Discovery Call
For clients who pass the intake survey, schedule a discovery call to understand the project's intricacies. Utilize tools like Doodle to effortlessly find a time that suits both parties, avoiding endless email threads. Keep the call concise—20 minutes is ideal to ensure the conversation stays on track.
Before the call, prepare a working document template customized to the essentials you need to cover. Organizing your questions in advance helps you gather all the necessary information without losing structure. Here are some points to consider including in your template:
- Tell me about your organization and your product/service.
This provides perspective on their business, helping you understand their niche and value proposition. - Tell me about your ideal customer and their major pain points.
Knowing the target demographic and their challenges enables you to customize your writing to resonate effectively. - Tell me about this new project in detail.
Dive into the specifics, whether it's launching a new product, a website overhaul, or an email campaign. Clear project details will guide your approach. - What would you like to see happen as a result of this project?
Discover their end goals, whether it's increased sales, better SEO rankings, or higher engagement rates. This helps align your work with their desired outcomes. - What don't you like about the existing solution you have?
Understanding their dissatisfaction with current materials offers valuable insights into what needs to change and how you can better serve their needs. - How quickly do you need this turned around?
Gauge the timeline to see if it aligns with your schedule. Clear deadlines ensure that both parties know what to expect and when.
During the call, take detailed notes in your working document. This not only helps in drafting an accurate project quote but also shows the client that you're organized and professional, laying the groundwork for a strong working relationship.
Once the call concludes, use the collected information to fine-tune your proposal. Reflect on how their goals align with your expertise and craft a quote that highlights the value you bring to the table. A well-prepared discovery call can make all the difference in setting the stage for a successful project and a positive client relationship.
Project Quoting
After gathering all the information from the discovery call, craft a detailed project quote and proposal. This document serves as a roadmap, outlining the services you will provide and their corresponding costs. Transparency ensures that both you and your client are on the same page, minimizing the risk of misunderstandings later on.
Use tools like Wave to create standardized quotes. Wave allows you to break down services into specific line items, each with its own description and cost. This granularity gives clients the ability to pick and choose the services they need, rather than committing to a bundled package that may contain unnecessary items.
For instance, rather than simply listing "Content Creation" as a single line item, break it down into more specific tasks such as "Blog Post Writing," "SEO Optimization," and "Social Media Copy." Each of these tasks should have a clear, concise description and associated cost.
Here's a basic template you might use for your quote:
- Blog Post Writing: $200 per 500-750 words
Includes research, writing, and one round of revisions. - SEO Optimization: $100 per post
Keyword research, metadata insertion, and SEO best practices. - Social Media Copy: $50 per post
Short-form content customized to specific platforms.
Each line item should also have a brief explanation of the ROI for that service. For example, under "SEO Optimization," you could explain how effective SEO can increase web traffic, improve search engine rankings, and result in higher engagement and conversion rates. This helps clients see the value behind each service and understand why it's a worthwhile investment.
Including these explanations not only educates your client but also builds trust. They'll appreciate the transparency and will be more likely to follow through because they see the clear benefits of each service. Additionally, this approach can help justify your pricing.
Another critical aspect is setting a time limit on your quote. Clearly state that the quote is valid for five business days. This urgency encourages the client to make a decision promptly, keeping the process moving and preventing unnecessary delays. A limited timeframe also helps you manage your schedule better, as you'll know sooner rather than later whether to allocate your time to this project.
Here's a sample email you could send with your proposal:
Hi [Client Name],
Thank you for the insightful discovery call. Based on our discussion, I've prepared a detailed proposal and quote for your project. You'll find a breakdown of services, costs, and the value each service will bring to your business.
Please review the attached document at your earliest convenience. Note that this quote is valid for five business days. If you have any questions or need further clarification, feel free to reach out.
Looking forward to your feedback and the possibility of working together!
Best regards,
[Your Name]
By following these steps, you create a comprehensive, transparent proposal that not only outlines what you'll deliver but also communicates the value of your work. This structured approach to project quoting can significantly enhance client buy-in and help ensure a smooth onboarding process.
Contract and Deposit
Issuing a contract protects both you and the client by clearly defining the project scope, deliverables, and payment terms. Platforms like HelloSign allow you and your client to sign documents digitally without the hassle of printing, signing, and scanning. Digital signatures streamline the process and make it easy to keep records organized and accessible.
A contract is your mutual agreement on everything discussed so far, ensuring that everyone is on the same page. Be clear and thorough in your contract. Include details like the project timeline, specific deliverables, revision limits, and payment schedules. When setting up this document, keep the language straightforward and avoid unnecessary legal jargon, making it easily understandable for both parties.
One of the most crucial sections of the contract is the payment terms. Clarify exactly when and how payments should be made. For new clients or large projects, requesting a deposit upfront—usually ranging from 20-50% of the total project cost—is essential. This deposit secures the client's commitment and provides you with initial funds to start the project. It reduces the risk of last-minute cancellations and ensures that your time is valued and compensated from the beginning.
Here's an overview of what to include in your contract:
- Project Scope: Clearly outline what the project entails, from initial research to final revisions. This helps avoid scope creep and ensures both you and the client know exactly what to expect.
- Deliverables: Specify what deliverables you'll be providing and in what format. Whether it's blog posts, social media content, or SEO-optimized articles, make sure it's explicit.
- Timeline: Lay out the project timeline, including key milestones and deadlines. This helps manage client expectations and keeps the project on track.
- Payment Terms: Detail the total cost, deposit amount, payment schedule, and methods of payment accepted. Be explicit about the consequences of late payments.
- Revision Policy: Define the number of revisions included in your fee. Additional revisions should be billable, and this clause must be clear to avoid endless changes.
- Termination Clause: Include a termination clause outlining conditions under which either party can end the contract, protecting both you and the client in case things don't go as planned.
Once your contract is ready, send it to the client via HelloSign or a similar platform. This adds a layer of professionalism and convenience, as clients can sign the document electronically, making the process swift and smooth.
A sample email to accompany your contract might look like this:
Hi [Client Name],
I hope this email finds you well. I've attached our project contract for your review. It outlines the scope, deliverables, timelines, and payment terms as discussed.
Please go through the document, and if everything looks good, you can sign it electronically via the provided HelloSign link. Do let me know if you have any questions or need any adjustments.
Once the contract is signed and the initial deposit is received, we can officially kick off the project.
Looking forward to working together!
Best regards,
[Your Name]
This contractual step formalizes your agreement, providing a solid foundation for the project's success and ensuring you are protected legally and financially. It sets clear expectations from the start and minimizes misunderstandings, leading to a smoother, more professional collaboration.
Streamlining your freelance writing onboarding process is crucial for efficiency and productivity. By implementing a structured approach, you set the stage for successful collaborations and ensure both you and your clients are on the same page from the start. A well-designed onboarding process can save time, reduce stress, and lead to better outcomes for all involved.1
- Smith J. The Importance of Effective Onboarding for Freelancers. J Freelance Stud. 2020;5(2):120-128.
