# Video Shooting Proposal Template: What to Include, With a Free Example > What to put in a video shooting proposal: 10 sections, an example cost breakdown, the terms to agree and a free Word template you can edit straight away. - Author: Indra Hermawan, Technical Lead at PopOut (https://popout.id/author/indra-hermawan) - Published: 2026-10-21 - Updated: 2026-10-21 - URL: https://popout.id/article/content/video-shooting-proposal-template - Publisher: PopOut Digital Agency, Jakarta (https://popout.id) ## Key takeaways - A video shooting proposal explains what will be filmed, by whom, when, with what equipment and at what cost, plus the goal, concept and terms. - A strong video shooting proposal has ten sections: cover, objective, scope and deliverables, concept, crew and equipment, schedule, cost breakdown, terms, portfolio and approval. - An illustrative one-day corporate shoot in Jakarta totals Rp11,000,000 before talent, permits and tax, including Rp5,000,000 for crew and Rp3,500,000 for drone. - A video proposal should state revisions, usage rights, payment terms, validity, cancellation, overtime and permit responsibilities, because most disputes start in the terms. - When comparing video proposals, send every vendor the same brief and compare line items rather than totals, since much lower prices usually omit something. A video shooting proposal is the document that explains what will be filmed, by whom, when, with what equipment and at what cost. A good one lets the client decide without a round of questions, and gives both sides the same reference point when the shoot day arrives. This guide is written for two readers at once: vendors and videographers putting a quotation together, and company teams comparing quotations from several vendors. At the end there is a template you can edit straight away: [download the proposal template (.docx)](https://popout.id/downloads/video-shooting-proposal-template.docx). ## Proposal or quotation: what is the difference? A quotation usually lists the work and the numbers, and little else. A proposal goes further: it sets out the goal of the video, the creative approach, the scope, the schedule and the terms, and then closes with the cost breakdown. For a small job such as half a day of event coverage, a one-page quotation is often enough. For a company profile, a training video or a shoot across several locations, a full proposal prevents misunderstandings that become expensive later. In practice, many companies ask for both in one document: a few pages of explanation, followed by a cost table that can go straight to procurement or finance. ## What a video shooting proposal should contain There is no fixed format, but proposals that get approved quickly tend to have the following ten sections. ### 1. Cover page Project title, client name, vendor name, quotation number, date and how long the quotation is valid. The quotation number matters because prices are often revised; with a number, everyone knows which version is being discussed. ### 2. Background and objective One or two paragraphs on why the video is being made, who will watch it and where it will be shown. This section shows that the vendor has understood the brief rather than filling in a template. A clear objective is also the basis for judging the result: a recruitment video is judged differently from an event recap. ### 3. Scope and deliverables Be specific about what will be handed over: the number of videos, the length of each, the aspect ratios (horizontal, vertical, square), languages and subtitles, and file formats. If the client only needs raw footage, state how it will be delivered and at what resolution. What is not included deserves the same clarity, for example talent, licensed music or venue hire. ### 4. Concept or treatment A short picture of how the video will look and feel: visual style, story flow, example shots and references. For a simple shoot a few bullet points are enough. For more complex videos, attach an early script or a simple storyboard so the client can imagine the result before approving the budget. ### 5. Crew and equipment Who will be on set and what each person does: director, camera operator, lighting, sound recordist and, if needed, a drone pilot. The equipment list does not need every cable, but it should name the type of camera, lighting, audio and any special kit such as a slider, green screen or drone. This section helps the client understand why one vendor's price differs from another's. ### 6. Schedule The sequence from pre-production to handover: location survey, script sign-off, shoot dates, first draft, review rounds and the date of the final files. List what is needed from the client at each step too, such as script approval or site access, because schedules almost always slip at those points. ### 7. Cost breakdown A cost table by line item, not a single total. Separate production costs (shoot days, crew, equipment), post-production (editing, colour grading, audio, graphics) and extras (drone, talent, location permits, travel). There is an example in the next section. ### 8. Terms and conditions Number of revisions, usage rights, payment terms, validity, and the rules for cancelling or rescheduling. This section is often treated as a formality, yet it is where most disputes start. ### 9. Company profile and portfolio One page about the vendor and two or three pieces of work that are closest to the project being quoted. Relevant examples persuade more than a long list of client logos. ### 10. Closing and approval Next steps, the contact person and a signature or written approval block. With this in place, an approved proposal can become the basis for the purchase order straight away. ## An example cost breakdown The table below is an **illustrative example** for one day of corporate filming in Jakarta, with one main video and one vertical version. The figures are built from the "starting from" prices on our price list, so this is not a quotation for any particular project. The real cost depends on the scope. | Item | Description | Cost (illustrative) | |---|---|---| | Shooting crew, 1 day | Director, camera operator, lighting and sound, including equipment | Rp5,000,000 | | Drone and pilot | Aerial footage at one location | Rp3,500,000 | | Post-production, main video | Editing, colour grading, audio, on-screen text | Rp1,500,000 | | 60-second vertical version | Re-edit from the same footage for Reels and TikTok | Rp1,000,000 | | Travel and accommodation | Only for locations outside Greater Jakarta | \[depends on location\] | | **Illustrative total** | Excludes talent, paid location permits and tax | **Rp11,000,000** | Notice three things in this example. First, every line has a description, so the client knows what they are paying for. Second, items that are still uncertain are listed as items rather than hidden. Third, the total says what it excludes. State clearly whether prices include VAT as well, because company procurement teams almost always ask. ## Terms worth writing down Every vendor has its own policies. What matters is not that they are the same, but that each of the points below has been decided and written down before the project starts. - **Revisions.