You know you need a contract.

But writing one is an intimidating prospect. Where do you start? What do you need to say? Does it need to have that certain “official” sound to work? A contract is kind of formal, so is there a more casual option?

In response to those questions: You start at the beginning; you need to lay out what you expect to give and receive from this arrangement; you can write it however you like, “official” sounding or not; and yes, there is a more casual option. It’s called a letter of agreement and I use it for most of my transactions.

Get Started

There are many different templates and guides out there for creating a written agreement, be it a letter of an agreement or a contract. Even with that, it can be intimidating, even overwhelming to create your own. Worse, since each agreement will be different, you’ll need to write up a new one each time.

Or will you? You’ll need to change the details, but once you know the general terms you’re comfortable working with, you have a template of your own. Not only does that save you from seeking out the right phrasing for your agreement, but it will make sure you know and can explain exactly what you are expecting to give and receive during your relationship with a client. That means you have the makings of an elevator pitch.

That’s right. Having a written agreement template can help you land a gig before the word “agreement” is mentioned. It gives you a clear idea of what you’re offering. That allows you to explain your proposition in simple terms, rather than rambling and talking in circles. You can refine your pitch, impress more people, and land more clients this way.

But how do you do it? There is no need to write in “legalese.” You can even add in some humor. Whatever you’re comfortable with. After all, entering into an agreement means you are creating a relationship with this person. You want that relationship to be comfortable. So long as the terms are laid out clearly, you should be fine.

I’ve broken down my letter of agreement template to help you create your own. It’s not a template, but a guideline. If there is enough interest, I will create a PDF template that you can modify on your own in the future.

Who is involved?

Whether you choose a formal contract or the more casual letter of agreement, you’ll want to make sure each party is identified. Since my agreements are all done online, I put all of the client’s information at the top, but save my information for the signature block. Here’s what the beginning of the letter looks like.

[date]
Mr./Ms. [client name]
[client role]
[Company name]

Dear [client name]:

The purpose of this letter of agreement is to outline the scope of the writing services that [your name/company] will perform for [company].

What and When

Next we need to know how long the agreement will last, what will cause it to terminate, and what is going to happen within that time frame.

To make it easy to read and find the information you need, I recommend splitting things into sections. Even if it is structured as a letter, putting a heading on each section is a great way to keep things organized. Both you and your client will be able to find information at a glance, and it makes things look professional.

Some of my section titles include:

• Term
• Services to Be Rendered
• Timeline
• Fee
• Terms of Payment
• Services to Be Rendered

 

Keep a Copy For Your Records

Once you’ve laid out the terms of your agreement, you need to make sure that your client is on the same page as you. If you’re meeting in person, you can discuss any questions or objections they have at that time. If you’re working online, I find it good practice to write in a reminder that any issues need to be sorted before they sign. You also want to remind them to keep a copy, and you’ll want to put your copy somewhere safe, so that you can quickly refer to the document if needed.

Sign Here

Put your name on the line, and we’re done! Unless, of course, you don’t have a pen and paper handy. How do you get a digital signature from your client?

There are several ways to accomplish this, including plugins and tools that can be downloaded or purchased to create a digital signature box.

I’m a big fan of Google Drive, which has a variety of tools for doing business online but does not offer a simple way to insert a signature block. So how do I get around that? I have a two step “signature” at the bottom of the form.  The client types in their name, then checks a box that explains this action is effectively providing a signature, just as if they’d pulled out a pen and scribbled their autograph on the line. It looks like this:

You’re All Set

Now you have the tools you need to create your own contract or letter of agreement. You don’t have to rely on handshakes and have a clear description of what you will and will not be doing for your client. You’ll have a way out if things go wrong. You’ll know how and when to get paid. Your client will know what you expect of them and what they’ll be receiving.

And you didn’t have to hire a lawyer or go into scary legalese writing.

If you have any questions, want to know more about how I set up my own letters of agreement, or want me to put together a downloadable PDF template for you to use in making your own, let me know. I’d love to hear from you.