Thanks, everyone, for the great advice posted here. I am a newbie and am just getting my business formally up and running. My father's company has been my only client thus far (so I haven't worried about contracts, etc.), but I'm branching out and need to be protected.

For me:

1. I work on retainer only, so payment and signed welcome packet/contract must be received prior beginning to partner together.
2. All work requests must be sent via email, only. I don't take requests over the phone so there's no chance of writing it on a post-it or piece of paper and it getting lost. It gets sent via email and automatically put in a "to-do" folder.
3. There is a 48-72 minimum hour turn around (I'm usually done with what I'm working on in less than that time frame; however, it is a cushion I have built-in in case something comes up.
4. All clients and I have a weekly, scheduled phone call to keep each other up-to-date. All other phone calls must be scheduled.
5. I don't work Fridays, weekends or holidays. (Fridays are my "administrative days" when I focus on marketing, get caught up on things, or whatever.)

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Blessings,
Carol

Since I haven't officially started yet, then I guess learn as I go...........or preplan....it really could go either way. But with all of the enlightening information on here, I would hope I would heed the advice and preplan.

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Joanne

Originally Posted by aryanservices

1. all communication through e-mail, even chat records over skype, or MSN is fine, since it avoids confusion. No verbal communications, normally I do not interact over phone. Regards, Kajal

Wow how do you get by with this lol. My clients would hate that. They HAVE to talk to me on the phone. Especially one of my clients, he has to talk to me on phone. He's older and would be lost if I made him do it only in email or chat.

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Stephanie L Watson - VA

Originally Posted by KVA Solutions

Since I haven't officially started yet, then I guess learn as I go...........or preplan....it really could go either way. But with all of the enlightening information on here, I would hope I would heed the advice and preplan.

Hi Joanne,

Good idea to plan in advance. You don't want to be caught off guard if a client should ask about your policies. But like many of us, you'll probably need to revise them as certain situations pop up.

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Leslie
Virtually Done!

Originally Posted by divineva

5. I don't work Fridays, weekends or holidays. (Fridays are my "administrative days" when I focus on marketing, get caught up on things, or whatever.)

Wow, you don't work Fridays? Your clients are ok with this policy? I can't imgine telling clients that I wouldn't be available on Fridays!

Lezly

For projects, do you all require a deposit? I'm just getting started. I plan on getting clients to sign a retainer.

Originally Posted by mrsgofficetogo

For projects, do you all require a deposit? I'm just getting started. I plan on getting clients to sign a retainer.

I found that you need to offer three different payment solutions:
1. contract payment for so many hours
2. Retainer payments
3. Projects

For project payments I have not requested a down payment yet because they are people that I know from my networking groups. For first time project clients that I do not know however, I would ask for at least a 25% deposit.

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Erika Glem
www.advadminsol.com Let my administrative solutions be to your advantage.

Do you incorporate these policies into your contract or are they in addition to your contractual obligations? I am just looking for a way to separate my full-time job from my part-time business because it is becoming more freelance than virtual. I need a way to draw a distinct line between the two.

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Stephanie S.

Great policies you have all posted. I will have to implement many of these into my own business.

1. Contract signed before any work begins
2. Setup fees and monthly website/newsletter fees paid up front.
3. Specific business hours unless agreed upon
4. Invoices paid within 10 days.
5. If they have a website, they are not allowed to update it unless they purchase the package that allows for that. I've had too many clients in the past completely delete or totally mess up all the work I'd put into it.

Interesting reading through this, I ensure I have a contract signed, retainers are paid up front, deposit on project work, project scope provided for projects.

and most importantly, I'm an independent business owner and I don't believe I need to inform my clients of specific hours I'm working. I also take on work that doesn't have me tied to any specific numbers. My clients have time each week for us to touchbase by phone and after that it's usually contact by email. Generally, Mondays and Fridays are for my work related to my business or errands or whatever.

I'm available by email and people know this, I very rarely answer my skype number unless it's a call I'm expecting simply to not be distracted.

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Renee, WordPress Video Training Use coupon VAForum25 to save 25%

I wouldn't normally say I have business hours, but when I've had clients call me at 11pm and midnight, I have HAD to enforce that! Some just don't realize when they're in CA and I'm in OH, there's a time zone change. It may be 9pm there, but it's midnight here!

I am reading the responses and see stuff about billing and the signed contract and I am just curious...
Has anyone ever had a problem with a company just not paying..if so what do you do about that?

I'm still a newbie and this is a great post for me and other newbies to learn from. Thanks!