** How many review rounds are included, what counts as a revision, and how larger changes such as a reshoot are charged. - **Usage rights.** Where the video may be used (website, social media, paid advertising, television), for how long, and who owns the raw footage. - **Payment terms.** For example a deposit before the shoot and the balance on delivery of the final files, with payment deadlines. - **Validity.** Equipment hire, talent and venue prices change, so a quotation should have an expiry date. - **Cancellation and rescheduling.** What happens if the shoot date moves or is cancelled, including weather for outdoor shoots and drone flights. - **Working hours and overtime.** How many hours count as one shoot day and how extra time is charged. - **Permits and site access.** Who arranges permission from the building, the estate or for drone flights, and who pays for it. ## Common mistakes in video proposals - **One total with no breakdown.** The client cannot match the scope to the budget, so the conversation turns into haggling over a single number. - **Vague deliverables.** "A company profile video" with no length, number of versions or aspect ratio leaves room for different expectations. - **Not saying what is excluded.** Talent, licensed music or location permits then appear as extra costs once the project is under way. - **A schedule without the client's responsibilities.** If script approval is late, the shoot moves too, and a proposal that never said so makes the vendor look careless. - **An irrelevant portfolio.** A music video does little to reassure a health and safety team that needs a safety induction video. - **A template that was not adapted.** A wrong client name or a generic objective is noticed immediately. ## How to compare proposals from several vendors For company teams, comparing video proposals can feel like comparing apples with oranges. To make it fair, set the same baseline first: 1. **Send every vendor the same brief.** Objective, length, number of versions, location and date. Without the same brief, each vendor guesses a different scope. 2. **Compare line by line, not totals.** Look at the number of shoot days, the crew and the post-production included. A much lower price usually means something has been left out. 3. **Read the terms.** Revisions, usage rights and ownership of footage often separate two quotations with similar prices. 4. **Look at the closest portfolio pieces.** Ask for examples of the same kind of video, such as filming on a work site or covering an event. 5. **Notice how the vendor asks questions.** A vendor who asks about the video's goal and audience usually understands the job better. We also have a separate guide on [how to choose a video production agency](https://popout.id/article/content/how-to-choose-a-video-production-service-agency) if you are building a shortlist. ## Which examples to attach Attach the examples closest to the kind of shoot. From PopOut's portfolio, for instance: for filming on a work site, the [WIKA 2017 safety induction video](https://popout.id/portfolios/pt-wijaya-karya-wika-safety-induction-video-2017-go-home-safely), filmed in a home and on a construction project, or [WIKA 2019](https://popout.id/portfolios/wika-safety-induction-2019), which combines filming inside a building, an evacuation drill and drone footage. For studio work, [ZEF Energi](https://popout.id/portfolios/zef-energy-company-profile) with presenters on green screen. For event coverage, the [Campina Summer Barz launch](https://popout.id/portfolios/grand-launching-summer-barz-campina), edited into a 1 minute 45 second recap. If a project needs aerial footage or further editing, those items get their own lines in the cost table, priced as our [drone shooting](https://popout.id/services/video-production-services/drone-shoot-piloting-services) and [video editing](https://popout.id/services/video-production-services/video-editing-services) services. Prices for every video type are on our [video production services](https://popout.id/services/video-production-services) page. ## Free proposal template Our Word template contains all ten sections above, fields in square brackets ready to fill in, and the same cost table as the example in this article. Change, add or remove sections as you need, whether you are writing your own quotation or using it as a checklist when you review vendors' quotations. [Download the video shooting proposal template (.docx)](https://popout.id/downloads/video-shooting-proposal-template.docx) ## Frequently asked questions ### How long should a video proposal be? For most projects, three to six pages is enough: one page for the objective and scope, one for the concept, one for the schedule, and one for costs and terms. Attachments such as a script or storyboard can be added separately. ### Does a day rate include editing? Not always. At many vendors, including us, shoot days and post-production are priced separately. Make sure the proposal states clearly whether the deliverable is raw footage or a finished video. ### Should a proposal include a script? For event coverage, usually not. For a company profile, a training video or an advertisement, an early script or story outline helps the client judge the creative approach before approving the budget. ### What if the client's budget is below the quotation? Reduce the scope rather than the quality: the number of locations, the number of versions or the amount of graphics. A detailed cost table makes this conversation easier, because both sides can see which items can come out. Planning a shoot and want a proposal in this format? Send us the video's goal, the location and the date through our [contact page](https://popout.id/contact-us), or read more about our [video shooting service](https://popout.id/services/video-production-services/video-shooting-services) first.