Crew Deal Memo Template (Free PDF, 2026)

A working crew deal memo template for indie film, commercial, music video, and short-form productions. Free to download, no email required, every clause explained in plain English.

This is the agreement that goes between you (the producer) and a crew member you're hiring for a project. It establishes rate, role, days, and the basic terms of the engagement. On bigger productions, this is replaced by formal contracts via DocuSign or production management software. On indie shoots, a clean deal memo emailed back and forth (or signed via PDF) is what working crew expect.

Get the Template

↓ Download the Crew Deal Memo PDF - print-ready, fillable, no email required.

Prefer copy-paste? The full 12-clause template is below - drop it straight into a Google Doc or email and fill it in for each hire.

Hiring through NeedaCrew? You don't need a template at all. Every accepted booking auto-generates a free Work Agreement - rate, role, dates, and terms - that both sides sign in-app. Post your project free →

Why You Need a Deal Memo on Every Hire

Indie producers sometimes skip deal memos on shoots that feel "small enough." This is the wrong call. Even on a $5K short, a deal memo:

• Protects you if the crew member doesn't show up, asks for more money mid-shoot, or claims terms that weren't agreed
• Protects them by establishing rate, OT, and pay date in writing
• Documents the engagement for your accountant, your insurance carrier, and any future production company that buys your project
• Sets expectations that this is a professional engagement, not a favor

The cost of a deal memo is 3 minutes of filling out a template. The cost of not having one when something goes wrong is hours of arguing about what was actually agreed.

What a Deal Memo Includes

A working 2026 indie crew deal memo has 12 clauses. The template includes all of them.

1. Production Header

PRODUCTION:        [Project name]
PRODUCTION CO:     [LLC or company name]
PROJECT TYPE:      [Short film / commercial / music video / etc.]
PRODUCER:          [Name]
PRODUCER CONTACT:  [Email + phone]
DATE:              [Today's date]

2. Crew Member Info

CREW MEMBER:       [Full legal name]
ROLE:              [Job title - e.g., 1st AC, Gaffer, Production Sound Mixer]
EMAIL:             [Email]
PHONE:             [Cell]
ADDRESS:           [For W-9 / payroll purposes]

3. Engagement Details

ENGAGEMENT TYPE:   [Day rate / Weekly rate / Flat]
DAY RATE:          $______ per day
WEEKLY RATE:       $______ per week (if applicable)
KIT FEE:           $______ per day (if applicable)
NUMBER OF DAYS:    ___ shoot days, ___ prep days, ___ wrap days
PREP RATE:         [Half rate / Quarter rate / Negotiated]
TOTAL ESTIMATED:   $______

4. Schedule

PRINCIPAL PHOTOGRAPHY:  [Start date] to [End date]
SHOOT LOCATION(S):      [Primary city/state]
EXPECTED CALL TIMES:    [Best estimate range, e.g. "6am-7am calls typical"]

5. Overtime

The default in 2026 for non-union indie work:

HOURS 1-10:        Straight time (day rate ÷ 10)
HOURS 10-12:       1.5x straight time
HOURS 12+:         2x straight time
DAY OF REST:       6th and 7th consecutive days at 1.5x and 2x respectively

6. Meals

MEAL POLICY:       6 hours after call time, lunch will be served (1-hour break)
MEAL PENALTY:      $20-50 per crew member per missed meal interval (industry standard)
DIETARY NOTES:     [Any specific accommodations]

7. Kit Fee Details (if applicable)

If the crew member is bringing personal gear that earns a kit fee, list what's covered:

KIT FEE:           $___ per day
KIT INCLUDES:      [List of personally-owned gear, e.g., "Sound mixer's recorder,
                    wireless system, boom mic, lavs, cart, cables"]
KIT INSURANCE:     [Production carries OR crew member's responsibility]

8. Travel and Per Diem (if applicable)

If the crew member is being flown or driven to the shoot:

TRAVEL DATES:      [If applicable]
TRANSPORTATION:    [Production-provided / Reimbursed / Personal]
HOTEL:             [Production-booked / Reimbursed / Per diem]
PER DIEM:          $___ per day for meals not provided by production

9. Pay Terms

PAYMENT METHOD:    [ACH / Venmo / Check / Payroll house]
PAYMENT DATE:      Within ___ days of wrap (industry standard: 14 days)
W-9 / W-4:         [Required before first day]
TAX CLASSIFICATION: [1099 contractor / W-2 employee - consult a CPA]

10. Credits

SCREEN CREDIT:     [Standard for the role, on the project's credits]
LINKEDIN / IMDB:   [Crew member is permitted to publicly note this credit
                    after the project's official PR launch]
EMBARGO:           [Until project release, unless otherwise specified]

11. IP / NDA

A short, clear paragraph stating:

• The crew member's work for the production becomes the production's IP
• The crew member can use the work in their reel/portfolio after release
• The crew member won't disclose unpublished details (script, talent, set photos) before the project's PR launch

A simple version, sufficient for most indie shoots:

All work performed under this agreement, including footage, audio, designs, and contributions, is the exclusive property of the Production. Crew member may use the work for their personal portfolio after the project's official release. Crew member agrees not to publicly disclose unreleased details (including script, talent identities, on-set photos, and behind-the-scenes content) until the Production's official PR launch.

