You want to commission an artist, but don’t know where to start?

Hello, my name is Oliver Reyes and I’m a freelance illustrator based in Sydney. Over the seven years I’ve been working as an artist, I’ve been contacted for many different projects. These have ranged from personal commissions of families, pets, and couples, to illustrated health guides, personalised merchandise, paintings, editorials, and event marketing. This is common for most working artists. We are available to work across both public and commercial markets. This guide is a walkthrough of the process for commissioning an artist yourself. Commissioning art is a wonderful way to support the local creative industry while receiving something unique that you can treasure.

Before you reach out to an artist, you need a clear idea of what you want. In this guide, we are focusing on personal commissions. These are artworks created for your own use rather than for a business, publishing or a gallery exhibition. 

Common personal commissions include (but are not limited to): 

• Portrait of a loved one or a pet. 
• Custom-made ceramic vase or bowl. 
• Hand-painted jacket or piece of clothing. 
• Unique illustration for a wedding invitation. 

Questions to consider:

• Where will the artwork live? Will it hang on a wall, sit on a shelf, or stay on your phone as a digital wallpaper?
• What is the purpose? Is this a gift to celebrate a memory, or a practical item Do you intend to use it every day?
• What is your timeline? Do you need this by a specific date, such as a birthday or anniversary?

Research is the most important step in the process. While a recommendation from a friend is a great start, you should still look deeper to ensure the artist’s style matches your vision. 

Why research matters: Every artist has a unique quality and voice. If you want a realistic portrait of your dog, an artist who specialises in abstract neon shapes may not be the right fit. 

• Check their portfolio: Look at their website or social media. Does their recent work look like the style you want? 
• Look for "Commissions Open": Many artists list their availability in their social media bios. If they say "Commissions Closed," they may be too busy to take on new work right now. 
• Check their reputation: Look for testimonials or reviews. Does the artist have a history of delivering work on time and communicating well? 

This is a common area of confusion. In Australia intellectual property resides with the creator except in some specific situations. The Arts Law Centre of Australia states "If a person pays [i.e. commissions] someone else to take a photograph for a private or domestic purpose [e.g. wedding photographs], or to paint/draw a portrait, or to make an engraving, then the commissioner owns copyright in the commissioned work’ (1). In all other situations the copyright resides with the artist unless otherwise agreed. So when you pay for a commission, you are paying for the physical or digital item and a licence to use it for personal reasons only, rather than owning intellectual property in the work.

• Display the artwork in your home.
• Use the image as a profile picture.
• Share the work on social media (always tag or credit the artist).

• Print the artwork on products to sell for a profit.
• Use the artwork to promote a business.
• Change or edit the artwork without the artist’s permission. 

Note: If you eventually want to use the work for a business, tell the artist early! They can provide a commercial licence for an additional fee.

Once you have chosen an artist, it is time to reach out. Most artists prefer contact via email or a specific form on their website. Avoid "cold calling" via phone unless they have explicitly listed it as their preferred method.

The best way to start is by providing a brief. A brief is a short, clear summary of your project. Example of a professional brief: 

Subject: Personal commission inquiry [Your Name] 

Message: "Hello Annie, My colleague, Rachael, recommended your work. I love the puppy-shaped mug of yours she’s brought into the office. I would love to commission a custom mug featuring my poodle, Candy. I really like your pottery-cartoon style and think it would be perfect for my morning tea. I have attached a few reference photos of Candy for you to see. Do you have any availability for a project like this in the next month? I look forward to hearing about your process and rates."

Every artist prices their work differently based on their experience and the complexity of the project. Transparency about money helps everyone feel respected. 

How prices are typically determined: 

● Labour: The hours spent sketching, creating, and finishing the work. As well as considering the hours spent making the artwork, which possibly has taken away from other forms of paid labour. 

● Expertise: The years the artist has spent developing their unique skills, tastes and craftsmanship. 

● Materials: The cost of physical supplies (clay, paint, paper) or digital software.

Quotes and Deposits 

Always ask for a written quote. It is standard practice in Australia for artists to request a deposit (usually 20-50%) before they start. This payment confirms your booking and covers the artist's initial planning time. 

