Brand Deal Confirmation Email: What to Send When a Brand Says Yes

You probably know your fee and your posting date without looking. The harder question is whether you can find the one message that says how long the brand can use your video as an ad. A confirmation email is how you make sure that message exists.

Why Send a Confirmation at All

Say a skincare brand finds you on Instagram. The brief arrives by email, the back and forth moves to WhatsApp once filming starts, the fee goes into a spreadsheet and you make the invoice in Canva. Every one of those holds a piece of the deal, and none of them holds the whole thing.

The fee and the posting date survive because they get repeated in every message. The terms that cost you money get agreed once and buried: how long the brand can use the video, whether paid ads are included, how many revisions you owe and when you get paid. Lost terms cause quieter problems than missed deadlines. Everyone notices when a video hasn't arrived. Fewer people notice when an advertising permission expires, or when finance reads a payment term differently from the person who briefed you.

A confirmation email fixes that in one move. It restates the deal in plain words and asks the brand to reply yes, so both sides have seen the same record before anyone films anything. (Once it's agreed, keeping it beside your drafts and invoice is a tracking job: see the brand deal tracker template.)

What to Put in a Brand Deal Confirmation Email

Send it before filming starts. Open by saying you're confirming what was agreed, then state the commercial terms without burying them under creative direction.

The confirmation needs a reply from the person authorised to agree the deal. Sending it gives both sides visibility, but silence isn't a reliable substitute for a yes.

The terms to confirm

For context, creators with 1,000 to 10,000 followers commonly charge roughly US$250 to US$1,000 per video, and US$1,000 to US$4,000 at 10,000 to 50,000, with 30 days of paid-ad usage adding about 30%. Whatever the number, a production fee needs an explicit boundary: does it cover scripting, filming and editing only, or distribution and advertising rights too?

A confirmation email you can copy

Swap in your own details and keep it short enough that the brand reads every line.

Subject: Confirming our [Brand] x [Your name] collaboration

Hi [Name],

Thanks for confirming. Before I start, here's what we agreed, so we're both working from the same list:

- Fee: [amount] [currency] per video, excluding [anything not included]
- Deliverables: [number] vertical videos, [length], for [platforms]
- Dates: first draft by [date], final by [date], posting on [date]
- Revisions: [number] rounds included; new requests quoted separately
- Usage: [organic only / paid ads] on [channels] for [duration], [territory]
- Exclusivity: [none / category, region, end date]
- Payment: [deposit %] upfront, balance net [30] from invoice
- Invoice to: [legal name, email, approver]
- Disclosure: [wording] shown [on screen / in caption]

Could you reply to confirm, or flag anything that's different?

Thanks,
[Your name]

Make the confirmation usable by someone outside the chat

A founder may understand what “the kitchen video” means. An editor, finance colleague or replacement marketing contact won't necessarily know which asset that describes. Give each deliverable a recognisable name and state whether the creator supplies a finished export, caption, cover image or alternative opening.

Dates also need a defined event. Draft delivery, final delivery and publication aren't interchangeable. If the brand must approve a script before filming, record that dependency rather than leaving the creator responsible for a deadline the brand can prevent them from meeting.

Use the brand deal contract template guide to turn the confirmation into a fuller agreement where needed. Keep the accepted confirmation and any later amendments together, rather than replacing the original with the latest chat summary.

A confirmation should be clear enough that someone who never joined the conversation can administer the deal.

Keep creative references separate from contractual commitments. A reference video can communicate pacing or framing without making every detail in that reference part of the deliverable. Ask the brand to identify which elements are mandatory.

Finally, make changes visible. If the brand adds another platform after confirmation, record the request, the revised fee or permission, and acceptance by both parties. Don't edit the original scope and remove the evidence of what changed.

Revisions, Approval and Payment Terms

A revision changes an agreed deliverable within its scope. A new request adds something the parties didn't agree to supply, such as another language, platform format or product claim. Agree the additional fee and delivery date before work starts.

Creator feedback needs boundaries, not unrestricted control. In Kolsquare's Voices of the Creator Economy survey, 58% of surveyed creators wanted brand guidelines that defined boundaries without dictating every execution detail.

Approval must identify the accepted file

Name the person authorised to accept the work. A colleague can suggest a caption change without holding approval authority. Keep their comments, but don't confuse participation in review with final acceptance.

