Actor Contract Template

What is an actor contract template?

An actor contract template is a reusable legal document used in film, TV, commercials, and theatre to define the agreement between a producer or employer and a performer. It clearly outlines the scope of work, how the performer will be paid, how credits are given, and what rights apply to the performance and footage. The template is designed to be customized for different productions and union or non-union situations, so you can adapt it for indie shorts, streaming series, or stage shows.

Definition and purpose of an actor contract

An actor contract is a written agreement between the production company (or producer) and the actor that covers the performance services to be provided, the terms of employment or engagement, and legal protections for both sides.

The primary purpose is to prevent misunderstandings by spelling out the actor's duties, the shoot schedule, and the payment terms in one place. It also documents rights around performance and footage, such as where the work can be shown (film, TV, online) and for how long. This clarity helps both sides plan, budget, and track approvals without guessing. In addition, the contract sets expectations for confidentiality, use of the actor’s likeness, and any rehearsal time, ensuring a smooth collaboration from day one.

Beyond day-to-day clarity, the contract provides a legal reference if disputes arise, listing credits, termination conditions, confidentiality, and publicity rules. It should clearly indicate whether terms follow union contracts (like SAG-AFTRA or Equity) or are non-union, and it should be adaptable to different genres—from indie features to stage productions or commercials. In short, this document is the backbone of safe, professional collaboration on any acting project.

How an actor contract template helps productions

Starting from an actor contract template saves time and reduces risk for productions of any size.

Because the core clauses are already written, you move from drafting in days to drafting in hours. A typical indie short with a 3-person cast can reuse the same basic structure for permits, schedule, and payment in just 2–4 hours, rather than starting from scratch. The template also creates consistent legal language across projects, so the production team doesn't miss critical clauses like usage rights or termination rules. This consistency helps with cost control and reduces back-and-forth with actors or agents.

Templates are especially helpful for independent producers, agencies, and small studios that need something robust but repeatable. You can tailor it for different roles, budgets, and distribution plans, such as a digital streaming release versus theatrical release, while keeping the essential protections intact.

Who typically manages actor contracts

Several roles contribute to drafting and managing these contracts.

Common roles include producers, line producers, production managers, and legal counsel. Producers set the project’s needs; line producers and production managers handle the day-to-day editing of terms, scheduling, and payment timelines. Legal counsel provides formal review and ensures compliance with labor laws and union contracts when relevant. Casting directors or agents may also be involved, especially for negotiations and getting the right signatures quicker.

While formal legal review is ideal, day-to-day preparation and updates are usually handled by production or operations staff, especially in smaller teams. In a six-person indie crew, the line producer might draft the initial terms, the actor's agent reviews, and the producer signs off before delivery to the cast. Clear responsibilities help keep productions on schedule and reduce last-minute changes.

Typical use cases for actor contracts

These templates are used across several media and production types. They provide a core structure that fits many situations, but details like schedules, credit order, and usage rights can change by medium.

Here are common scenarios where an actor contract template is used:

• Narrative or documentary film productions
• Episodic television
• Streaming content
• Commercials and brand campaigns
• Web series
• Theater productions

Key elements of an actor contract template

This section breaks down the essential clauses you should include in an actor contract template. Each piece helps ensure the agreement is enforceable, clear, and easy to work with on a real production. Use concrete examples and practical language so both sides understand duties, timing, and rights from day one.

Parties, role, and project details

Clearly identify all parties by including full legal names and addresses for both the producer or employer and the actor. In addition to the names, add fields for the project title, a working title if it differs, and a short description of the production. Include the character name or role type (principal, supporting, background) and note any union affiliation if applicable. This clarity reduces ambiguity about who is bound by the contract and who is responsible for deliverables.

In practice, list each party with a legal name and primary address, and specify who signs on behalf of the company. For the project, provide the official title and a concise synopsis of the role’s scope. If the project has multiple units or an evolving title, capture that information up front. Finally, include a field for the actor’s union status and any relevant membership numbers or agreements to ensure the template can align with both union and non-union terms as needed.