A "contract" doesn't have to be a scary legal document. For personal commissions, a written agreement via email is often enough. Depending on what is being made and delivered, this could vary. Overall, ensure both you and the artist have agreed on: 

• The Subject: What is being created? 
• The Format: What are the dimensions or file types? 
• The Price: What is the total cost and when is the payment due? 
• The Timeline: When will the work be finished? 
• Edits: How many changes can you ask for? 

Most artists include one or two rounds of small changes in their base price. Ideally, this is done before finalising the design (check out step 8 below for this) 

Art takes time. Depending on the medium, a commission could take anywhere from two weeks to several months. This all depends on many personal and professional factors, as  discussed. 

Cultural Considerations 

When planning your timeline, be mindful of the artist's community and cultural obligations. For example, First Nations artists are often very busy during: 

• January 26 (Late January) 
• NAIDOC Week (Early July) 
• National Reconciliation Week (Late May - Early June)

It’s not that you can’t reach out to an artist during these times, but it’s about knowing to expect longer response periods. A better strategy would be to book your commission several months in advance to your due date and communicate these reasons. Planning is key! 

What happens if the work doesn't look exactly how you imagined? This is where the editing process comes in. Most artists will send you a ‘rough sketch’ or some other proof of concept before they finish the work. 

• Be specific: Instead of saying "I don't like it," say "Could we make the colours a bit brighter?" or "Could the eyes be a little smaller?" 
• Respect the boundaries: If you ask for a major change that wasn't in the original brief (e.g., "Actually, can I have two dogs instead of one?"), the artist may charge an extra fee for the addition to the work they create. 

Sometimes, despite everyone’s best efforts, a project might not turn out the way you expected. This can happen because of the medium used—for example, once a ceramic piece is fired in a kiln or a design is printed onto a T-shirt, it cannot be "edited."

This is why having a clear brief and a written agreement is so important. If you find yourself in a situation where the work isn't meeting the vision, there are usually three professional ways to move forward: 

• Option 1: Start again 

If the project needs a complete restart, the artist may need to create a new contract and a revised brief. Because you have already paid a deposit, the artist is compensated for the time they have already spent. You will likely need to pay a new fee for the second attempt to cover the extra labour and material costs. 

• Option 2: The artist sells the work independently 

If the commission no longer suits your needs, the artist may choose to keep the work. Because the artist retains the copyright, they have the right to refine the design and sell it as an original piece to someone else. This allows the artist to recover their costs while you are free to look for a different solution. 

• Option 3: Ending the agreement 

If you and the artist cannot agree on a way forward, you may choose to end the agreement and pay for the work that has been done so far. In these cases, the artist may refer you to another professional in the industry who has a style or medium better suited to your project. Ending an agreement respectfully ensures that both parties can move on without ill will. 

We’ve made it. The artist has walked you through the processes, the work is done and you’re about to be notified that the artwork is ready!

• Digital/Audio work: This will be delivered via a high-quality download link or USB.
• Physical work: Can be collected locally or sent via a tracked courier/mail service.

Ensure the final payment is made promptly before or upon delivery. Once you have your artwork, the best way to thank an artist is to share their work with others and recommend them to your friends!

Commissioning an artwork is a collaborative journey. By being clear, respectful, and prepared, you can help create a positive experience for both yourself and the artist. 

If you have more questions about professional standards in the arts, you can explore the NAVA Code of Practice.

1. Arts Law Centre of Australia. (2010). Copyright - Arts Law Centre of Australia. Arts Law Centre of Australia. https://www.artslaw.com.au/information-sheet/copyright/

Copyright Information Sheet, Arts Law

Commissioning Agreement – Private or Commercial Visual Artwork, Arts Law 

Commission VS Licence. Arts Law can help you do both, Arts Law

Commissioning Guidelines, Illustrators Australia.

Everything You Need To Know About Commissioning An Artwork, The Design Files

Oliver Reyes is an illustrator and designer based on Gadigal Country and raised across Western Sydney (Wangal/Durag). Shaped by a life lived between cultures, Oliver understands visual storytelling as something communal, not elite. His work carries the influence of South American street culture – expressive, political, unafraid – alongside the energy of the local, indie creative scenes that he came up in. His main mediums of choice are print, comics, and grassroots community projects, focusing on genderqueer narratives, migrant histories and First Nations solidarity.

Website: https://olliexreyes.com/

Represented by Made In Kin: https://madeinkin.com/