Whether you're hiring a freelancer for one video or an agency on a long retainer, a clear agreement protects both sides. It doesn't need to be a forty-page legal document. It needs to cover the things that cause arguments: what's included, how many changes, when it's due, who owns what and how either side can walk away. This guide walks through the key terms. It's practical guidance, not legal advice; for significant contracts, have a lawyer review.
Scope of work
Define exactly what's being delivered:
- Number and type of videos (for example, four YouTube videos and twenty shorts a month).
- Target lengths and formats (aspect ratios, resolutions).
- What's included: captions, thumbnails, motion graphics, colour, sound design, music sourcing.
- What's not included, or charged extra.
Vague scope is the number one source of friction.
Revisions
- How many revision rounds are included per video.
- What counts as a revision versus a new request (changing the script or structure after editing is usually a new request).
- How feedback is given and consolidated.
- The cost of extra rounds.
See how revisions work.
Turnaround and deadlines
- Standard turnaround per video type, from when complete footage and brief are received.
- Turnaround for revisions.
- Rush options and fees.
- What happens if footage or feedback arrives late.
Payment terms
- Pricing model: per video, per minute, hourly, monthly retainer.
- Deposits or upfront payment.
- Invoice schedule and due dates.
- Late payment terms.
- Whether unused retainer capacity rolls over.
Ownership and intellectual property
Be explicit about who owns the final videos and project files once paid for. Common arrangements:
- The client owns final exports after payment.
- Project files may or may not be handed over; agree this upfront.
- Templates, presets and tools the editor created independently usually stay theirs.
Licensing of music, stock and fonts
Clarify who sources and pays for licensed assets, and that licences cover your intended use, including paid ads if relevant.
Portfolio rights
Can the editor show your work in their portfolio? Many clients are happy to allow it; agencies doing white-label work often can't. Agree it either way. See white-label editing.
Confidentiality
Unreleased products, client names, internal footage and strategy should be covered by confidentiality terms or a separate NDA.
Communication
- Main channels (email, Slack, project tool).
- Expected response times.
- Points of contact on each side.
Footage and file handling
- How footage is delivered and stored.
- How long files are kept after delivery.
- Data protection for anything containing personal information.
See handing over footage.
Term and termination
- Contract length, if any minimum.
- Notice period to end it.
- What's owed for work in progress when ending.
- Handover of files on exit.
Liability
Agreements often limit liability to fees paid and set out responsibility for content the client supplies, such as claims made in a video or rights to footage provided. Get legal input on this section for anything significant.
Keep it readable
A one or two page agreement that both sides actually read beats a long template nobody understands. Many small engagements run on a clear proposal plus written terms accepted by email.
The short version
Write down scope, revisions, turnaround, payment, ownership, licensing, portfolio rights, confidentiality and exit terms before work starts. It prevents most disputes and makes the relationship easier for everyone.
A simple checklist before you sign
- Is the scope specific enough that both sides would agree on whether something is included?
- Are revision rounds and the definition of a revision written down?
- Is turnaround measured from when complete footage and brief arrive?
- Are payment amounts, dates and late terms clear?
- Is it clear who owns final videos and project files after payment?
- Is licensing of music, stock and fonts covered, including paid ad use?
- Are portfolio rights and confidentiality agreed?
- Can either side end the agreement, with what notice, and what's owed?
Handling changes mid-project
Projects evolve. A new video type, a change in volume or a shift in style can all fall outside the original scope. Agree a simple change process: either side flags the change in writing, the editor confirms any effect on price or timing, and work continues once both agree. This keeps relationships friendly, because nobody is surprised by an invoice or a missed deadline.
Reviewing the agreement over time
For ongoing retainers, revisit terms every few months. Volumes, formats and priorities change, and an agreement that reflects how you actually work now is far more useful than one written for a different stage of the relationship.
Keep a record of approvals
Alongside the agreement, keep a simple written record of briefs, approvals and change requests, whether in email, a project tool or a shared document. If questions come up later about what was agreed, a clear trail makes them quick to settle. It also helps new team members on either side understand the history of the project without relying on memory.
Related guides
Part of our working with editors series. See also retainer vs per-video pricing. See our work or get in touch.