The goal is to create a singular, unambiguous record that the production and the actor can reference throughout the term. This foundation makes it easier to validate later sections, such as scheduling and compensation, and to resolve disputes efficiently if they arise.

Start date, term, and work schedule

Define when the agreement starts, how long it lasts, and how work will be scheduled. Include placeholders for the first day of services, rehearsal dates, shoot dates, and any option to extend or add days. Also cover call times, turnaround expectations, and how schedule changes will be communicated and approved in writing. This creates a predictable framework that helps both sides plan travel, housing, and daily logistics.

In your template, specify the basic schedule mechanics—whether the engagement is calendar-based or project-based, the maximum number of days or weeks, and the method for extending the term. Include a provision for time zones if the production operates in multiple locations. Outline how adjustments to rehearsals or shoot days will be requested, who must approve them, and any preferred notice period. Clear scheduling language reduces rush changes and protects payroll and attendance records.

Besides the core dates, address overtime, daily or weekly maximums, and minimum guaranteed hours. Mention the process for unexpected delays or weather-related postponements and how pay or penalties will be handled if the schedule shifts. By tying these elements together, you create a workable timeline that aligns expectations with production realities.

Description of work and performance obligations

Describe the actor’s services in plain terms: attending rehearsals, performing scripted scenes, participating in fittings, makeup tests, ADR or voice-over sessions, and publicity or promotional appearances related to the project. Separate mandatory services (that are already compensated under the base rate) from optional services that might trigger additional payment or separate agreements. This helps prevent disputes over scope and compensation.

Use concrete examples to illustrate typical duties: reading lines in rehearsals, delivering performances on set during principal photography, attending costume fittings at the studio, recording ADR in a studio, and appearing at one or more press events. Clarify which activities are included in the base rate and which require additional compensation, such as extra days of shooting, special stunts, or travel for extended shoots. Clear delineation of services helps both sides track deliverables and billing accurately.

To avoid ambiguity, describe performance standards and deliverables in measurable terms where possible—character portrayal, hit marks, timing, and quality expectations. Include a cadence for reviewing progress, and outline how changes to the actor’s duties will be communicated and approved, ensuring alignment with production needs while protecting the actor’s rights and compensation.

Union status and compliance

Specify whether the actor is working under a union agreement (for example, SAG-AFTRA rules) or as a non-union performer. Include language that commits the producer to comply with applicable union rules when relevant, covering rates, working hours, breaks, and residuals. Clarify that non-union engagements may follow different terms set out in the contract and may require separate addenda. This section helps prevent crossovers that could trigger jurisdictional or wage disputes later.

Include an attachment or reference to the current union agreement numbers, if applicable, and note how any future union affiliations would be handled. Provide guidance on what happens if a project transitions from non-union to union status during production. This clarity protects both sides and ensures compliance with labor standards and industry norms, which is crucial for long-running projects or co-productions with multiple jurisdictions.

As a practical matter, state how union rules will be applied in terms of hours, rest periods, and overtime, and specify any residuals or pension contributions required by the union. By explicitly addressing union status, the template remains flexible enough for independent projects while staying compliant with established industry practices.

Compensation, payment schedule, and bonuses

Detail how the payment structure will work, including the base fee (per day, per week, per episode, or flat rate) and any overtime rules. Include per diems and any performance bonuses. Explicitly state currency, payment method, and timing (for example, payment upon signing, on the first day of principal photography, weekly, or on wrap). This helps the actor predict cash flow and protects the producer from late payments caused by misaligned expectations.

Outline how late payments, hold days, or cancellations will be handled. Include compensation for delays caused by production or force majeure, and specify any penalties or interest for late payments. Mention bonus structures for milestone performances or successful completion of a project under budget or ahead of schedule, with clear triggers and calculation methods. A transparent pay schedule supports trust and financial planning for the actor while maintaining project discipline for the producer.

