. Families who want to share the photo on social media or send it to grandparents appreciate knowing the digital options upfront rather than discovering them after the print package arrives.

Tips for parents to help the morning go smoothly

Close with two or three brief tips for families who want their child to feel prepared on photo day. Not a lecture, just practical:

Lay out the outfit the night before so the morning is low stress.
Bring a comb or hairbrush in the backpack for a quick touch-up before the photo.
Remind your child that photos take about two minutes and the rest of the day is completely normal.

That last point helps with kids who are anxious about photo day. Knowing it is a brief, contained event rather than a big performance usually reduces the nerves.

School Newsletter: School Photo Day Announcement