Commission Process
A formal, measured procedure from initial inquiry to delivery and permanent archive record. Every commission follows the same seven-stage process regardless of subject or scale.
The Full Process
Each stage has a defined purpose and a clear outcome. No stage is skipped. The procedure has remained unchanged in its essential form since 1832.
Inquiry & Intake
The commission begins with a formal inquiry submitted through the Contact page or directly by telephone. The inquiry captures the essential parameters of the commission: portrait type, subject, preferred size, and any specific requirements. A representative of the Service will review the inquiry and respond within two business days.
- Portrait type: family, individual, residence, or companion
- Subject description and location (for residences)
- Preferred canvas size or general scale
- Any special requests regarding composition or setting
Authorization & Record Assignment
Upon acceptance of the commission, the Service issues a formal authorization. A unique record number is assigned in the format NPS-#####. This number is sent to you by post on official letterhead. The authorization establishes the commission in the archive and initiates the formal record. You will need your record number to proceed to the reference photograph stage.
- Unique record number issued (NPS-##### format)
- Authorization mailed on official NPS letterhead
- Commission formally logged in the archive
- Registrar signature applied to the intake record
Reference Photograph Submission
With your record number confirmed, you proceed to the photo submission stage. Clear, well-lit reference photographs are the foundation of a successful portrait. The artist requires photographs that accurately represent the subject — preferably taken in natural light, at eye level, with minimal background clutter. You may upload photographs through the secure intake portal using your record number.
- Multiple photographs from different angles are recommended
- Natural, even lighting preferred over flash photography
- For family portraits: individual photographs of each subject are helpful
- For residence portraits: include multiple exterior views and seasonal preferences
- Include any notes about expression, posture, clothing, or setting details
Artist Assignment
The Service selects a commissioned portrait artist based on the nature of the work. Artists are matched to commissions according to their specialization — portraiture, architectural subjects, or companion painting. The assigned artist reviews all reference material and composition notes before beginning. The client is informed of the assignment and may correspond with the Service regarding any compositional questions during this stage.
- Artist selected based on subject type and compositional style
- All reference photographs and notes transferred to the artist
- Composition plan reviewed and confirmed
- Client notified of assignment and estimated production period
Painting
The portrait is executed by hand in oil on stretched canvas. The artist works from the reference photographs and any provided notes, building the painting in layers according to traditional technique. The production period varies by size and complexity: smaller commissions typically require eight to twelve weeks; larger or more complex works may require longer. The Service does not rush production. A portrait is a permanent object; it is painted accordingly.
- Oil on canvas — no prints or reproductions
- Traditional layered technique: ground, underpainting, glazing
- Signed by the artist upon completion
- Typical production: 8–14 weeks depending on size and complexity
Review & Delivery
Upon completion, the painting is reviewed by the Service before delivery. The review confirms that the portrait meets the documented specifications of the commission and that all finishing details — artist signature, canvas preparation, and framing — are in order. The portrait is then packed and delivered to the client's address by insured courier. A delivery confirmation is sent to the client and attached to the archive record.
- Portrait inspected against commission specifications
- Framing prepared if included in the commission
- Shipped by insured, tracked courier service
- Delivery confirmation recorded in the archive
Archive Record Sealed
With delivery confirmed, the Registrar seals the commission record. The archive entry is finalized with the subject's name (or description), the medium, the canvas dimensions, the artist's name, the date of completion, and the delivery date. The record is maintained permanently in the National Portrait Service archive. Should the portrait ever be sold, donated, or transferred, the new owner may contact the Service to update the provenance record.
- Archive entry finalized and sealed by the Registrar
- Subject, medium, dimensions, artist, dates — all recorded
- Provenance documentation available to the client on request
- Archive maintained indefinitely — records do not expire
What to Have Ready
The more clearly you can communicate your vision at the outset, the more precisely the portrait can reflect it.
Photographs
Gather recent, clear photographs of all subjects. For individuals and families: multiple expressions, angles, and distances are helpful. For residences: exterior photographs in good light from several positions. For companions: natural, candid photographs in adequate light.
Details & Notes
Consider whether you have preferences about: clothing or attire, background or setting, posture and expression, the presence of specific objects or animals, or the relationship of subjects to one another within the composition.
Display Intent
Knowing where the portrait will hang — the dimensions of the wall, the height, the surrounding décor — can inform size and proportion. The artist and Service can advise on appropriate canvas dimensions once the display context is known.
Timelines & Correspondence
The National Portrait Service does not offer expedited or rush commissions. A portrait is a permanent object and is treated as one. The production timelines stated below are typical ranges; complex commissions may require additional time, which will be communicated to the client.
Typical Production Timelines
Small commissions (up to 20 × 24 in.): eight to ten weeks from photograph receipt. Standard commissions (24 × 30 in. to 30 × 40 in.): ten to fourteen weeks. Large commissions (36 × 48 in. and above): twelve to twenty weeks, depending on complexity and number of subjects.
Correspondence During Production
The client may contact the Service at any point during production via email or telephone. The Service will relay questions to the assigned artist and respond within two business days. Significant compositional changes requested after the underpainting stage may extend the production timeline and may be subject to additional fees, which will be communicated in advance.
Approval Prior to Delivery
The Service conducts an internal quality review before shipping. Should the Service determine that the portrait does not meet the standard of the commission — for reasons of accuracy, technical quality, or fidelity to the documented specifications — the commission will be corrected before delivery. The client will be notified of any delay.
Ready to Begin
Submit an inquiry to start the commission process. A representative of the Service will respond within two business days.