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Below is a boilerplate of the letter of agreement that I require for all projects. Like all such documents, these terms are guidelines, not gospel.
Van der Rohe, Pei & Saarin Architects
John Smith, Business Development Director
1000 Any Street, Suite 101
St. Michaels, Utah 12345
Dear John:
RE: Quote for your direct mail campaign.
Thank you for asking me to quote the copywriting for your direct mail campaign. My job, as I understand it from our conversation on 12-14-01, is to write a one-page letter (8 1/2" x 11") and an Invitation/Reply Card (8" x 6", folded into 4" x 6") with perf. The letter will aim to attract senior executives and hospital and facility managers to the "Using Design to Save Operating Dollars" seminar at your offices.
I will provide such marketing and editorial consulting services as are required to complete your project to your satisfaction. For my fee, I will:
1. Read all previous ads, brochures, direct mail letters and internal communications of this kind that you have produced and provided.
3. Study literature that you give me on your services.
4. Study literature that you give me on your competitors.
5. Study literature that you give me on your target audiences.
6. Interview you by phone to determine the unique selling proposition, benefits, or talking points to be stressed in this campaign.
7. Review and edit any text that you supply.
8. Deliver copy on budget.
9. Deliver first draft copy within 10 business days of receiving your signed letter of agreement and 50% retainer.
10. Deliver final copy by April 7.
11. Make any revisions and rewrites that you request within 60 days of your receipt of my copy
Letter $500
Invitation Card $75
TOTAL $575
WHAT IS INCLUDED
My fee includes all brainstorming, writing, revising, editing, consulting, research, First Class postage, long-distance phone calls and faxes. Costs for overnight mail/couriers at your request will be added to the above fees. Copy revisions are included in my fee as long as you assign these revisions within 60 days of receiving my copy, and as long as these revisions are not based on a change in the assignment made after my copy is submitted.
Consultations or conferences in your office will be billed as an additional fee at $50/hour including one-way travel time unless stipulated by your original request for quotation as a condition.
MY TERMS
1. My standard policy for first projects with new clients is to obtain 50 percent of the total project cost in advance (in this case, $287.50).
2. I will send you my final invoice, payable net 30, a week after submitting my final draft.
3. A late payment charge of 1.25% monthly (16.07% annually) is applied to all payments not received within 30 days of the invoice date.
LET’S GET TO WORK
If this quote is acceptable to you, please sign and return this quote to me with your check for $287.50. This gives me the go-ahead that I need to proceed with your assignment, for the fee specified.
Thank you.
Kendall Hanson
ACCEPTED AND AGREED:
I agree to the above terms and hereby authorize you to proceed with the assignment, for the fee specified.
Signed: __________________________
Name: __________________________
Title: ____________________________
Date: ____________________________
Job Name: ____________________________
Job Number: __________________________
Purchase Order Number: _________________