In practice, provide example terms that you can adapt, such as a base rate of $X per day for principal actors, overtime at 1.5x after 8 hours, a $Y per diem, and a weekly payroll with a Friday payout. Add a clause for residuals where applicable and note whether payments will go through a loan-out entity or direct employer payment to avoid tax or withholding confusion.

Expenses, travel, and reimbursements

Explain which costs the production will cover, such as travel, accommodation, per diems, local transportation, and wardrobe or personal items required for the role. Include a process for pre-approval of expenses, caps or limits, and how receipts should be submitted for reimbursement. This helps the actor manage upfront costs and ensures timely reimbursement after production invoices reach accounts payable.

Describe the per diem rates and how they are calculated (for example, a flat daily rate or meals and lodging allowances). Address international travel implications, such as visa requirements, currency exchange, and potential tax considerations. Provide guidance on expense reporting timelines, audit rights, and how disputes about reimbursements will be resolved. Clear expense policies reduce friction and help keep budgets on track during shoots.

To make this practical, include sample thresholds (e.g., airfare up to $1,000, hotel allowances up to $350 per night, and daily meals capped at $60) and the steps for submitting receipts (invoice number, date, itemized costs). This transparency allows the actor to anticipate reimbursements and keeps production spend aligned with the contract terms.

Invoicing or payroll details

Provide guidance on how the actor will be paid, including whether they will be treated as an employee or an independent contractor. List what information is required for payment (tax IDs, company name if invoicing through a loan-out, bank details, and contact information). This helps ensure that payments can be issued promptly and compliantly.

Outline how often invoices or timesheets must be submitted and the timeline for payment after receipt. Include any required documentation such as signed timesheets, call sheets, and delivery proofs. If a loan-out company is used, specify how the company’s taxpayer ID and entity information will be handled, and who signs off on payroll. Clear payroll instructions reduce delays and confusion during post-production and wrap periods.

Incorporate practical steps for electronic payments and signature platforms (for example, DocuSign for approvals and QuickBooks or Gusto for payroll). Mention any withholdings or tax forms (W-9 or W-4) relevant to the actor’s status and jurisdiction. This section should make the payment flow straightforward from signing to final settlement.

Credit, publicity, and marketing commitments

Define how the actor will be credited on screen (placement, size, and order) and on which platforms credits will appear. Include guidelines for publicity or marketing commitments, such as use of the actor’s name, image, and likeness in trailers, posters, social media, and press materials. Clarify the number of promotional appearances or interviews the actor may be asked to attend and the conditions under which these obligations arise.

Describe any promotional obligations beyond on-screen credits, including branded events or festival appearances, and specify whether travel and accommodations will be covered. Outline the process for obtaining approvals for marketing materials that feature the actor and any limitations on the actor’s ability to participate in similar campaigns during the term. This helps protect the production’s brand while respecting the actor’s rights and public image.

As practical guidance, include examples like “on-screen credit to appear as [role] in the final cut with credit line reading ‘Actor’ in 48-point font” and “up to 3 promotional appearances per quarter, with travel costs pre-approved.” This clarity supports consistent branding and reduces disputes over publicity expectations.

Ownership, copyright, and usage rights

Clarify that the producer owns all footage, performances, and related intellectual property created for the project, typically as a work-made-for-hire or through an explicit assignment. Include language granting the producer the right to edit, adapt, distribute, exhibit, and exploit the actor’s performance in all media and territories, current and future, within the agreed scope. This section protects the creator’s control over the final product while outlining the actor’s rights and expectations.

Explain how the ownership terms affect downstream uses such as trailers, digital releases, and derivative works. State whether the production can sublicense rights to distributors, streaming platforms, or third-party marketing partners. If applicable, mention any negotiated retention of moral rights or the right to be identified as the performer in credits. Clear ownership language reduces confusion across territories, platforms, and future releases.

