Can I use the same template for event models and fashion e-commerce?

Yes, simply tweak the “look & energy” section and adjust usage rights. Events often require on-site interaction, so add behavioural cues and brand talking points.

How detailed should compensation be?

List day rate, overtime, buy-out tiers and reimbursement rules. Specificity prevents later renegotiations and fosters trust.

What file format works best for sending briefs?

PDF protects layout, but a shared Google Doc speeds live edits and comment threads. Always include a downloadable PDF backup.

How do I handle diversity goals sensitively?

Describe the campaign mission rather than specific ethnicity. Invite under-represented profiles to apply and reference inclusive sizing guidelines.

Casting brief templates that save time and attract the right model profiles

Rushed castings lead to mismatched faces, budget overruns and re-shoots. Well-structured casting brief templates flip the script: they cut preparation time by up to 60 % and magnetise the exact model profiles you need. In this guide, you'll download practical sections to copy-paste, learn why each block matters and discover pro tips to keep talent engaged from first email to final call sheet.

Why your current briefs miss the mark

Chaotic casting set next to organised digital template

A classic casting request focuses on looks alone. Yet recruiters tell us the most common deal-breakers happen later—usage rights, availability clashes or unclear brand values. By upgrading to a modular brief template, you answer those questions up front, sparing both your inbox and the model's patience. Clients feel the difference instantly, translating into smoother shoots and happier crews.

Top three red flags models mention

Ambiguous usage period (“web & social” without end date).
No clarity on fitting, travel or rehearsal compensation.
Unrealistic turnaround times with no mood-board reference.

The essential template blocks

Section	Goal	Impact on casting quality
Project snapshot	Summarise concept, campaign goals, release date.	Filters out models whose image conflicts with topic.
Visual references	Attach three images or link to mood board.	Aligns posing, styling and diversity goals.
Usage & territory	List media, countries, duration.	Prevents legal renegotiations mid-shoot.
Key dates	Fitting, shoot, option holds.	Reduces last-minute drop-outs.
Compensation	Fees, expenses, pay schedule.	Builds trust and faster confirmations.

Need visual inspiration? Browse the model collaboration listings on Artfolio to see how successful brands phrase their briefs.

Step-by-step: writing the template

1. Project snapshot (50 words max)

Start with a punchy sentence: “We're shooting a spring denim campaign celebrating body positivity for EU billboards (April 2025 launch).” Models can immediately gauge fit without scrolling.

2. Required look & energy

Instead of vague lines like “fresh faces,” specify measurements, age range and vibe. Link to a sample reel or attach a reference shot. For inclusive sizing guidance, see our tips in diversity checklists for inclusive line-ups.

3. Availability & location logistics

List hold dates plus buffer (“allow half-day for potential overtime”). Highlight travel coverage. When plans shift, having agreed buffers cuts the need for last-minute model replacements.

4. Usage rights matrix

Provide a table: channels × duration × territories. Transparency here avoids protracted negotiations. If budgets are tight, offer tiered renewals rather than blanket global rights.

5. Fee structure & payment timeline

Day rate
Buy-out or rolling usage fees
50 % deposit on confirmation, balance within 30 days of shoot

Clear figures reflect professional respect and help you avoid post-shoot disputes. For negotiation pointers, see negotiating collaboration terms.

6. Submission checklist

Tell applicants exactly what to send—digitals, walk video, availability grid. A tight checklist means fewer back-and-forth emails and time saved for all parties.

Download-ready template

Copy the structure below into Google Docs or Notion, then customise fields in brackets.

PROJECT SNAPSHOT
Brand: [company] Campaign: [title] Launch: [date]

VISUAL REFERENCES
Mood board: [link]

MODEL REQUIREMENTS
Gender: [female/male/non-binary]
Age range: [25-35]
Measurements: [insert]

DATES
Fitting: [date]
Shoot: [date]
Hold: [date]

USAGE
Media: [list] Territory: [regions] Duration: [months]

COMPENSATION
Day rate: [€] Buy-out: [€]
Payment schedule: 50 % on confirmation / 50 % 30 days post-shoot

SUBMISSION
Deadline: [date] Materials: Digitals + 60-second walk

Time saved: the numbers

We compared five agencies before and after adopting structured templates. Average briefing time plunged from 42 minutes to 18. The chart below visualises the improvement.

Casting brief preparation time before vs. after template adoption

Source : The Luupe Model Casting Survey 2023

Keep models engaged after the brief

A template is only the opening act. Seal the deal with:

Prompt confirmation: reply within 24 h to shortlisted talent.
Digital vetting: background checks and reference calls reduce cancellations—learn how in our guide to preventing no-shows.
On-brand onboarding: send a concise style guide so models arrive with aligned wardrobe basics.

Interactive quiz: is your casting brief ready?

FAQ

Can I use the same template for event models and fashion e-commerce?: Yes, simply tweak the “look & energy” section and adjust usage rights. Events often require on-site interaction, so add behavioural cues and brand talking points.
How detailed should compensation be?: List day rate, overtime, buy-out tiers and reimbursement rules. Specificity prevents later renegotiations and fosters trust.
What file format works best for sending briefs?: PDF protects layout, but a shared Google Doc speeds live edits and comment threads. Always include a downloadable PDF backup.
How do I handle diversity goals sensitively?: Describe the campaign mission rather than specific ethnicity. Invite under-represented profiles to apply and reference inclusive sizing guidelines.

Ready to cast smarter?

Adapt the template today, then track time saved and callback rate. When your next campaign needs diverse talent on a tight timeline, you'll already have a proven framework that models love. Start refining your brief now and watch the right faces line up in your inbox.