Terms and conditions
Since putting up the last two blog posts I have been getting many questions about freelance;
How to avoid working for free?
Dealing with too many changes ?
Every artist has their own techniques in various situations, in this post I will be elaborating mine.
When I stared working as a freelancer, I made a document, short and sweet and called it terms and conditions.
The clients may have seen your work, know your style. But they wont know “How you work”
A document like this will avoid you a ton of misunderstandings.
Send this file in the beginning of the project. Once the client come to you for work.
Eg. When the client send you an email saying:
Hello, we saw your work and like to work with you.
You can reply by saying:
Thank you, can you give me more details about your project.
By the way, I have attached below a pdf called terms and conditions. It’s very brief and simple to go through. It explains how I go about working on a project. Please have a look.
If you have any questions feel free to ask.
Usually when one hears the terms terms and conditions one immediately think its going to be a very boring and long document. Make it short and easy so that your client can go through it.
This is what I put in my terms and conditions.
( I will elaborate as I go through the points, you can choose to take the points that make sense to you )
About me :
Introduce yourself, your name, what you do and which city you live in?
( it’s important to say what city you live in to know what time zone you are in, to make communication simpler. If they wish to have an audio or video conference to discuss the project
It is also useful information for money currency and payment method.)
Work environment;
I inform the client about my work timings.
I like to have relationships with clients based on honest and trust.
I am punctual with my deadlines. I am capable working in groups or with a team.
Work Process
In the document I say that I provide a few options in form of rough sketches. And let them choose the one they like best. And then do a final line work.
Once that step is locked I will provide thumbnails with color options and so on.
Working Conditions:
Number of corrections on adjustments clients can ask me on my illustration.
I have maximum 3 rounds corrections a client can ask me for any project.
If the client wants more corrections or which to change the design completely I charge a fee.
I know it’s embarrassing to put this in the terms and conditions. But its important. I remember when I stared with freelancing, I worked with the client and didn’t implement my own rules. The project was supposed to last for a week but it went on for a month. The adjustments and feed back was crazy.
Don’t make the same mistake.
So its important to be polite and lay down your working conditions before hand so your client can anticipate what they have have to ask for you beforehand and guide you in the right direction.
Payment Method:
I only accept bank transfers. As a freelancer you have to do your own accounting, marketing and work. So it’s better to have one method of payment, keep it simple and focus on your work.
If you wish accept or reject any specific method put it here in this section.
I ask 50% of the payment upfront for starting the project. If its a big amount divide the payment in 3 sections.
I have never been rejected because I have asked for an advance.
If a company has a policy, that they dont pay and advance. I usually dont work with them, unless there is a proper contract to sign by both parties, in which they specifically state when they will pay.
Now a days I prefer getting an advance to start the project.
Ask for the other 50% before submitting the final file.
If the client needs the final file for approval before, I send it with a big watermark. ( keep your client informed that you will share the final file without the watermark after the final payment is done)
Final File:
Inform the client what the final format will look like. I usually send JPG/ PNG or PSD file in high resolution without layers but with a transparent background.
With time you will realise that for certain clients you will need to add or remove some things from the terms and conditions document.
End the document with your contact detail, a link to your current portfolio, your professional social media account. You can add your phone no. if you wish. Encourage the client to continue the conversation with you.
This document have saved me so many misunderstandings over the years and helped me to focus on my projects.
Note:
Process before starting the project :
Before startling any project I have a long talk with my client on what they want. If they saw something in my portfolio wish for me to recreate. Or try and get a feel of what they want by exchanging a few reference images to get an idea of what the artwork should look like.
You will also need to know what the client will use your illustration for.
As a gift, banner for their website, YouTube channel, textile printing etc.The pricing will vary if the client wishes to monetise your work to create prints of any kind and resell.
How big the illustration should be ( A4, A3, landscape or portrait )
What is the deadline for finishing the work. ( If the work is urgent, I will have to drop all other paid work to work on the project, I will charge extra.)
How many color samples are required?
When your client makes an advance payment, acknowledge it by sending an invoice stating 50% of the over all payment is made.
when you send the files to your client name the files properly. Shows professionalism.
Clientname_projectname_v01
(“ V” stands for version no)
Lastly, be honest and nice to yourself and the client. Don’t take up work that you cant handle or don’t have enough time to do. Be polite when you are discussing or trying to clear out an misunderstanding.
