How to commission a painting: 7 steps from briefing to delivery

Commissioning a painting from an artist can feel opaque — especially the first time. How many emails? Do I pay upfront? How long does it take? Can I see how it’s coming along before paying everything?

This guide walks through the complete process of commissioning a painting from Keili Major, an Estonian-Italian artist based in Garessio (Italian Alps). Seven concrete steps, with real timelines, payment notes, and what to expect at each phase. The format you’d use to explain the process to a friend on the phone.

If you’re looking for prices first, there’s a dedicated 2026 pricing guide.

The 7 steps of the process

Step 1 — Initial briefing

Everything starts with a message or email. The client describes what they’d like — a precise subject, or just a feeling, a meaningful place, a person to honour. They specify an approximate size (even just “a painting big enough for above the sofa”), a rough budget, and a desired timeframe. Reference photos are welcome from the start, even low-quality ones — they get reworked.

Step 2 — Free quote

Within a few days of the briefing, Keili sends a detailed quote: price, estimated timeline, suggested technique, and a description of how she imagines developing the subject. The quote is free and no-commitment: take time to consider it.

Step 3 — Preparatory sketches

Once the quote is accepted, before touching the canvas, 1-2 preparatory sketches are sent (pencil or digital). They serve to align composition, framing, and palette. Adjustments are made if needed. Painting only begins after the client approves the sketch.

Step 4 — Deposit payment

For pieces under €500: 50% at start + balance on delivery. For pieces over €500: three instalments (40% at start, 30% on sketch approval, 30% on delivery). Bank transfer, cash (within €5,000), international transfer for non-EU clients. Standard electronic invoice.

Step 5 — Painting creation

The actual work begins. For finger painting, multiple sessions — oil paint requires drying time between layers, even two weeks if the medium is heavy. On request, process photos are shared: sketches on canvas, first layers, advanced details. Letting a painting “rest” between sessions is part of the technique.

Step 6 — Drying and finishing

When the piece is complete, it must dry fully before delivery — weeks for realistic oil, days for finger painting. At this stage the work is signed front and back, protective varnish is applied (on request), and the certificate of authenticity is prepared: a hand-signed document with title, year, size, technique, and a small photograph of the piece.

Step 7 — Delivery or shipping

Two options: direct pickup at Keili’s studio in Garessio (Italian Alps), or insured shipping. Shipping in Italy starts at €20 with standard courier; for high-value pieces or international destinations, specialised art-transport couriers are used (DHL Art, UPS Fine Art). The package is prepared professionally — rigid box, moisture-protection material, “FRAGILE — artwork” marking.

In summary: typical timelines

Weeks indicated include the briefing phase, sketches, painting itself, and drying time — the last being what determines whether delivery is actually safe for transport.

Process FAQ

How long from briefing to delivery?

For a medium finger painting (around 50×60 cm): 4-8 weeks total. For a medium realistic oil: 8-14 weeks. Post-completion drying time matters a lot: oil needs weeks before being safe to ship.

Can I cancel a commission after paying the deposit?

Before painting begins (during the sketch phase) yes, with full refund. Once realisation starts, the deposit covers work already done and is non-refundable.

What if I’m undecided about the subject?

It happens often, especially for gifts or paintings of meaningful places. The briefing phase is exactly for exploring. You can start from a feeling (“something that reminds me of last winter”) and arrive at the subject through 2-3 conversations.

Can I be involved during the painting process?

Yes, on request process photos are shared after every important session. Some clients follow every step, others prefer the final surprise. Both approaches work.

What if the piece arrives damaged?

Shipments are insured. In case of transport damage, a claim is opened immediately with the courier and the piece is repaired or refunded depending on severity. It’s rare — professional packaging and specialised couriers reduce risk to near zero.

Starting a commission

Three ways to begin:

• Custom Art — past work gallery + quote form
• Direct WhatsApp to Keili — to talk directly
• La Fabbrica del Cotone, Garessio — the permanent exhibition is free to visit, to see the work in person before commissioning

Keili Major is an Estonian-Italian visual artist based in Garessio (Italian Alps). She works in finger painting on oil canvas and water-mixable realistic oil. She also teaches private painting lessons.