Hiring paperwork

Booking confirmation

Send this once you’ve confirmed someone. It covers fee, overtime, weekends, kit, expenses, payment terms and cancellation.

BOOKING CONFIRMATION

Production company: [Company name]
Production / job: [Project name]
Crew member: [Name], [Role]

Dates: [Shoot dates], plus [prep / travel days]
Call time and location: on the call sheet, sent [the day before]
Working day: 10 hours plus 1 hour lunch (or [9-hour continuous day])

Fee: £[day rate] a day. Overtime at [rate / APA Crew Terms].
Saturdays at 1.5x and Sundays or bank holidays at 2x the day rate, unless agreed otherwise.
Kit: [list] at £[amount] a day.
Expenses: [mileage at 45p a mile / travel / accommodation / per diems], agreed in advance and paid with receipts.

Payment: within [30] days of receiving the invoice.
Invoices to: [accounts email], quoting [PO / job number].

Cancellation (notice before the first booked day):
  7 days or more: no fee
  4 to 6 days: 50% of the booked fee
  2 to 3 days: 75%
  The day before or on the day: 100%

Usage: footage and stills belong to [the production company / client] once paid in full.
Insurance: the crew member holds their own public liability insurance [and kit insurance].

Please reply to confirm. Thank you.
[Your name], [Job title], [Phone]

Cancellation scale

This is the scale in the APA Crew Terms (September 2026), widely used on UK commercials and branded content.

Notice before the booked day	Cancellation fee
7 days or more	None
4 to 6 days	50% of the booked fee
2 to 3 days	75%
The day before	100%

Hold or pencil

Use this to ask crew to keep dates free before you’re ready to confirm. Always give a time you’ll confirm or release by.

HOLD / PENCIL

Hi [Name],

Could we pencil you for [project] on [dates] in [location], as [role], at £[rate] a day?

This is a hold, not a booking yet. We'll confirm or release you by [date and time].
If someone else wants to book you for those dates before then, let us know and we'll confirm or release within [24 hours].

Thanks,
[Your name]

Release

Let crew go as soon as you know. It’s the thing freelancers remember most about a production.

RELEASE

Hi [Name],

Thanks for holding [dates] for [project]. We won't need you this time, so you're free to take other work.

We'd love to work with you on the next one.
[Your name]

Call sheet

The essentials, in the order crew look for them.

CALL SHEET

Production: [Project]        Date: [Day, date]        Day [1] of [3]
Producer: [Name, phone]      Director: [Name]       1st AD / coordinator: [Name, phone]

UNIT CALL: [08:00]   BREAKFAST: [07:30]   LUNCH: [13:00]   ESTIMATED WRAP: [19:00]
Sunrise / sunset: [ ]        Weather: [ ]

LOCATION
[Address and postcode]  |  what3words: [ ]
Parking: [ ]   Unit base: [ ]   Nearest A&E: [Hospital, address]
Set medic / first aider: [Name, phone]

SCHEDULE
[Time]  [Scene / setup]  [Cast]  [Notes]

CREW
[Role]  [Name]  [Phone]  [Call time]

CAST / TALENT
[Name]  [Character]  [Pick-up]  [Hair and make-up]  [On set]

NOTES
Safety: [risk assessment summary, any hazards, drones, stunts, water]
Wellbeing: Film and TV Support Line, free and 24/7, 0800 054 0000
Catering: [dietary requirements covered]
Next day: [ ]