Keep the language practical by tying ownership to the scope of the project and the agreed media. Include a clause about re-editing or re-purposing footage for future seasons or spin-offs, and specify any limitations on exploitation beyond the agreed territory and time frame. This ensures both sides understand how the actor’s performance may be reused over time.

Exclusivity, conflicts, and competing projects

Explain whether the actor’s engagement is exclusive to the project during certain dates or if they may work on other productions. Outline how conflicts that could impact availability will be handled and the restrictions on performing in similar or competing roles during a specified period. Include any requirement to obtain written consent before accepting overlapping work to protect the production’s investment.

Describe exceptions for pre-existing commitments, non-compete considerations, or limited-use scenarios (for example, voice work for unrelated projects). Provide a framework for requesting and granting clearance to participate in other projects, including timelines for consent decisions. This helps prevent scheduling conflicts and ensures that both sides can plan around critical production windows without surprises.

In practice, offer sample language such as “exclusive during principal photography from dates A to B unless written consent is obtained at least 10 business days prior to the start of a conflicting project.” This balances the actor’s career flexibility with the production’s need for reliability and focus during key periods.

Insurance, safety, and risk allocation

Describe the need for insurance and safety provisions, including whether the producer will provide production insurance and workers’ compensation where relevant. Clarify coverage for stunts or dangerous activities and any required safety protocols. Include acknowledgments about medical conditions and limits on hazardous work without appropriate protections. This protects both parties in case of accidents or health issues during production.

Explain who bears the cost of safety equipment, medical treatment, and emergency procedures. Address indemnification and waivers, and specify the level of incident reporting required. Outline processes for disclosing medical conditions or accommodations that may affect safety and performance. A well-structured safety section helps reduce risk and ensures swift responses to on-set incidents.

To keep it practical, reference industry standards like SAG-AFTRA safety guidelines and state workers’ compensation requirements where applicable. Include contact details for the on-set medic or safety officer and a clear escalation path if an incident occurs. This ensures preparedness and accountability across the production team.

Conduct, confidentiality, and moral clauses

Explain expectations for professional behavior on set and during promotional activities. Include confidentiality obligations regarding scripts, plot details, and proprietary production information. For higher-profile projects or brand-sensitive work, mention morality clauses that allow termination if the actor engages in conduct that harms the production’s reputation. This helps protect the project’s integrity and brand value.

Describe the consequences for breaches of conduct or confidentiality, and specify any required training or onboarding about set etiquette and security. Address social media, public statements, and interactions with fans to set reasonable boundaries while allowing natural engagement. A clear conduct section reduces risk by aligning behavior with project values and legal considerations.

In practical terms, include a pathway for resolving concerns internally—such as a designated production executive or HR contact—and outline remedies, including warnings, suspension, or termination for repeated breaches. By setting expectations upfront, both sides can avoid costly disruptions during production.

Termination, remedies, and dispute resolution

Show how the contract handles early termination by either party: grounds for termination (breach, illness, force majeure), notice requirements, and payment owed up to termination. Include references to remedies for breach (for example, the right to seek damages or injunctive relief) and a clear dispute resolution mechanism (negotiation, mediation, arbitration, or court jurisdiction). This provides a roadmap for how problems will be resolved without resorting to litigation in every case.

Describe the process for delivering termination notices, including required content and delivery method. Clarify whether penalties or liquidated damages apply in certain scenarios and how unresolved disputes will progress through the chosen forum. Outline the governing law and the location of arbitration or court proceedings to avoid confusion if a dispute arises during or after production.

To keep things actionable, reference specific timelines (e.g., 10 business days for cure of a breach) and provide sample language that triggers remedies only after formal notices. A well-defined termination and dispute clause helps protect both sides and speeds resolution when conflicts arise.

Signatures and final provisions

Remind the user to include signature blocks for all parties, with printed names, titles, and dates. Mention standard boilerplate provisions: entire agreement, amendments in writing, severability, assignment, governing law, and notice addresses. Encourage a layout that leaves space for digital or e-signatures. This final section solidifies the contract’s legal enforceability and practical usability across channels.

