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Beyond “Dear Sirs”: Gender-Neutral Language in Film & TV Contracts

Today I was asked to review a set of Director Undertakings – this is a standard letter of undertakings that is signed by one or several of the producers of a film or TV project. Typically, these producers are also company directors of the production company. The letter is always addressed to company directors of the lending company.

The letter started off with “Dear Sirs” and got me thinking – and a tad annoyed. Why are we still using outdated language? Surely by now – 2025 no less – everyone knows that company directors are not always men?

(And yes, some make the argument that ‘Dear Sirs’ is gender neutral as it’s a figure of speech. However, as a woman, I can wholeheartedly confirm that I have never ever felt included when someone said ‘Dear Sirs’. For I am not, in fact, a ‘Sir’.)

So I thought it might be useful to recap on some gender-neutral wordings that we may include in our emails and contracts. Society in general, as well as the film and TV industry have become a lot more inclusive and reflective of society’s diversity. It makes sense for contracts - which are no more than the reflection of the business decisions of at least two members of society - to follow suit.

From Script to Signature: Key Areas in film/TV contracts that might still include gendered or binary language – and some alternatives

🎬 1. Salutations and Professional Correspondence

  • Outdated: Dear Sirs

  • Inclusive Alternatives: Dear All, Dear Team, Dear [Company Name], Dear Company Directors of [Company Name],  To Whom It May Concern

🎥 2. Job Titles

  • Outdated: Actor/Actress, Cameraman, Best Boy, Chairman

  • Inclusive Alternatives: Actor (as a neutral term), Performer, Camera Operator, Assistant Lighting Technician, Chair or Chairperson

🎞️ 3. Pronouns in Key Clauses

  • Outdated: “The Director shall make himself available…”

  • Inclusive Alternatives:

    • “The Director shall make themselves available…”

    • “The Director must be available…” (eliminate pronouns altogether)

The singular “they” is now widely accepted, including by the Oxford English Dictionary and UK legal style guides.

🎭 4. Dressing Room / Wardrobe Provisions

  • Outdated: “Separate male and female changing rooms shall be provided.”

  • Inclusive Alternative:

    • “Private and inclusive changing facilities shall be provided for all performers, respecting individual needs.”

This acknowledges non-binary and trans talent without forcing people into binary categories.

🎧 5. Health and Insurance Forms

  • Outdated: “Are you pregnant?” (with a female-only assumption)

  • Inclusive Alternative: “Are you currently pregnant or expecting a child?” (for everyone)

This respects the reality that not only women, but also non-binary, trans masculine or trans men may be pregnant.

📄 6. Family Leave & Support Clauses

  • Outdated: Maternity leave, Paternity leave

  • Inclusive Alternative: Parental leave

Parental leave language supports carers of all genders and family structures.

🎙️ 7. On-Screen Credit & Billing

  • Outdated: “He shall receive solo card billing…”

  • Inclusive Alternative: “They shall receive solo card billing…”

🧾 8. Standard Clauses

  • Outdated: “Each crew member must present his identification.”

  • Inclusive Alternatives:

    • “Each crew member must present their identification.”

    • “All crew members must present ID.” (plural phrasing naturally avoids pronouns)

  • Outdated: “he/she” referring to one or several of the contracting parties

  • Inclusive: “they,” or rewrite sentences to avoid pronouns entirely.

  • Use “the party,” “the employee,” “the director,” or “the client” instead of gender-specific pronouns.

📋 9. Forms & Participation Releases

  • Outdated: Title checkboxes offering only Mr./Mrs./Miss

  • Inclusive Alternative: Include Mx, offer a blank field for self-identification, and/or an option for “Prefer not to say”

Implementation Tips for Production Teams

  • Update your contract templates. Work with your legal team to modernise language across the board — from talent agreements to crew deal memos. I’m happy to help of course – get in touch here.

  • Train your production office. Ensure coordinators, line producers, and agents understand why inclusive language matters.

  • Adopt industry guidance. See here for the style guide from the BFI for example.

 If you have any further questions, or would like to book a free consultation, please do get in touch with me.

Silvia SchmidtComment