Payment terms to spell out

Delivering the video and getting paid for it are separate events, so confirm the payment side as precisely as the creative side: the deposit, if any, the trigger for the due date (usually invoice receipt) and who approves the invoice.

The guide to net 30 for creators explains the payment-term distinction. A deposit, net 30 and net 60 create different funding requirements for a creator paying production costs before receiving the balance.

Usage Rights After the Video Is Finished

A finished video can represent separate purchases: production, distribution to the creator's audience and permission for brand reuse. Paying for the file doesn't, by itself, describe the agreed advertising channels, territories or duration.

Don't reduce usage to a checkbox marked included. Write down what the brand can do, when permission starts and when it ends. Successful content can require more administration because the brand may want to keep advertising it, adapt it or introduce it to another market.

Test the permission against the intended use

Say a Singapore home brand commissions a TikTok Shop demonstration filmed in an HDB kitchen. The creator's organic post, the brand's repost and an advertisement delivered through the creator's handle are different uses. Specify which are permitted instead of treating the platform name as a complete licence.

For a Hong Kong skincare brief on Xiaohongshu, a later request might include a cropped still, a Cantonese caption and a Mandarin version. Translation and cropping need defined permissions, while creating a new voiceover may also add production work. Authorising an edit doesn't automatically mean the creator must perform it without an additional fee.

A Bangkok café working with a KOC might propose 90 days of food-category exclusivity. In that hypothetical negotiation, the creator should narrow the category and geography and record the end date. A broad restriction on food work can affect opportunities well beyond competing cafés.

Usage requests and what to store for each

Whitelisting means permission for advertising through the creator's identity or account using the platform's available authorisation tools. Record the authorised advertiser and access arrangements. Don't use shared passwords as a substitute for controlled permissions.

Music and other third-party assets deserve their own check. A track available for an organic post isn't proof that the brand can use it in an advertisement. Retain the relevant clearance or provide an alternative export suitable for the agreed use.

Before renewal: Check the asset, advertiser, territory and proposed duration. An extension request isn't necessarily identical to the original licence.

Set a reminder before expiry so the brand can renew or stop use without a last-minute dispute. Save the renewal acceptance and any revised charges alongside the original permission.

The usage rights guide for creators provides a fuller framework for documenting these permissions. For a small business, the practical benefit is knowing which files remain available for advertising, rather than assuming every video in a shared folder is cleared indefinitely.

Disclosure and Regulated Claims on the Record

Disclosure wording and placement belong in the deal record. They aren't finishing touches to delegate on publication day.

The Advertising Standards Authority of Singapore's social media guidance says sponsored content should be clearly identified as early as reasonably possible, with minimal scrolling or clicking. Video disclosure should be visible within the video, including when it plays without sound; still-image disclosure can appear in the image or caption, while audio needs an audible disclosure.

Store the disclosure in its actual format

Record the approved wording, placement and applicable asset. ASAS examples include “This post was sponsored by...” and “This post was created in partnership with...”. A caption instruction alone won't establish that a video export contains the required visible disclosure.

Singapore's Ministry of Digital Development and Information states that undisclosed commercial content may breach the Singapore Code of Advertising Practice, with ASAS able to request amendment or removal and persistent unfair practices potentially referred to the Competition and Consumer Commission of Singapore.

• Product category: Identify whether the brief involves a regulated product.
• Permitted claims: Retain the wording the brand has substantiated and authorised.
• Review evidence: Save supporting documents, required permits and regulatory sign-off where applicable.

The Health Sciences Authority's advertising guidance requires therapeutic-product advertising to align with registered indications and identifies medicinal categories requiring permits before public advertising or sales promotion.

For wider regional work, APEC's influencer advertising guidance recognises financial, employment, personal and family connections and says a profile-only disclosure isn't sufficient. It provides regional guidance, not a substitute for checking each market's requirements.

Treat a later edit that hides a disclosure or changes a regulated claim as a new reviewable version.

Final thoughts

Send the confirmation the same day the brand says yes, while everyone still remembers what was said. It takes five minutes, and it turns a scattered chat into one record both sides have agreed.

If a deal is already halfway through, it isn't too late. Send a short note confirming the terms that are still open, usage rights and payment timing especially, and get a yes before the next draft or invoice goes out.

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The Creator List isn't somewhere to hire creators. It's the workspace creators use to manage deals they've already agreed, and if a creator you work with uses it, you review drafts, leave notes and approve the final cut there for free.