In practice, provide structured blocks for each signing party—name, role, and signature date—and a closing sentence confirming that the document represents the full agreement. Include boilerplate language about amendments being in writing, severability, and the right to assign or transfer rights. Finally, specify the governing law and the address to send notices, stabilizing the contract’s legal framework for current and future use.

How to adapt an actor contract template to different productions

Film, television, commercials, and theater each have unique workflows, budgets, and rights needs. This guide helps you keep a single actor contract template flexible enough to cover many projects while protecting the actor’s pay, credits, and rights. You’ll learn practical steps for tailoring terms to film productions, television and streaming, commercials and branded content, theater and live performance, and union versus non-union environments. Use modular addenda or clearly labeled sections so you can reuse the core template across productions.

To adapt the template for film productions

Film projects vary in length and reach, so adapt the template by fixing what stays the same and clearly marking what changes by project type. When you adapt, keep base pay structures, credit categories, and core rights intact, but add project-specific addenda to handle format differences.

Short films, features, and documentaries each have different shooting realities. Short films usually span 1–15 days with tighter travel and housing needs, so compress scheduling language and allow for a single reshoot. Features demand longer schedules, typically 30–90 days or more, with multiple locations and extensive crew coordination, so include clear clauses for location moves, per diem, and housing stipulations. Documentaries often require flexible timelines and changing roles; in all cases, include ADR, pickup shots, and festival attendance language, and clarify how credits will appear across theatrical, streaming, and physical media. Additionally, specify whether back-end participation is possible and, if so, the conditions for payout and accounting.

To adapt the template for television and streaming

Episodic work changes the math: you need clear per-episode terms, options for future seasons, and long-term exclusivity language where applicable.

Structure the contract to set per-episode fees or guarantees, define the typical season length, and include a separate option clause that covers future seasons and potential renewals. Add scheduling language that reflects production blocks, hiatus periods, and publicity commitments tied to each season. Also address residuals or reuse payments where the jurisdiction or union framework supports them, specifying payment timelines and accounting procedures; consider using a season-specific addendum if series plans evolve, so the core template remains intact while ensuring coverage for new episodes and shifts in release strategy.

To adapt the template for commercials and branded content

Commercials demand tight timelines and precise usage rights, so tailor the template to reflect shorter shoots and broader media use.

Define the shoot window clearly (for example, 1–5 days) and spell out media types, territories, and campaign length. Decide on buyout versus residuals and clarify whether usage includes TV, online, social, in-store, and emerging platforms. Include exclusivity provisions to avoid conflicts with competing brands during the campaign and for a defined period after it ends, and specify where and when the actor’s image may be used. The final clause should also address approvals, renewal rights for future campaigns, and how to handle tweaks or extensions if the brand needs more exposure.

To adapt the template for theater and live performance

Stage work requires explicit rehearsal, performance, and touring terms, so adapt the template to cover the full live cycle.

Cover rehearsal schedules, performance runs, and any understudy or swing obligations, including scheduled replacements and call times. If the show tours, add provisions for travel, housing near venues, per diems, and potential housing stipends. Include rights for live broadcast or recording of performances, and specify who controls rights and where the performances can be shown. Finally, address contingencies such as illness, force majeure, and cancellations, and provide clear terms for ticket refunds, reschedules, or substitution actors while protecting the performer’s compensation and credits.

To handle union versus non-union contracts

Differences between union and non-union contracts affect pay scales, working conditions, and residuals, so use the template as a flexible framework rather than a finished agreement.

Union agreements typically require adherence to standardized rates, meal and rest breaks, maximum daily hours, reporting requirements, and residuals; the contract should reference the relevant collective bargaining agreement (CBA) and, when possible, mirror its language while allowing project-specific clarifications. For non-union contracts, spell out custom terms clearly and fairly, including compensation mechanics, credits, and usage rights, and explicitly state how and when payments are made. In all cases, ensure you have a clear path to addenda that align with local laws, with counsel review recommended for any changes that touch on rights, compensation, or union rules.

