Hiring a 3D Designer: What to Include in Your Service Agreement

Outsourcing 3D work can be a force multiplier for marketing agencies and product companies—especially when you need high-quality visuals fast for launches, ads, ecommerce, AR previews, packaging, or product pages. But when a project goes sideways, it’s rarely because the designer “didn’t have talent.” It’s almost always because expectations weren’t documented: what “final” means, what files you receive, who owns what, how many revisions are included, and what happens when product specs change.

This guide breaks down what to include in a 3D artist service agreement, from the perspective of the client/buyer. Whether you call it a hire 3D designer contract, a 3D modeling agreement, or a 3D visualization contract, the goal is the same: reduce ambiguity, protect your timelines and IP, and keep the relationship productive.

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Why your 3D service agreement matters (more than other creative contracts)

3D deliverables have more “moving parts” than typical design work:

• Multiple deliverable types (renders, turntables, animations, source scenes, textures, CAD conversions)
• Technical constraints (polycount, shading models, render engines, color management, file formats)
• Heavy dependency on inputs (CAD accuracy, product revisions, materials, branding guidelines)
• Long render times and compute costs
• High IP sensitivity (product designs, unreleased SKUs)

A solid agreement prevents common problems like:

• “We thought source files were included.”
• “Unlimited revisions” turning into endless iterations.
• Confusion over whether the designer can reuse your models in their portfolio.
• Delays because the client didn’t deliver CAD/material references on time.
• Surprise fees for rush work, additional angles, or format changes.

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1) Scope of work: define exactly what “3D visualization” includes

Your scope is the backbone of the contract. It should be specific enough that a project manager can check deliverables off a list.

Include:

A. Deliverable list (be explicit)

Examples:

• 3D modeling: creation of high/medium/low-poly model(s) based on CAD, sketches, or reference photos
• Texturing/materials: PBR textures, decals, label artwork integration, UV mapping
• Lighting & scene: studio lighting setup, HDRI environment, shadow catcher, reflections
• Rendering: still images in specified angles, resolutions, aspect ratios
• Animation: turntable, exploded view, feature callouts, camera path
• Post-production: color correction, background removal, compositing, DOF effects

B. Deliverable specs (reduce interpretation)

For each output, define:

• Resolution (e.g., 3000×3000 PNG, 16-bit TIFF, layered PSD)
• Color space (sRGB vs. AdobeRGB), background (transparent/white/lifestyle)
• Quantity (e.g., 8 angles per SKU; 3 colorways; 1 hero shot)
• Style reference (link to brand or sample renders)
• File naming and organization rules

C. Technical pipeline requirements (if you have them)

If your team has an established workflow, include:

• Preferred tools (Blender, 3ds Max, Cinema 4D, Maya)
• Render engine (Cycles, V-Ray, Redshift, Arnold, Octane)
• Exchange formats (FBX, OBJ, GLB/GLTF, USDZ, STEP)
• Delivery method (Drive/Dropbox/Frame.io) and folder structure

Tip for agencies: Specify whether the work must be “client-ready” (approved for external use), or “internal review” quality for comping and later refinement.

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2) Inputs and responsibilities: prevent delays and rework

Many 3D projects slip because the designer is waiting on missing inputs or receives incomplete product data. Your contract should include a section called Client Materials, Dependencies, or Client Responsibilities.

Common inputs to list:

• CAD files (STEP/IGES/SolidWorks) and version control
• Product dimensions and tolerances
• Material references (swatches, Pantone/CMYK, finishes like brushed metal, matte plastic)
• Branding files (logos, label artwork, packaging dielines)
• Lifestyle references (environment, props, mood boards)
• Compliance requirements (e.g., “do not depict unapproved claims”)

Also include:

• A requirement that client-provided specs are accurate
• What happens if CAD changes midstream (change order process)
• Turnaround expectations for your feedback (e.g., feedback within 2 business days)

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3) Milestones, timeline, and approval process

A good 3D modeling agreement breaks work into phases so issues are discovered early—before time is spent rendering “final” images.