12. Signatures

PRODUCER SIGNATURE:    _______________________     DATE: ________

CREW MEMBER SIGNATURE: _______________________     DATE: ________

For email-based deal memos, replying "Confirmed and accepted" with the original deal memo quoted is acceptable on small productions. For anything formal, use DocuSign, HelloSign, or a similar e-signature service.

A Sample Filled Deal Memo

Here's what a clean indie deal memo looks like when filled in:

═══════════════════════════════════════════════════════════════
PRODUCTION:    Late Bloomers (Late Bloomers Films LLC)
PROJECT TYPE:  Indie short film
PRODUCER:      Jane Doe - jane@latebloomers.com - (917) 555-0001
DATE:          May 4, 2026
═══════════════════════════════════════════════════════════════
CREW MEMBER:   John Smith
ROLE:          Production Sound Mixer
EMAIL:         john@johnsmithsound.com
PHONE:         (646) 555-7654

DAY RATE:      $750 per day (10-hour day)
KIT FEE:       $400 per day (covers Sound Devices recorder, Lectro
               wireless, boom, two lavs, cart, all cables)
DAYS:          3 shoot days (May 11-13), 0 prep, 0 wrap

OVERTIME:      Hours 10-12 at 1.5x; 12+ at 2x
MEALS:         Lunch by hour 6; meal penalty $25/person if late
PAYMENT:       ACH within 14 days of wrap
W-9:           Provided

TOTAL ESTIMATED: $3,450 (if no OT)
═══════════════════════════════════════════════════════════════

A producer sends this. The sound mixer reviews and replies "Confirmed and accepted, sending W-9 separately" or signs and returns. Done. The engagement is established.

Common Indie Deal Memo Mistakes

Skipping the kit fee line. Sound mixers, gaffers, key grips, and HMU artists carry expensive personal kits. Forgetting to include the kit fee line either costs you a renegotiation later or under-pays the crew member.

Not specifying overtime. "We'll figure it out if it goes long" doesn't fly. Working crew want OT in writing. Not specifying signals an unprofessional production.

Promising a "future credit" without specifying. Be specific: "Production Sound Mixer credit on the project's official credits, on the IMDb listing, and in promotional materials at the producer's discretion."

Forgetting the W-9 / tax classification. US-based productions need a W-9 from every contractor for tax filings. International crew need a W-8BEN. Get this paperwork before day 1.

No pay date. "Paid after wrap" is too vague. "Within 14 days of wrap" or "by the 15th of the month following wrap" is specific.

Skipping the IP/NDA. Even on a $5K short, you want the IP to belong to the production and the crew member to not post set photos before launch.

When You Need More Than a Deal Memo

A simple deal memo works for most indie crew engagements. You need a more formal contract when:

• The engagement is large (a UPM hired for a 3-month feature)
• There's IP complexity (a composer creating original music with rights questions)
• Talent is involved (above-the-line cast deals are typically separate, longer agreements)
• The production company has its own legal templates (talent agencies, studios, streamers)
• Distribution is in play (E&O insurance, chain-of-title, distribution rights all need formal docs)

For these, work with a film attorney or use formal contracts from production management software (Studio Binder, etc.). The deal memo is the floor; some engagements warrant more.

Related Templates

A full indie production paperwork stack:

• Free Call Sheet Template - daily production
• Production Budget Template - for budgeting
• Actor Release Form Template - for talent on screen
• Location Release Form Template - for shooting locations

How NeedaCrew Helps Productions Sign Deal Memos

NeedaCrew is the US/Canada marketplace for film crew and casting. After you find your crew on the platform, the deal memo conversation moves to email or your preferred contract tool.

For producers crewing up:

• Post your gig free with rate, role, and dates upfront
• Direct message qualified candidates
• Take the conversation offline once you've selected your hires
• Use this deal memo template (or your own) to formalize each engagement

Post your gig on NeedaCrew →

TL;DR

• A deal memo is a one-page agreement between producer and crew member, on every hire
• 12 clauses: header, crew info, engagement, schedule, OT, meals, kit fee, travel, pay terms, credits, IP/NDA, signatures
• Industry standard pay date: 14 days from wrap
• Industry standard OT: hours 10-12 at 1.5x, 12+ at 2x
• For most indie crew, a deal memo over email is sufficient. Bigger engagements warrant formal contracts.

Post your project free →