How to use an actor contract template effectively

Using an actor contract template is a practical way to move from casting to signed agreements quickly and clearly. This guide walks you through a realistic workflow—starting with gathering the right information, then customizing terms, collaborating with reps, finalizing signatures, and handling changes—so you can keep productions on schedule in 2025. Clear templates save time, reduce back-and-forth, and help everyone stay aligned from casting to release.

To collect essential information before drafting

Before you fill out the template, gather the key details so you can enter correct data on the first pass.

Key items to collect include the actor’s legal name and preferred contact method, their union status (for example SAG-AFTRA), and the agent or manager’s contact details. Also note the exact role, any casting notes, proposed shoot dates, locations, the daily rate or total fee, and any special requirements such as stunts, nudity, or dialect coaching. When you have these details ready, you can fill the template with accuracy and avoid time-wasting back-and-forth.

Use a centralized intake form to collect everything in one place. A concise form typically takes 5–10 minutes to complete for a standard actor, and it keeps data consistent for legal review. Pair the form with a shared folder and a simple naming convention so your team can verify names, spellings, and contact emails quickly. Tools like Google Forms, Airtable, or a production portal work well and feed your contract draft with clean data.

To customize terms for each role and actor

To customize terms for each role and actor, review the template clause by clause and adjust only what changes.

Go through the payment figures, credit wording, schedule, and any specific obligations, and tailor them to the individual arrangement. For example, leads may have longer shoot windows or additional travel allowances, while day players keep terms lean with a shorter call sheet. Keep changes proportional to the role and budget, and avoid overloading the contract with unnecessary extras. This disciplined approach helps avoid confusion later and keeps terms fair for everyone.

Use a consistent structure and language across actors so the production can administer contracts more efficiently. Create clear placeholders for lead, supporting, and day-player terms, and reflect unique arrangements without creating a maze of terms. When structure is stable, legal review is quicker and negotiations stay focused on real differences rather than format issues.

To collaborate with agents, managers, and lawyers

To collaborate with agents, managers, and lawyers, present a clear, organized draft and track negotiable sections.

Describe best practices for sharing the draft with the actor’s representative: highlight negotiable sections such as compensation, credit, and exclusivity, and provide a clean redline or commented version so changes are easy to follow. Keep all revisions in one place and use a clear naming or versioning system like “ActorName-Contract-YYYYMM-v2” so nothing is lost or duplicated. A short one-page summary of the key terms helps reps move quickly to a decision.

Also, maintain a simple review cadence. Suggest a 2–3 business day turnaround for feedback, then reconvene for a quick call to resolve any major points. Use tracked changes in Word or comments in Google Docs to keep a transparent trail of edits, and store all versions in a single, access-controlled folder shared with your legal and production teams.

To finalize, sign, and store actor contracts

To finalize, sign, and store actor contracts, complete the final checks and secure signatures from all required parties.

Start by verifying that all blanks are filled, names and dates are correct, and the actor’s legal name matches the signed documents. Use e-signature platforms such as DocuSign, Adobe Sign, or HelloSign to speed up execution, while still providing a legally valid record in most jurisdictions in 2025. After signatures, circulate fully executed copies to the cast, agents, and production accounts, and save an official copy in a central, backed-up location accessible to production, accounting, and legal teams.

Best practices include keeping both a printable PDF and a signed digital version, and noting the execution date and version in the file name. Implement a retention policy—most productions keep contracts for 7–10 years—and ensure secure, restricted access to protect sensitive information.

To keep contracts aligned with production changes

To keep contracts aligned with production changes, use formal amendments when a term shifts after signing.

Explain how to manage changes to schedules, locations, or responsibilities with short, written amendments or addenda that reference the original actor contract and clearly state the updated terms, such as added shoot days, revised travel, or extended usage rights. This formal approach prevents confusion and protects all parties. Aim to issue amendments promptly, typically within 5 days of a change, and require countersignatures to become effective.

