What to Include in Your Photo Pass Email (Template + Tips)
- sheronophoto
- May 28
- 3 min read
If you’re dreaming of photographing your favorite band from the photo pit, it all starts with one thing: a well-written photo pass email.
This part can feel intimidating—especially when you're just starting out—but trust me, once you know what to include and how to present yourself professionally, it gets easier (and more successful) every time.
1. First Impressions Matter
Your email is your handshake. Make it short, polite, and professional—don’t overcomplicate it.
Here’s what every photo pass request should include:
Who you are (name + role as a photographer)
Who you're requesting access for (just yourself or a media outlet)
The artist, date, and venue of the show
Where the images will be published (this is super important)
A link to your portfolio or Instagram
Your contact info
Bonus: Include a line or two about why you want to cover this show. Be genuine.
2. Don’t Skip This: Where Will the Photos Be Published?
This is a make-or-break detail. PR reps and managers care most about exposure. If you’re not shooting for a publication, you can still say the photos will be shared on your professional website or social media—but be honest and clear.
If you do have a blog, media platform, or publication lined up (even if it’s your own), say so up front!
3. The Photo Pass Email Template I Use
Here’s the exact photo pass email template I’ve used to get approved for shows—from small clubs to big stages. Feel free to copy and personalize:
📧 PHOTO PASS EMAIL TEMPLATE:
Subject: Photo Pass Request – [Artist Name] – [Date] – [Venue Name]
Hi [Publicist/Manager’s Name or just “there” if unknown],
My name is Stephanie Sheronovich, and I’m a live music photographer based in Ohio. I’m reaching out to request a ticket and photo pass for [Artist Name]’s show on [Date] at [Venue].
I’ll be covering the show for [Your Website/Social Media/Publication], and the final gallery will be shared [on my website and Instagram / with the publication's review, etc.].
Here is a link to my portfolio: [insert link]
Please let me know if you need any additional info or credentials. I’d be honored to photograph this show!
To reiterate:
Name: Stephanie Sheronovich
Request: 1 ticket and 1 photo pass
Show: [Artist - Date - Venue - City]
For: [Publication]
Thanks so much for your time and consideration.
Best,
Stephanie Sheronovich
@sheronophoto
[Your Website URL]
[Your Phone Number – optional]
The reiteration and making it bold will make your request clear and easy to see! Publicists/managers get tons of emails. This small action will make things just a little bit easier on them.
4. Do You Need a Publication to Get Approved?
Here’s the truth: Most artists require photographers to be attached to a publication. That’s how they ensure the photos will reach a wide audience.
But not all artists are strict about it—and some will say yes if your portfolio is strong and your email is professional.
💡 Take it from me: I got approved to photograph Noah Kahan, one of my all-time favorite artists, without being connected to a publication. I was just honest, respectful, and excited—and his team said yes. Don’t count yourself out just because you’re independent. Shoot your shot—literally.
5. Timing Is Everything
Send your email 7–14 days before the show. Too early, and it might get forgotten. Too late, and you risk missing the deadline for media approval (especially with larger acts).
6. Who Do You Even Send It To?
Start by looking for:
The band’s press contact on their website or press kit
Their management or label contact
The venue’s marketing or PR team
Even the event’s social media team (they often forward requests)
💡 Pro Tip: If you're stuck, DM the artist or venue and ask who to contact for photo access.
7. Keep It Professional… Even If You’re a Superfan
Be excited, but don’t fangirl in the email. You want to come across as someone who can handle themselves in a professional setting—even if your heart is screaming backstage.
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