Deal Memo

A Deal Memo is a short, plain-language agreement that confirms the key terms of hiring someone on a film or television production — who is being hired, for what role, how much they are paid, and who owns the work. It is the most common way producers lock in crew and cast quickly before formal long-form contracts are drafted, and you can download it here free in PDF and DOCX with no signup required.

What Is a Deal Memo?

A Deal Memo is a brief written contract between a producer and an employee (such as a crew member, performer, or freelancer) that records the essential terms of their working relationship on a production. Rather than a lengthy formal agreement, it captures the deal points everyone needs to agree on: the nature of the services, compensation, the period of engagement, ownership of work, publicity and likeness rights, confidentiality, and screen credit. Producers, production companies, line producers, and production coordinators issue Deal Memos throughout pre-production and principal photography so that hiring can move fast while still being documented. Once signed by both parties, it serves as the operating agreement for that person’s role on the project.

When Do You Need a Deal Memo?

Film and television productions move quickly, and a Deal Memo lets you confirm terms without slowing the schedule. Common situations include:

• Hiring crew — locking in a grip, gaffer, sound mixer, editor, or production assistant for a shoot.
• Engaging cast or extras — confirming a day rate or flat fee for an actor’s appearance and the right to use their likeness in marketing.
• Bringing on freelancers — a composer, storyboard artist, or editor whose work product must clearly belong to the production.
• Short-term or day-player roles — when someone is hired for a single day, a week, or a defined block of the shoot.
• Protecting confidential material — when a person will see scripts, footage, casting decisions, or storylines that must stay private before release.
• Clarifying ownership and credit — when you need to confirm who holds copyright and that screen credit is at the production’s discretion.

What a Deal Memo Should Have

A complete Deal Memo identifies both parties clearly, describes the services to be performed, and states the compensation and pay basis. It should specify the duration of employment, address the right to use the employee’s likeness for publicity, and include a confidentiality clause covering scripts, footage, and other production information. It should also assign rights — copyright, performance, and publicity rights — to the appropriate party, and note that screen credit is determined solely by the producer or production company. Finally, it needs signature lines for both the employee and the producer, plus space for the employee’s identifying information for payroll and tax purposes.

How to Fill Out a Deal Memo

1. Name the Producer: Enter the name of the producer who is hiring, identified throughout as “Producer.”
2. Name the Employee: Enter the full name of the person being hired, identified as “Employee.”
3. Describe the services: In the description field, write the specific job or services the Employee will perform — for example “first assistant camera,” “on-set sound recording,” or “editing services.”
4. State compensation: Enter the dollar amount and indicate the basis — per day, per week, or a flat rate for a defined length of time.
5. Set the duration: Specify how long the Employee works for the Producer — the full run of the production or a named period.
6. Identify the production company: Insert the production company name where it appears for likeness, confidentiality, and rights clauses.
7. Name the project: Add the title of the film, television show, or other production wherever referenced.
8. Assign rights: Indicate whether copyrights, performance rights, and publicity rights belong to the producer/production company or to the Employee.
9. Sign and date: Have the Employee sign and print their name, add the Social Security Number for payroll, and have the Producer print and sign.

Likeness, Confidentiality, and Rights

Three clauses in this Deal Memo carry real weight. The likeness clause gives the producer or production company the right to use the employee’s image and appearance in publicity materials — trailers, posters, press, and social media. The confidentiality clause commits the employee to keep scripts, footage, casting, and other production information private and away from third parties unless written consent is given, with legal consequences for breach. The rights clause establishes that work created for the project is original and assigns copyright, performance rights, and publicity rights to whichever party you specify. Fill these in deliberately, because they define ownership of creative output that may have long-term value once the project is distributed.

Deal Memo vs. Long-Form Contract

A Deal Memo is intentionally concise — it captures the deal points so work can begin immediately. On larger productions it is often followed by a full long-form agreement that expands on the same terms with additional detail on schedules, benefits, indemnification, and dispute resolution. For many smaller projects, day players, and short engagements, a signed Deal Memo is the operating agreement on its own. Either way, treat it as a binding document: both parties should keep a signed copy, and any later long-form contract should be consistent with what the memo recorded.

Common Mistakes to Avoid

• Leaving the services vague — “help out on set” invites disputes; describe the actual role and duties.
• Not specifying the pay basis — always note whether the rate is per day, per week, or a flat fee, and over what period.
• Forgetting the duration — an open-ended engagement creates confusion about when employment ends.
• Skipping the rights assignment — leaving copyright and publicity rights blank can put ownership of creative work in question.
• Collecting sensitive data carelessly — store the Social Security Number securely and limit who can access it.
• Not getting both signatures — an unsigned memo is far harder to enforce; secure the Employee and Producer signatures before work begins.

Frequently Asked Questions

What is a Deal Memo in film production? It is a short written agreement that confirms the key terms of hiring someone for a project — role, pay, duration, confidentiality, and ownership of work. Producers use it to lock in crew and cast quickly while still documenting the deal. It often precedes or substitutes for a longer formal contract.

Is a Deal Memo legally binding? Yes — when both parties sign and agree to its terms, a Deal Memo is generally an enforceable contract. Its brevity does not make it informal; courts can hold parties to the deal points it records. To strengthen enforceability, fill in every field clearly and keep a signed copy.

Does a Deal Memo need to be notarized or witnessed? Notarization is not typically required for a Deal Memo, and this template includes only signature lines for the Employee and Producer. The signatures of both parties are what make it effective. If your production or jurisdiction has specific requirements, follow those.

Why does the form ask for a Social Security Number? The Social Security Number is collected for payroll, tax reporting, and employment verification purposes. Because it is sensitive personal information, handle it carefully, store it securely, and limit access to those who need it for processing pay. Some productions collect it on a separate payroll form instead.

Who owns the work created under a Deal Memo? That depends on how you complete the rights clause — the memo lets you assign copyright, performance, and publicity rights to either the producer/production company or the Employee. Most productions assign these rights to the company so it can fully use the work. Specify this clearly to avoid later disputes.

How much does this Deal Memo template cost? Nothing — you can download this Deal Memo template free from Business Forms Pro in PDF and DOCX, with no signup required. You can edit the DOCX version to fit your production’s roles and terms. Customize the fields before sending it for signature.

This Deal Memo template is a general example provided for informational purposes only and is not legal, financial, or tax advice. Employment and contract requirements vary by jurisdiction and by union or guild agreements. Consult a qualified attorney or production-savvy professional before relying on this document for your project.

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