Since putting up the last two blog posts I have been getting many questions about freelance;
How to avoid working for free?
Dealing with too many changes ?
Every artist has their own techniques in various situations, in this post I will be elaborating mine.
When I stared working as a freelancer, I made a document, short and sweet and called it terms and conditions.
The clients may have seen your work, know your style. But they wont know “How you work”
A document like this will avoid you a ton of misunderstandings.
Send this file in the beginning of the project. Once the client come to you for work.
Eg. When the client send you an email saying:
Hello, we saw your work and like to work with you.
You can reply by saying:
Thank you, can you give me more details about your project.
By the way, I have attached below a pdf called terms and conditions. It’s very brief and simple to go through. It explains how I go about working on a project. Please have a look.
If you have any questions feel free to ask.
Usually when one hears the terms terms and conditions one immediately think its going to be a very boring and long document. Make it short and easy so that your client can go through it.
This is what I put in my terms and conditions.
( I will elaborate as I go through the points, you can choose to take the points that make sense to you )
About me :
Introduce yourself, your name, what you do and which city you live in?
( it’s important to say what city you live in to know what time zone you are in, to make communication simpler. If they wish to have an audio or video conference to discuss the project
It is also useful information for money currency and payment method.)
Work environment;
I inform the client about my work timings.
I like to have relationships with clients based on honest and trust.
I am punctual with my deadlines. I am capable working in groups or with a team.
Work Process
In the document I say that I provide a few options in form of rough sketches. And let them choose the one they like best. And then do a final line work.
Once that step is locked I will provide thumbnails with color options and so on.
Working Conditions:
Number of corrections on adjustments clients can ask me on my illustration.
I have maximum 3 rounds corrections a client can ask me for any project.
If the client wants more corrections or which to change the design completely I charge a fee.
I know it’s embarrassing to put this in the terms and conditions. But its important. I remember when I stared with freelancing, I worked with the client and didn’t implement my own rules. The project was supposed to last for a week but it went on for a month. The adjustments and feed back was crazy.
Don’t make the same mistake.
So its important to be polite and lay down your working conditions before hand so your client can anticipate what they have have to ask for you beforehand and guide you in the right direction.
Payment Method:
I only accept bank transfers. As a freelancer you have to do your own accounting, marketing and work. So it’s better to have one method of payment, keep it simple and focus on your work.
If you wish accept or reject any specific method put it here in this section.
I ask 50% of the payment upfront for starting the project. If its a big amount divide the payment in 3 sections.
I have never been rejected because I have asked for an advance.
If a company has a policy, that they dont pay and advance. I usually dont work with them, unless there is a proper contract to sign by both parties, in which they specifically state when they will pay.
Now a days I prefer getting an advance to start the project.
Ask for the other 50% before submitting the final file.
If the client needs the final file for approval before, I send it with a big watermark. ( keep your client informed that you will share the final file without the watermark after the final payment is done)
Final File:
Inform the client what the final format will look like. I usually send JPG/ PNG or PSD file in high resolution without layers but with a transparent background.
With time you will realise that for certain clients you will need to add or remove some things from the terms and conditions document.
End the document with your contact detail, a link to your current portfolio, your professional social media account. You can add your phone no. if you wish. Encourage the client to continue the conversation with you.
This document have saved me so many misunderstandings over the years and helped me to focus on my projects.
Note:
Process before starting the project :
Before startling any project I have a long talk with my client on what they want. If they saw something in my portfolio wish for me to recreate. Or try and get a feel of what they want by exchanging a few reference images to get an idea of what the artwork should look like.
You will also need to know what the client will use your illustration for.
As a gift, banner for their website, YouTube channel, textile printing etc.The pricing will vary if the client wishes to monetise your work to create prints of any kind and resell.
How big the illustration should be ( A4, A3, landscape or portrait )
What is the deadline for finishing the work. ( If the work is urgent, I will have to drop all other paid work to work on the project, I will charge extra.)
How many color samples are required?
When your client makes an advance payment, acknowledge it by sending an invoice stating 50% of the over all payment is made.
when you send the files to your client name the files properly. Shows professionalism.
Clientname_projectname_v01
(“ V” stands for version no)
Lastly, be honest and nice to yourself and the client. Don’t take up work that you cant handle or don’t have enough time to do. Be polite when you are discussing or trying to clear out an misunderstanding.
