The pencil system seems straightforward once you’ve used it, but there are plenty of small misunderstandings that cause friction, especially for people new to it.
Here are some of the most common ones and what they actually mean.
“A 1st pencil means a confirmed job.”
No, it doesn’t.
A 1st pencil means first priority on those dates, not a guarantee of work.
A booking only becomes confirmed when the studio says so explicitly and the freelancer agrees. Until then, it remains a hold.
“Challenges are confrontational.”
Not at all.
A challenge is simply a formal request for clarity. It doesn’t mean someone is trying to take work away from another studio; it just means the 2nd pencil needs to know whether the dates are free or not.
Handled professionally, challenges are routine and expected.
“Freelancers can’t hold the same dates for different studios.”
They can.
That’s the whole purpose of 1st, 2nd, and 3rd pencils.
As long as the order of priority is respected and updates are shared quickly, multiple overlapping pencils are normal.
“Once confirmed, a booking can still be challenged.”
Incorrect.
Challenges only apply to unconfirmed pencils.
Once a booking is confirmed, it is considered locked and should be treated as a firm commitment.
“You should never challenge a 1st pencil because it’s rude.”
False.
If a project is ready to move and the dates matter, a challenge is perfectly acceptable.
What matters is the tone - challenges should be polite, professional and clear, not apologetic or aggressive.
“Releasing a pencil means you’ve let someone down.”
Not necessarily.
Releases are part of the system and usually appreciated when done early.
Holding onto pencils you don’t intend to use wastes everyone’s time.
Releasing quickly is considered good etiquette, not poor form.
“The 1st pencil always gets the job.”
Not always.
Sometimes a project delays or falls through, and a 2nd pencil moves up and confirms first.
The ranking simply reflects order of request, not the likelihood of confirmation.
“It’s fine to hold dates indefinitely if nothing’s confirmed.”
That’s a common mistake.
Long, inactive pencils create bottlenecks and frustrate studios.
If nothing moves for a while, it’s better to release or refresh the pencil so that others can plan around it.
“Studios can’t have pencils challenged.”
They can — and often do.
Challenges are about dates, not about who is asking. Any party holding a pencil may be challenged by someone lower in the queue.
“Pencils don’t count until there’s a contract.”
Not true.
While contracts make things legally binding, the pencil system operates on trust and communication. A pencil is an agreement in principle, not law, but it’s still taken seriously.
“You can’t have a 3rd pencil or anything beyond that.”
You can.
Some freelancers track multiple layers of pencils during busy periods.
Beyond 2nd and 3rd, though, most professionals simply note them as ‘additional holds’ rather than assigning exact ranks.
“Releasing a pencil means you’re unavailable forever.”
No.
Releases are situational. You can always be repencilled later if plans change.
It’s better to release and reopen later than to block your calendar unnecessarily.
“Once confirmed, you can swap projects if something better comes up.”
No.
A confirmation is a professional commitment.
Backing out after confirming damages trust and can lead to lost work down the line.
If in doubt, wait before confirming.