What is a gallery representation agreement?
Representation by a gallery is a long-term relationship built on trust, and many artists and galleries still work on a handshake. The trouble starts when sales are slow to be paid, a large discount is given without asking, a work is damaged in storage, the artist sells from the studio, or the gallery closes with the artist's work inside.
This template sets exclusive or non-exclusive representation, the territory and the works covered, and how direct studio sales are treated. Works are consigned on signed schedules and remain the artist's property until sold and paid for. It covers agreed retail prices, a maximum discount without approval and how discounts are shared, the commission, payment to the artist within a set time with buyer details, instalment sales and resale royalties where the law provides them. It sets exhibitions and who pays which costs, care and insurance, records and statements, copyright and reproductions, the artist's promises, confidentiality, the term, notice and early ending, and return of unsold works.
- Best for
- Commercial galleries representing painters, sculptors, photographers and other artists
- Signed by
- The gallery and the artist
- Key terms
- Exclusivity, commission, discounts, payment time, insurance, return of works
- Length
- 3 pages, initialled by both on every page
When to use a gallery representation agreement
- A gallery taking on an emerging artist after a successful group show
- An established artist agreeing exclusive representation in one region
- A non-exclusive arrangement with a second gallery in another city
- Writing down a long-standing handshake arrangement
- A photography gallery representing a photographer's limited-edition prints
What you fill in
21 blanks, then the name and email of each person who signs: gallery, artist.
1 The parties
- Agreement date*
- Gallery (legal name)*
- Gallery address
- Artist's legal name*
- Name the artist works under
- Artist address
2 Representation
- Representation* exclusive · non-exclusive
- Territory*
- Works covered*
- Artist's own direct sales in the territory* The Artist may sell directly and pays no commission on those sales. · The Artist may sell directly and pays the Gallery half its usual commission on those sales. · The Artist refers all enquiries in the territory to the Gallery.
3 Money
- Gallery's commission*
- Largest discount without the artist's approval*
- Discounts are* shared in proportion to the commission split · taken from the Gallery's commission
- Artist paid within (days of the Gallery receiving payment)*
- Currency*
4 Exhibitions and costs
- Exhibitions the gallery will hold*
- Who pays for what*
5 Term
- Initial term (months)*
- Notice to end (days)*
- Unsold works returned within (days after ending)*
- Governing law*
6 Who signs
- Gallery signature and date, job title, initials on every page · The gallery owner or director, or another person authorised to sign for the gallery.
- Artist signature and date, initials on every page · The artist being represented.
What the gallery representation agreement covers
- Representation
- Consignment
- Pricing
- Commission
- Payment to the Artist
- Exhibitions and costs
- Care and insurance
- Records and inspection
- Copyright and reproductions
- The Artist's promises
- Information and conduct
- Term and ending
- General
Using the gallery representation agreement, step by step
1 Name the gallery and artist
Enter the gallery and the artist, and the name the artist works under if different.
2 Set the scope
Choose exclusive or non-exclusive, enter the territory and the works covered, and choose how studio sales are treated.
3 Set the money
Enter the commission, the largest discount allowed without approval and how discounts are shared, and how quickly the artist is paid.
4 Agree exhibitions, costs and term
Describe the exhibitions, who pays which costs, the initial term, notice and return time, then send it to the artist.
Tips before you send it
- Sign a consignment schedule every time works are delivered — it's the artist's best proof of what the gallery holds.
- Agree prices in writing and review them once a year.
- Check whether local art consignment laws protect artists' works and sale proceeds where the gallery is; they may apply whatever the contract says.
- Keep the signed agreement and every consignment schedule together in FileIt.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Gallery representation agreement: frequently asked questions
Who owns the artwork while it's at the gallery?
The artist, until each work is sold and paid for in full. The gallery won't treat consigned works as its own assets and takes any step the law requires to protect them from its creditors, and it holds the artist's share of sale proceeds for the artist.
Can the gallery discount my work?
Up to the maximum you set without asking; larger discounts need the artist's written approval. You choose whether discounts are shared in proportion to the commission split or taken from the gallery's commission.
What if a work is damaged at the gallery?
The gallery is responsible from receipt until delivery to a buyer or return. It insures the works for at least what the artist would have received on a sale, pays that if a work is lost or destroyed, and needs the artist's approval for any repair.
Can it be signed electronically?
In most countries, including the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, an electronic signature is generally valid for an agreement like this one. FileIt keeps an audit trail and a Certificate of Completion with the signed PDF as evidence of who signed and when.
Is this template free?
Yes. The template is free to use with the eSignature app in FileIt, and the people you send it to don't need a FileIt account to sign.