Recommended milestones:

1. Blockout / proxy model approval (shape and proportions)
2. High-fidelity model approval (details, parts, seams)
3. Materials & textures approval (colors, finishes, label placement)
4. Lighting & camera approval (angles, shadows, reflections)
5. Final render delivery (high-res outputs + any agreed source files)

For each milestone, specify:

• What the designer will deliver (previews, screenshots, low-res renders)
• How you’ll approve (email approval, project tool, signed-off PDF)
• What constitutes acceptance
• The time window for review (e.g., 48–72 hours)

This structure prevents the classic dispute: “We didn’t realize the reflections looked like that until the final.”

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4) Revision policy: define “rounds,” what’s included, and what’s billable

Revision language is where many 3D visualization contract disputes happen—especially with agencies where multiple stakeholders chime in.

Define:

• Number of included revision rounds per milestone (e.g., 2 rounds for materials, 1 round for camera angles)
• What counts as a “revision” (one consolidated set of comments)
• The format for feedback (annotated screenshots preferred; one point of contact)

Also define what is out of scope and requires additional fees:

• New angles not listed in deliverables
• New colorways or new SKUs
• Style changes after approval (e.g., switching from studio to lifestyle)
• Changes due to updated CAD/product design
• Rework caused by incorrect client inputs

A clear revision clause protects your budget and helps the designer plan time realistically.

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5) Fees, payment terms, and expense handling (including render costs)

3D work may be priced per asset, per image, per scene, per day, or via retainer. Your agreement should clarify:

• Fee structure (fixed fee vs. time & materials)
• Deposit (commonly 30–50% upfront)
• Milestone billing (e.g., 40% after model approval, 30% after final delivery)
• Payment terms (Net 15/Net 30) and late fees
• Currency and payment method
• Taxes/VAT responsibilities

Include compute or third-party expenses

If the designer uses:

• Render farms
• Paid models/textures
• Stock HDRIs
• Plugin licenses needed for your pipeline

Then specify:

• Whether those costs are included or pass-through
• Pre-approval thresholds (e.g., any expense over $100 requires approval)

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6) Intellectual property: ownership of deliverables vs. source files

Clients often assume they “own everything.” Designers often assume they’re only licensing outputs. Make it explicit in your hire 3D designer contract.

You should separate:

A. Final deliverables (what you receive and own/license)

• Final rendered images/animations: typically assigned to client upon full payment
• Usage scope: worldwide, perpetual, all media (if that’s what you need)

B. Working files / source assets (often the friction point)

Source files might include:

• .blend/.max/.c4d project files
• Scene files, node graphs, rigging
• Unbaked textures, Substance Painter files
• Custom shaders, scripts
• High-poly sculpts

Decide and document:

• Are source files included? If yes, list them and include delivery format/versioning.
• If not included, do you have an option to purchase them later at a defined rate?
• Are there restrictions because the designer uses proprietary toolkits?

C. Pre-existing materials and third-party assets

Your agreement should state:

• Designer retains ownership of pre-existing tools, templates, libraries (“background IP”)
• Third-party assets are licensed to you only as permitted by their terms
• Designer warrants they have the right to use provided assets

Practical client approach: If your marketing needs only renders, you may not need source files. If you anticipate reusing assets across campaigns, AR, configurators, or future SKUs, negotiate source file delivery and the right to modify.

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7) Portfolio, publicity, and confidentiality: align with product launch realities

Agencies and product companies frequently work on unreleased products. Include:

A. Confidentiality / NDA terms

• Define confidential information (CAD, prototypes, pricing, launch dates, brand strategy)
• Duration (often 2–5 years; sometimes longer for trade secrets)
• Permitted disclosures (employees/contractors bound by similar obligations)

B. Portfolio rights

Designers often want to show work. Clients often need secrecy. Choose a policy:

• No portfolio use at all, or
• Portfolio use allowed after public launch (e.g., 60 days after product release), and only with written approval, or
• Portfolio use limited to cropped/low-res images with no identifying marks

Make it explicit. This is one of the most common misunderstandings in a 3D artist service agreement.

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8) Quality standards, accuracy disclaimers, and “fit for purpose”

3D visuals can imply product attributes (finish, scale, color) that must match reality. Your agreement should include:

• A statement that renders are representations based on provided references and may vary by monitor/print conditions
• A process for color/finish matching (e.g., client provides calibrated references or photos under specified lighting)
• If accuracy is critical (medical, automotive, engineering), define measurable tolerances and approval steps

Also consider:

• Accessibility/compliance needs for marketing (e.g., no misleading claims)
• Platform requirements (Amazon image rules, Shopify specs, AR file constraints)

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9) Legal protections: warranties, indemnities, limitation of liability

Without getting overly adversarial, good contracts set realistic risk allocation.

