The paperwork to send after you say yes to a date

A message that says "yes, I can do the 14th" feels like the end of the conversation. It is really the start of three small jobs that protect you: confirming the details, putting the terms in writing, and getting paid properly.

TL;DR: After a yes, send three things: a short confirmation with the date, place, hours and call time; an agreement that covers payment, deliverables, cancellation and image or usage rights where they apply; and an invoice with a due date. This is general information, not legal advice. Have a lawyer review any template you use.

1. The confirmation

A short message the same day:

• The date, the address and the call time
• The hours you are covering and the role
• The rate and what is included
• Who your contact is on the day, and how to reach them

It takes five minutes and it catches the wrong address and the wrong start time before they cost anything.

2. The agreement

For most freelancers the agreement is a page or two. It should cover:

• What you are being paid, and when. Tie it to a date, not to the client's timeline.
• Hours, overtime, travel and meals.
• Deliverables. What you hand over, how and by when.
• Cancellation. What happens if either side cancels, and the notice required.
• Rights. Who owns and may use what you create. For photography and film this matters. Our second shooter agreement guide shows how it is usually handled.
• Independent contractor status, where it applies.

3. The invoice

An invoice is a record and a request. Include your name or business name, the studio's name, the date of the work, a description, the amount, how to pay, and the due date. Send it when the work is done, not when you remember.

Tax rules differ by place, so ask an accountant how to track and report freelance income and what forms a studio may ask you for.

Where Booksui fits

On the Booksui Network the terms of a match are recorded, you agree the fee directly with the studio, and Booksui takes no cut. If you run a studio, the same workspace sends contracts with e-signature and invoices.

Create a free profile and keep your dates, rates and terms in one place.