Video production proposal template

[Client Name] needs a [type, e.g., "90-second brand video"] to [goal, e.g., "explain the product on the homepage and in sales emails"].

We propose a [1]-day shoot at [location], with pre-production in weeks 1-2 and final delivery in week [6]. The fixed fee is $[amount], including the master video and [X] social cutdowns.

The concept, production plan, deliverables, revisions, usage rights and payment terms are below.

Objective: [e.g., "Help visitors understand what the product does in under two minutes"]
Audience: [who will watch and where, e.g., "operations managers, on the homepage and in sales follow-ups"]
Key message: [one sentence]
Format: [e.g., "customer interview with product B-roll and on-screen text"]
Length: [master length], plus [X] cutdowns of [15 and 30] seconds
Tone and look: [e.g., "natural light, handheld, warm color grade"]
Call to action: [e.g., "Book a demo"]

Reference videos: [links to two or three examples the client has agreed reflect the style]

Example 6-week plan:

Weeks 1-2: Pre-production
- Creative brief, script and shot list
- Casting or interviewee scheduling, location confirmation and permits
- Milestone: script and shot list approved

Week 3: Production
- [1] shoot day at [location], [X] hours on site
- Crew: [director, camera operator, sound recordist, gaffer]
- Milestone: footage captured and backed up

Weeks 4-5: Post-production
- Edit, music, color grade, sound mix, captions and graphics
- First cut delivered at the end of week 4
- Milestone: final cut approved

Week 6: Delivery
- Master and cutdowns exported in all formats
- Milestone: files delivered

What we need from you: one approver for script and edits, feedback within 3 business days, and access to the location on the shoot day.

- Master video, [90] seconds, 16:9, 4K (3840x2160) and 1080p, MP4 (H.264)
- [2] social cutdowns, [15 and 30] seconds, 9:16 and 1:1
- Burned-in captions on social versions, plus a separate SRT caption file
- Thumbnail still for [YouTube/website]
- [Optional] Textless version of the master for future edits

Not included unless added below: raw footage, project files, additional language versions.

Included: two rounds of revisions on the edit. A round is one consolidated set of notes from your team, sent within 3 business days of receiving the cut.

A revision covers: trimming or reordering shots, changing on-screen text, adjusting music volume, color tweaks and swapping footage we already shot.

Not a revision: reshoots, a new script or concept after approval, new interviews, or adding footage we did not capture. We will quote these before starting. Extra edit time: $[rate]/hour.

On final payment, [Client Name] may use the delivered videos on [the website, social media, paid advertising and sales presentations], worldwide, for [an unlimited period / X years].

Music: licensed from [library] for the uses above. Using the video in [TV or cinema] may require an extended license.
Talent: on-camera contributors sign release forms covering the same uses.
Portfolio: we may show the finished video in our portfolio unless you ask us not to.

Raw footage and project files remain ours unless purchased separately.

Example pricing structure (illustrative; replace with your own rates):

- Pre-production (script, shot list, scheduling): $[amount]
- Shoot day with [X]-person crew and equipment: $[amount] per day x [1]
- Post-production (edit, grade, sound, captions): $[amount] per edit day x [X]
- Music license: $[amount]
- Travel and location costs: at cost, estimated $[amount]

Total fixed fee: $[amount]

Payment schedule:
- 50% ($[amount]) on signing, to book crew and dates
- 50% ($[amount]) on delivery of the final files

Optional extras: additional shoot day $[amount]; extra cutdown $[amount] each; raw footage $[amount]; drone footage $[amount].

This quote is valid until [date].

- Relevant work: [two links to similar videos, e.g., customer interview videos for B2B software companies]
- Your producer from brief to delivery: [Name]
- You review cuts and leave time-coded comments in [your review tool or client portal]
- [One specific, checkable proof point: a festival selection, platform certification or reference client]

1. Approve the concept and choose a shoot date: [option 1] or [option 2]
2. Sign the agreement and pay the 50% deposit to hold the date
3. Pre-production kickoff within [3] business days of signing

This proposal and its shoot dates are held until [date].