Maintain a single source of truth by updating the original file in the centralized folder and saving each amendment with a clear, date-stamped name (for example, “ActorName-Contract-Amendment-2025-08-15”). Ensure all stakeholders receive the updated copy and that the amendment is logged in the project’s contract register. This disciplined process helps keep production on track while protecting the rights and expectations of everyone involved.

Common mistakes to avoid in an actor contract template

Using a solid actor contract template helps prevent disputes, delays, and renegotiations in a project. Here, we identify recurring issues that cause friction in actor agreements and offer practical fixes you can bake into your template or workflow to keep productions on track in 2025.

To avoid vague or incomplete work descriptions

Vague work descriptions leave room for debate about what’s included and when tasks happen, which is a leading cause of on-set disagreements.

Begin with a precise Scope of Services that lists every duty the Actor will perform. For example, specify rehearsals on dates X–Y (4 hours per session), principal photography on dates A–B (8–12 hour days with call/wrap times), fittings on date Z, ADR sessions on date W, and any required publicity appearances. Attach a schedule exhibit and note location details to avoid ambiguity. Clear phrasing helps determine whether a task is included in the base fee or requires extra pay if added later. By spelling out each task, the template reduces disputes when schedules shift or additional duties arise.

• Scope of services: The Actor shall render acting services for principal photography and related activities, including rehearsals, fittings, ADR, and publicity.
• Rehearsals: Rehearsal days scheduled on [dates], up to [X] hours per day, location [city], with compensation described in the base fee.
• Shoot days: Principal photography on [dates], with specified call times, wrap times, and travel requirements.
• Fittings: Costume fittings on [dates], at [location], with designated wardrobe supervisor and approval process.
• ADR/Voiceover: ADR sessions on [dates], with a cap of [X] hours per session.
• Publicity: Promotional appearances limited to approved events and pre-cleared by the Producer, with timeline and compensation defined.

To prevent confusion around payment and expenses

Payment details that aren’t clear can stall shoots and sour relationships between actors and producers.

Build a payment plan right into the contract and present it in a simple format. Outline day rates, overtime, per diems, and reimbursable expenses in a consistent way so both sides know when money changes hands. Also spell out what happens if shoot days are added, moved, or cancelled, and who bears the risk of delays. For 2025, many productions use a net-30 invoice schedule, with clear rules for overdue payments and late fees. Using a two-column table or a short bullet list makes this information easy to read at a glance. When the agreement is explicit, you reduce back-and-forth and keep production moving smoothly.

• Day rate: [amount] per day for up to [X] hours; overtime is [Y]% or [Z]x after [N] hours.
• Overtime rules: Define when overtime starts, how it’s calculated, and whether weekends or holidays count differently.
• Per diem: Specify daily allowance, eligible days, and any cap or receipts requirement.
• Reimbursable expenses: Travel, meals, lodging, equipment rental, and approved incidentals, with caps if needed.
• Payment schedule: Net [X] days after receipt of invoice; include final payment timing after wrap or final delivery.
• Schedule changes: If shoot days are added, moved, or cancelled, state how rates apply and who approves the changes.

To clarify usage rights and credit upfront

Conflicts often come from unclear usage rights and how credit is shown.

Spell out where the project can distribute the actor’s performance, how long the rights last, and how credit will appear on screens and marketing materials. Define the territory (worldwide or specific regions), the media (theatrical, streaming, DVD, trailers, social clips), and the duration (e.g., 5 years post-release or perpetual for certain rights). Also specify credit language and placement, such as “Actor Name” in the opening credits, or “Starring” in the main title, and whether stills or clips can be used in promos. Avoid relying on oral promises; put everything in the contract or an exhibit. Clear, straightforward language helps prevent disputes when the project expands to new markets or formats.

