VIDEO PRODUCTION PROPOSAL ========================= Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use Prepared for: [CLIENT CONTACT NAME], [CLIENT COMPANY NAME] Prepared by: [YOUR NAME / PRODUCTION COMPANY], [YOUR EMAIL], [YOUR PHONE] Date: [DATE] | Proposal ref: [PROPOSAL NUMBER] | Valid until: [EXPIRY DATE] 1. Concept and purpose ---------------------- [ONE OR TWO PARAGRAPHS. Example: "[CLIENT COMPANY] wants a short brand film that shows prospective [AUDIENCE] what it is like to work with the team. The film will run on the homepage, in sales emails and as paid social cutdowns. We propose a documentary-style piece built around interviews with [NUMBER] team members and one customer, shot over [NUMBER] day(s) at [LOCATION]."] Where it will be shown: [WEBSITE / SOCIAL ORGANIC / PAID SOCIAL / EVENTS / BROADCAST / INTERNAL] Tone: [E.G. WARM, CANDID, UNSCRIPTED] Total budget: [CURRENCY] [TOTAL BUDGET] 2. Deliverables --------------- # | Deliverable | Length | Aspect ratio | Captions | Format - | ----------------------------- | ----------------- | ------------ | ------------------------ | ---------------------------------- 1 | Main film | [2:00–3:00] | 16:9 | Burned-in + caption file | [CODEC / FILE TYPE], [RESOLUTION] 2 | Social cutdown | [0:60] | 9:16 and 1:1 | Burned-in | [FILE TYPE] 3 | Ad cutdowns | [0:15] x [NUMBER] | 9:16 | Burned-in | [FILE TYPE] 4 | Stills from footage | – | – | – | [NUMBER] JPGs 5 | [RAW FOOTAGE / PROJECT FILES] | – | – | – | [INCLUDED / ADD-ON / NOT INCLUDED] 3. Pre-production ----------------- Task | Detail ------------------------ | -------------------------------------------------------------- Creative call | [60] minutes to confirm message, audience and references Script or interview plan | [SCRIPT / INTERVIEW QUESTIONS AND STORY OUTLINE] Storyboard or shot list | [STORYBOARD / SHOT LIST] Location | [CLIENT PREMISES / SCOUTED LOCATION / STUDIO], recce on [DATE] Casting | [CLIENT STAFF / CUSTOMERS / PAID TALENT] Call sheet | Issued [2] business days before the shoot Gate: the script or interview plan and shot list must be approved in writing before crew and kit are booked. 4. Production ------------- Item | Detail ---------------------- | ---------------------------------------------------------------------------------------------------- Shoot days | [NUMBER] x [HALF DAY (up to [5] hours) / FULL DAY (up to [10] hours)], including setup and pack-down Shoot date(s) | [DATE(S)] Weather or reserve day | [DATE], for outdoor shoots Overtime | [CURRENCY] [AMOUNT] per crew member per hour beyond the day length Crew Role | Days | Day rate ------------------------------------------------- | -------- | ------------------- Director / camera operator | [NUMBER] | [CURRENCY] [AMOUNT] Second camera operator | [NUMBER] | [CURRENCY] [AMOUNT] Sound recordist | [NUMBER] | [CURRENCY] [AMOUNT] [GAFFER / PRODUCTION ASSISTANT / HAIR AND MAKEUP] | [NUMBER] | [CURRENCY] [AMOUNT] Equipment: [CAMERA PACKAGE], [LENSES], [LIGHTING], [AUDIO], [GIMBAL / DRONE]. Hired items are listed in section 8. 5. Post-production ------------------ - Footage logging and selects - Rough cut of the main film (structure and story) - Fine cut with color grading, sound mix and music - Motion graphics: [LOWER THIRDS / LOGO ANIMATION / TITLES] - Captions and subtitles in [LANGUAGES] - Cutdowns edited from the approved fine cut 6. Licensing ------------ Item | Source | Usage terms ------------- | --------------------------------------------- | ------------------------------------------ Music | [LIBRARY NAME OR TYPE], up to [NUMBER] tracks | [CHANNELS], [DURATION / PERPETUAL] Stock footage | [SOURCE OR NONE] | [TERMS] Paid talent | [NUMBER] actors / presenters | [CHANNELS], [DURATION] Voice-over | [ARTIST OR NONE] | [CHANNELS], [DURATION] Contributors | Client staff and customers | Signed [MODEL RELEASE FORM] before filming Location | [LOCATION] | Permit or permission obtained by [WHO] Use outside the terms above, such as broadcast or paid media beyond [DURATION], may need additional fees. 7. Revisions and approvals -------------------------- Stage | Revision rounds included ----------------------- | ------------------------ Script / interview plan | [2] Rough cut | [1] (structure) Fine cut | [1] (detail) Each cutdown | [1] - A revision uses footage already shot. Reshoots, pickups or new footage are billed at the production day rates in section 4. - Script changes after approval that need new footage count as a reshoot. - Feedback is consolidated by [APPROVER NAME] and returned within [3] business days. - Additional edit rounds: [CURRENCY] [AMOUNT] each. 8. Budget --------- Block | Detail | Amount ---------------------------------------- | ---------------------------------------------- | ------------------------- Pre-production | Creative, script, shot list, recce, scheduling | [CURRENCY] [AMOUNT] Production | [NUMBER] shoot day(s), crew as listed | [CURRENCY] [AMOUNT] Equipment hire | [ITEMS] | [CURRENCY] [AMOUNT] Post-production | Edit, color, sound, graphics, captions | [CURRENCY] [AMOUNT] Cutdowns | [NUMBER] cutdowns | [CURRENCY] [AMOUNT] Licensing | Music, stock, talent, voice-over | [CURRENCY] [AMOUNT] Expenses | Travel, location fees, catering, permits | [CURRENCY] [AMOUNT] Total (excluding [TAX] where applicable) | | [CURRENCY] [TOTAL BUDGET] Payment schedule Payment | Trigger | Amount ------------------------------- | ----------------------------------------------- | ------------------- Deposit ([PERCENT]%) | On acceptance, secures shoot date(s) | [CURRENCY] [AMOUNT] Production payment ([PERCENT]%) | [NUMBER] days before the shoot | [CURRENCY] [AMOUNT] Balance | On approval of the fine cut, before final files | [CURRENCY] [AMOUNT] 9. Timeline ----------- Stage | Target date --------------------------- | ----------- Deposit and creative call | [DATE] Script / shot list approved | [DATE] Shoot | [DATE(S)] Rough cut delivered | [DATE] Fine cut delivered | [DATE] Cutdowns delivered | [DATE] Final masters delivered | [DATE] 10. Cancellation and rescheduling --------------------------------- - Cancelling or postponing more than [NUMBER] days before the shoot: deposit applied to a new date within [NUMBER] months. - Inside [NUMBER] days: [PERCENT]% of production costs plus any non-refundable third-party bookings. - Weather: for outdoor shoots, the reserve day in section 4 is used. A further rebooking is charged at [CURRENCY] [AMOUNT]. 11. Ownership and footage ------------------------- On payment in full, the client may use the final deliverables within the licensing terms in section 6. Raw footage and project files are [INCLUDED / AVAILABLE FOR [CURRENCY] [AMOUNT] / RETAINED BY THE PRODUCER]. Footage is archived for [NUMBER] months after delivery. Full terms are in the attached [VIDEOGRAPHY CONTRACT]. 12. Acceptance -------------- Client | Producer ------------------------------- | ------------------------------- Signature: ____________________ | Signature: ____________________ Name: [CLIENT SIGNATORY NAME] | Name: [YOUR NAME] Company: [CLIENT LEGAL NAME] | Business: [YOUR BUSINESS NAME] Date: [DATE] | Date: [DATE] ------------------------------------------------------------ How to use this template 1. List every deliverable with length and aspect ratio before you price post-production. 2. Keep the pre-production gate. Booking crew before script approval is the costliest mistake in video. 3. Write license terms for each music track and each paid performer. 4. Collect releases from every recognizable contributor on the day. 5. Hold the balance until the fine cut is approved, not after final masters. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.