A clear video specification for a government agency, school or foundation covers ten items: purpose and audience, where the video will play, length and versions, technical specifications, subtitles and languages, who supplies the material, revisions, deliverables, scope of use and licensing, and the timeline with acceptance criteria. With these written down, suppliers quote on the same basis and acceptance has clear grounds.
When an agency or school commissions a video, it is rarely one project officer's decision alone. The request needs sign-off, suppliers have to be compared, the finished work has to pass acceptance, and sometimes a review panel watches it too. A clearly written specification saves a lot of back and forth: suppliers know what to make, quotes can be compared like for like, and acceptance has something definite to check against. The ten items below are not a standard format, so adapt them to your organisation's rules and document templates. Procurement procedures and contract terms follow your organisation's own rules.
1. Purpose and audience
Say in one sentence who the video is for and what they should know or do after watching. For example: "Show members of the public how to apply for a particular grant", or "Introduce our specialist courses to lower secondary pupils and their parents". The purpose decides the content and tone, and it is the basis for judging at acceptance whether the video has done its job.
2. Where it will play
The website, YouTube, social media, events, screens at service counters, television or outdoor screens. Each place has its own aspect ratio, length and format, so list them all.
3. Length and versions
How long the main video runs, and whether you need a short version or a vertical version. For example: "Main video 3 minutes (16:9), highlight 60 seconds (16:9), social media version 30 seconds (9:16)". When the versions are spelt out, quotes can be compared. See videos in multiple aspect ratios.
4. Technical specifications
Resolution, file format and frame rate, and how files are delivered (a cloud link or physical media). If you're unsure, write "output to each platform's recommended specifications" and let the supplier list the details. See which delivery format to choose.
5. Subtitles and languages
Whether the whole video is subtitled, whether subtitles are burned into the picture or supplied as a separate subtitle file, whether English or other languages are needed, and whether a sign language interpreter inset is required. For videos shown to the public, we suggest subtitles throughout. See multilingual subtitles.
6. Who supplies the material
Who is responsible for filming, which photos and videos your organisation can provide, who signs off the final text, and who handles music and narration. When this item is left vague, it is the most likely place for a gap to open halfway through the project: "Oh, was that supposed to be included as well?" We don't offer filming; we specialise in editing, post-production and AI video. Filming can be done by your own team or a crew you hire, and the original files then come to us. For projects that need filming, filming and post-production can be planned as separate items. The script and any narration text come from your side, so name the person who finalises them.
7. Number and scope of revisions
How many rounds of revisions follow the first draft, and what counts as a revision rather than new work. For example: "Changing the wording or order of title cards is a revision; replacing a whole section or adding a version is new work." If several departments will review the draft, also state who gathers their comments.
8. Deliverables
Besides the finished video, state whether you need subtitle files, thumbnails, a version without subtitles, the original material or project files. Suppliers handle project files and source material in different ways, so set this out in the specification and each supplier can address it in the quote.
9. Scope of use and licensing
Where the video will be used and for how long, and whether it may be adapted or re-edited later. Licences for music, typefaces, images and AI material should cover these uses as well. Copyright ownership and licensing terms follow your organisation's rules and the contract; we don't give legal advice.
10. Timeline and acceptance
Dates for the first draft, revisions, final approval and delivery, and what will be checked at acceptance: whether all lengths and versions are present, whether the subtitles are correct, whether the specifications are met, and whether the content matches the approved script. For what to check, see how to check a delivered video.
Before you write the specification, you can ask us
If you're not yet sure how long the video should be or which versions you need, tell us the purpose, where it will play and what material you have. We reply within 48 hours to tell you whether we can take it on; if we can, we write up a quote so you can decide whether to go ahead. If there are procurement procedures or documents you need, please mention them at the same time. The kinds of video schools and the public sector often commission are set out under video production for schools and the public sector; two common examples are public information videos and project results videos.
Frequently asked questions
Does the specification need to be very detailed?
Spelling out the purpose, versions, subtitles, deliverables and timeline already helps a great deal. Very detailed technical requirements can limit the approach; you can write "to each platform's recommended specifications" and let the supplier explain.
Can we commission the video before the script is final?
Yes, but state in the specification who is responsible for the script and when it will be final. Major changes to the script partway through production usually affect the timeline.
Can the video be re-cut into other versions later?
Yes, provided the original material is kept and the licences for the music and other material cover that use. It's worth stating this under scope of use in the specification.