• Grant of rights: Project, medium, and territory; duration and exclusivity as defined.
• Credit: Specific wording, placement, and font/size guidelines when possible.
• Right to use likeness: Rights to use image, performance, and name for marketing, with limits and renewal terms.
• Derivatives and edits: Use of excerpts, trailers, or remixes, and whether such uses require additional consent.

To align with union or local legal requirements

Using a generic contract without considering union rules or local employment laws can lead to non-compliance and delays.

Treat the template as a starting point and verify whether the Actor is union or non-union, then check applicable rules at the city, state, and country level. In 2025, union contracts for performers (like SAG-AFTRA in the U.S. or Equity in the UK) have specific minimums, rest periods, and endorsement restrictions that you must follow. If you’re working under a union agreement or cross-border project, seek legal counsel or a union rep to tailor the template accordingly. This avoids costly amendments after signing and keeps negotiations efficient.

• Union status: Mark as Union/Non-Union and cite the applicable agreement.
• Minimums and rest periods: Reference current rates and required breaks from the relevant contract.
• Governing law: State or country law and dispute resolution method.
• Advice resources: Include contact info for a union representative or entertainment attorney.

To document changes and approvals properly

Verbal changes on set are a fast track to misunderstandings unless you capture them in writing.

Adopt a formal change process that records every adjustment as an addendum or an updated contract section. Use a brief, clear language for changes, and require both sides to sign off or email-approved language. Include the change date, the specific amendment, and the new terms. Then store these documents alongside the original agreement in a central, auditable location such as a cloud folder with version history. This practice ensures you can prove what was agreed when and by whom, saving headaches during post-production and audits.

• Addendum templates: Use a ready-made form to document extra hours, new duties, or publicity obligations.
• On-set approvals: Require email confirmation or a digital signature for changes.
• Version control: Update the contract and attach the revised pages, with the old version archived.
• Distribution and storage: Keep copies for both parties and the production file.

How Bonsai helps manage actor contract templates

Managing actor contracts at scale requires fast creation, consistent language, and organized records. Bonsai unifies documents, CRM data, and project records so producers can create, send, and reuse a solid actor contract template across productions. By using a master template and fillable fields, teams cut setup time by 40-60% and keep every contract organized in one accessible place.

To create reusable actor contract templates

Set up a master film actor contract template once in Bonsai, then reuse it across projects and formats.

Inside Bonsai, create a template that includes standard clauses for parties, work, payment, credit, ownership, and termination. Add fillable fields for role names, start and end dates, fees, and usage terms so each new actor contract pulls the right data automatically. Save this as a reusable actor agreement template in your document library, and enable version control so changes to the master language roll out across all active contracts.

Pro tip: create separate templates for different project types (feature, TV series, commercial) while keeping the core boilerplate consistent. This keeps legal language stable while allowing small tweaks per project without rewriting from scratch.

To track and manage actor contracts in one place

All actor contracts sit alongside contact details and project records in Bonsai, giving you a single source of truth.

Each contract attaches to an actor’s profile and to the project it covers, so you can see at a glance who is contracted on which project and under what terms. Bonsai tracks status automatically—Draft, Sent, Viewed, Signed—so producers, legal, and finance can collaborate without chasing emails. Quick filters let you pull up active contracts, overdue signatures, or upcoming renewal windows, keeping obligations and deadlines front and center.

With built-in search and cross-linking, you can pull terms for a specific actor across all projects, or list all actors by project. This holistic view reduces the risk of missed obligations, late payments, or overlooked termination dates, and it makes audits and reporting straightforward.

To automate approvals, reminders, and follow-up

Bonsai streamlines contract admin with built-in automation so teams spend less time chasing signatures and more time on production details. As of 2025, these workflows also integrate with scheduling and payroll systems to move contracts into action the moment they’re signed.

Key automation features include:

• Automatic email notifications when contracts are sent or signed.
• Reminders to actors or agents who haven’t signed yet.
• Approval steps inside the team before sending.
• Linking signed contracts to downstream tasks like scheduling, payments, or invoicing.