SYP's Freelance Glance
For some years I have written a column for the Society of Young Publisher's magazine, sharing my experiences and pearls of wisdom on being a freelance , book copy editor and book writer.
In this column, I encourage freelancers to get professional and lay down terms and conditions of work.
Freelance terms and conditions of work
Terms and conditions of work are a fundamental necessity for freelancing. With T&Cs, freelancers can work speedily, securely and successfully. Without T&Cs, freelancers can expect tears, teeth-gnashing and a depleted turnover.
If you’re freelancing, or considering freelancing, I encourage you to lay down some terms. T&Cs ensure that clients understand the basics of your working relationship, and they protect you in the event that the client doesn’t comply with the terms. T&Cs are fundamental to good business, and reassure clients that you’re a professional.
When I commence work with a client, I require the client to accept both the specific project terms and my general T&Cs:
Project terms: These detail the specifics of the project. They lay out the exact service I will perform, the cost, the deadline and the payment terms.
T&Cs: You can find my T&Cs online. They cover a range of general business terms.
So what kind of things do T&Cs cover? Well, I suggest including the following as a minimum:
Costs: Are costs such as telephone calls, printing, paper, CDs and postage included in your project fee, or will you invoice these (at cost)? Does your client have the right to reduce the cost of your project fee for any reason? What happens if the client changes the brief mid-project, fails to meet deadlines or terminates the project prematurely? Do you charge extra for out-of-hours or in-house work?
Deadlines: In what circumstances will you have the right to alter an agreed deadline?
Invoicing and payment terms: How and when will you invoice? How many days does the client have to pay (this is usually 30 days)? Will you require payment in instalments or upfront? What action will you take if the client pays late or does not pay at all?
Meetings and consultations: Will you charge for meeting and consultation time, travel expenses, and/or travel time to attend a meeting? If so, how much?
Service definitions: What exactly will you do for the client? What won’t you do? What does your proofreading/copy-editing service involve?
It may take some time to decide your T&Cs, and over time you will inevitably tweak them and add in new elements. For example, following my less-than-pleasant experience with a non-paying client, I rewrote the ‘Payment’ section of my T&Cs to be more stringent. It acts as a deterrent to non- and late-payers, and clearly indicates that I’m not a pushover when it comes to collecting money. The result? A recent client was so impressed that he paid an invoice by direct bank transfer an hour after I issued it. Now that’s my kind of client!
T&Cs really are essential to safeguard your business from unfair treatment by clients. It’s simply not wise (or safe) to assume your client will work in a fair, businesslike manner that’s in keeping with your own preferences for working relationships. For example, years ago an English teacher hired me to proofread her book (which incidentally was riddled with errors). This I did, but upon returning the meticulously proofread text, the client told me she wasn’t happy with my service. She told me I hadn’t done any rewriting to ‘improve the flow’ of her book, and therefore she would only pay me 50 per cent of the agreed fee. Calmly, I directed her attention to the form she had signed to confirm her acceptance of my T&Cs and the project terms. The project terms clearly indicated what my proofreading service entails (nothing to do with rewriting or flow), and my T&Cs clearly state that the client has no right to reduce or refuse payment. Albeit with bad grace, she was forced to pay the full outstanding fee. Needless to say, I’ve never worked with her again!
But T&Cs don’t just exist to protect you from the rotten clients. They’re also essential for forming good, clear working relationships with any client. The client likes to know exactly where they are, and what to expect. Indeed, the client may even have their own T&Cs for you to sign, ensuring a framework for your business relationship. T&Cs are all part of open, honest, upfront and assertive communication – an essential ingredient for successful and happy freelancing.
New book: How to Succeed as a Freelancer in Publishing
I'm currently co-authoring a book with Emma Murray called How to Succeed as a Freelancer in Publishing, which will be published autumn 2010 by How To Books. The book offers advice on how to build a freelancing business in your chosen publishing field – from proofreader to copy editor, ghostwriter to author, typesetter to graphic designer. So watch this space for plenty more top advice on making it in publishing.