One of the most popular questions designers ask are concerning payment and client relations pertaining to that subject. A few popular scenarios that may sound familiar:

• “I completed 75% of the project but my client hasn’t paid the down payment yet!”
• “My clients changed their minds and refuses to pay until the project has been completed!”
• “The client claims the project was unsuccessful and refuses to pay!”
• “My client is converting my print brochure into a website and other collateral!”

This may seem callous but — you can’t blame a client for breaking an agreement if you didn’t have one formally in place! There was nothing to break. This article dismisses some mythical perceptions some people may have about service agreements. Hopefully you will be convinced to use them in the future for your own protection.

Myth #1 — Clients are Scared of “Contracts”

Why would a client be scared of signing a service agreement? The fact that you are legally obligated to perform your professional duty to the best of your ability should be a clear signal that you are a competent, reliable and consummate professional. Granted, you may have to take extra care in how you present a service agreement to a client so that they understand its importance but it’s worth the effort as you can take this opportunity to gain more trust. If a client refuses to sign one, you have two options. Take the risk or don’t but at least you know where you stand.

Myth #2 — I Don’t Know Jack About Legal Mumbo Jumbo

Neither do I! That’s why we turn to professional resources such as the AIGA. For those of you that don’t know, the AIGA is the professional association for design. They are a non-profit that has chapters all around the US and offers several levels of membership. Although membership has its perks, anybody can use their “AIGA Standard Form of Agreement for Design Services” as their official mission is to “advance design”.

Myth #3 — It’s Just Too Hard

I’ve had my share of client relation issues and let me tell you, the aggravation and emotional distress involved far outweighs the hour or so you invest into making your personal service agreement. Do yourself a favor and protect yourself and your work.

Download the AIGA Standard Form of Agreement for Design Services.

This is an example of a basic structure of the document that AIGA recommends. Depending on the type of clientele you work with, I can see why some would skip the Cover Letter all together and have a very abbreviated Proposal Content section. It’s up to you, my personal inclination is for everybody to use some type of service agreement rather than none at all.

Overview:
• 1. Cover Letter
• 2. Proposal Contents
• 3. Basic Terms and Conditions

In my experience, client interaction is one of the most crucial aspects of a successful project. I would use the cover letter to quickly reaffirm why we’re a perfect fit for each other and try to mildly excite the client to be working on this project with me.

1 — Cover Letter:
• 1. Greeting
• 2. Short and Professional Acknowledgment of Opportunity Presented
• 3. Signature

Depending on how experienced your client is working with designers, this section’s depth should be adjusted. Use this opportunity to teach them a little about what actually goes on in your design process as well as showing your client how much you understand their challenge. It will help them realize that you are a valuable asset.

2 — Proposal Contents:
• 1. Project Overview
• 2. Basic Objectives
• 3. Process
• 4. Milestones
• 5. Fees/Expenses
• 6. Work and Billing Schedules

AIGA provides a well designed, easy to read PDF for you to peruse. It is written in plain English and very easy to scan/read through. If you can get through a jQuery tutorial, you can get through this PDF. After reading, copy and paste the Basic Terms and Conditions from the file as they suggest and you’re done.

3 — Basic Terms and Conditions
• 1. Read the “AIGA Standard Form of Agreement for Design Services”
• 2. Customize the AIGA Template enclosed

Let the client know at the end of your initial meeting that you require them to sign a basic services agreement and explain to them how it protects the both of you and ensures responsible professional service. It’s a really a no-brainer and it will save you from being that person you see in forums whining about their latest billing predicament.

Myth Busted! …ummm …Demystified! Do you have any tips you’d like to share concerning agreements/contracts?!

This entry was posted on Tuesday, April 28th, 2009 at 11:06 pm and is filed under Design, General, Professional Standards, Tutorials. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.