Are you seeking an estimate or a bid? Let’s make it clear which one you are asking for.

Estimates are an appraisal of what the job should cost. Estimates have the limitation of being based only upon the information provided. If you forget an important detail, Like we need you in New York tomorrow and the Master Files the same day of the shoot, the estimate will be inaccurate. Estimates are only given in a non-competitive situations, if there are other photographers then it's a bid.   Estimates are more flexible then bids allowing for some small changes to fit within the frame work of the estimate without additional charges.

There are two types of bids: competitive and comparative.
Competitive Bid: Bids are considered competitive when two or more bids being considered only on price.
Comparative bid: these are bids that encompass additional aspects like style, existing working relationship, availability, etc. In any bidding situation, all parties should have the same information and assignment criteria.

Unlike an estimate, once a bid is accepted, the price is fixed - but so are the job parameters. Even small changes may incur additional charges. In situations that require changes, the change must be approved in writing at the time of the change.

Distinguish between your wants and your needs. Instead of cutting corners on quality, look for getting greater value from your photography dollar. There are always ways to pay less for photography - but bargains can be expensive. The expertise of the photographer will save money in the long run. Be open and honest with the photographer when negotiating your assignment. Good communications can help you solve your problems and achieve your goals.

Adapted from personal industry experience and the ASMP publication 'On Buying Photography' by Terry Pagos and Robert Rathe (http://www.robertrathe.com).