Common clauses:

• Warranty of originality/non-infringement: designer promises work is original and they have rights to use included assets
• Client warranty: you warrant you have rights to the logos, CAD, and references you provide
• Indemnification: each party covers claims arising from their breach or provided materials
• Limitation of liability: cap damages (often fees paid) and exclude consequential damages (lost profits, etc.)

For agencies, this is especially important because your end-client may be more aggressive about IP claims—make sure your upstream contract aligns with your downstream obligations.

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10) Change management: the change order clause you’ll be glad you added

3D work is sensitive to changes. A small design tweak can cascade into re-UVs, texture updates, rerenders, and animation adjustments.

Your 3D visualization contract should include:

• A definition of a “Change” (new SKU, new angle, new environment, updated CAD, new label)
• A process: written request → estimate → approval → schedule update
• Rate card for additional work (hourly/daily rates) or pre-set fees per additional deliverable
• Impact language: timeline automatically adjusts based on change scope

This prevents scope creep while keeping collaboration flexible.

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11) Termination, kill fees, and handover

Sometimes projects get canceled or reprioritized. Plan for it.

Include:

• Termination for convenience with notice (e.g., 7 days)
• Payment for work completed to date
• A “kill fee” or minimum commitment (optional but common)
• What happens to partially completed files and deliverables
• Refund policy on deposits (often non-refundable once work begins)

Also define handover:

• Deliver what’s been completed and paid for
• Provide a status summary and notes to enable a smooth transition

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12) Practical clauses that make collaboration smoother

Consider adding:

• Single point of contact: one approver to avoid conflicting feedback
• Communication cadence: weekly check-ins; response times
• File delivery requirements: delivery via agreed platform; retention period (e.g., designer keeps backups for 30–90 days)
• Version compatibility: specify software versions to prevent “can’t open file” issues
• AI tools disclosure (optional): if you have restrictions on generative tools or training, define them

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Example checklist: what to include in a 3D service agreement (client-side)

Use this as a quick contract checklist:

• Scope: deliverables + specs + formats + style references
• Milestones: blockout → model → materials → lighting → final
• Timeline: start date, review windows, final delivery date
• Revisions: number of rounds, what counts, what’s extra
• Fees: deposit, milestones, payment terms, expenses
• IP: ownership of final outputs, licensing terms, source file rules
• Confidentiality: NDA + launch timing + portfolio permissions
• Dependencies: client-provided materials, accuracy of CAD/specs
• Change orders: process + rates + timeline impacts
• Legal: warranties, indemnities, liability limitations
• Termination: kill fee, handover, payment for work completed

This structure works whether you’re drafting a 3D modeling agreement for product renders or a broader 3D artist service agreement for ongoing campaign work.

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Conclusion: treat 3D like production, not “just design”

The best outsourced 3D relationships feel like an extension of your internal team—predictable, scalable, and repeatable. The contract is what makes that possible. When your hire 3D designer contract clearly defines deliverables, approvals, revisions, IP, confidentiality, and change orders, you’ll spend less time negotiating and more time shipping visuals that sell.

If you want a faster way to generate a solid starting draft tailored to your project (renders vs. animation, source files vs. outputs, confidentiality needs, etc.), you can use Contractable, an AI-powered contract generator, to create and customize your 3D service agreement at https://www.contractable.ai.

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Other questions you might ask next

1. Should I require delivery of 3D source files, or are final renders enough for most marketing use cases?
2. What file formats should I request if I want to reuse assets for AR (GLB/GLTF/USDZ) or configurators?
3. How many revision rounds are standard in a 3D visualization contract for product renders?
4. What’s the best way to structure milestone approvals to avoid late-stage surprises?
5. How do I handle third-party assets (textures, models, HDRIs) in a 3D modeling agreement?
6. What confidentiality terms should I include for unreleased products and embargoed launches?
7. How can agencies align their client SOW with their subcontractor 3D artist service agreement?
8. When should I use fixed-fee vs. time-and-materials pricing for 3D work?
9. What quality standards should be included for ecommerce platforms (Amazon, Shopify) and print campaigns?
10. What change order language best prevents scope creep when product specs keep evolving?