There is no rule book
Your contract, your rules.
Focus on relationships
Once signed, you really don't want to see that contract ever again. If you do, it's probably because there's a problem.
Desperation to get clients can override your gut feeling that something is off about a client, and even force you to break your own onboarding rules.
If a client turns out to be a nightmare you'll be referring to that contract, at which point there's only one way the relationship is going: downhill.
But then what? If your client refuses to pay you, what can you actually do about it? Tension, stress, anxiety, a loss of productivity, legal fees - it's a rabbit hole you can get lost in.
Client relationships can become friendships - they can be incredibly positive; you are more likely to reach this end of the spectrum if you onboard clients that you feel good about.
In some cases, I feel so good about a client that I don't even bother with a contract. Risky? Yes. If you have insurance (you should), you'll need a contract.
It's best to have a contract.
You have to do what works for you, both short-term, long-term and in the moment.
Have a solid onboarding process and trust your gut.
Tell them what you don't do
There is an infinite number of things you won't do, so you need to keep this in the context of what you anticipate the client may perceive you doing as part of the job.
For example, I don't do SEO - other than the basics - but as a web designer, you can forgive a client for presuming I do.
So many people try to please a potential client in the pre-onboarding process by flexing and breaking their own rules, eventually referring back to the contract because it hasn't worked out. Have a difficult conversation (it will only be difficult for you) before they sign - at this point they are not your problem.
If the client agrees to your terms, it's a smoother road ahead.
Also consider setting the parameters in which you work, such as the work hours and days when you will be contactable.
Don't onboard potential problems.
Fuse your quote with your contract
If your contract is integrated into your quote, it gels everything together. The quote directly correlates with the contract so keeping them together makes sense.
Make your contract brief, and very easy to read and understand
A more general approach to your terms can be easier to enforce (and understand) than multiple terms that risk missing important points.
Contracts are often needlessly long, contrived and fundamentally so tedious that your very soul will be looking for a way out.
The longer and more complex the contract, the more you risk confusion, contradiction and the opening of loopholes. And you don't want to scare your client off. The chances are that if you do have such a contract, even you won't know how to apply and enforce it - it's potentially useless.
Also, things change. The knock-on effects of re-writing a contract to account for changes can be incredibly time-consuming. A general approach to terms can provide an element of futureproofing.
Work forward from the basic specifications
- What you will do
- What you won't do (in the context of anticipating client expectations)
- How you will do it
- Deadlines (you may or may not want specific deadlines in the contract)
- What you need from the client, including client responsibilities during the works and after sign-off
- What you expect from the client, including how you will communicate and your expectations around communication
- How you protect their GDPR rights and intellectual property
- How you manage requests for additional works
- Your process for dealing with disagreements
- The right to termination of both parties
- Your invoice process and payment terms, including late payment terms
- The quote
Consider what issues may arise and try and mitigate these through the terms of your contract. You can't anticipate every scenario, hence the benefits of leaning towards a catch-all approach.
You can of course have a different contract for each client.
Have a get-out clause
In the worst of cases, you want to be able to get out at any point and without any reason given. Protect your mental health at all costs and don't let the reputational risk of a fast exit put you off leaving a bad client - there will likely be far more benefits than disadvantages.
Additional works
Additional works should be outside the scope of the quote, and therefore the contract. Create a new quote and contract for each new request. One "Oh, it's okay, I'll sort that" without adhering to this process is a slippery slope and leaves you vulnerable.
Create a new contract for additional works, or create a contract that factors in the flexibility of adding in additional works, which is best done if the types of works are similar.