Contact and Communications Policies
I’m generally available Monday through Friday, from 10 a.m. to 7 p.m. EST. I check email frequently, so the best way to reach me is at firstname.lastname@example.org. Also, feel free to call or text me at 208-972-3605. If I’m not available, I’ll get back to you as soon as possible.
Discussing the Project
If you have a project you’re interested in talking about, you can contact me by phone, text, email, or LinkedIn. I’ll get back to you ASAP. We can chat right then, or schedule a time for a more in-depth conversation.
When we begin to discuss your needs, I’ll be as comprehensive as possible. I’ll ask you for information about where this project fits into your sales or marketing funnel; what marketing you’ve used in the past and how successful it’s been; your timeline; and information about your previous experience with copywriters. You can also tell me who else will have input on the project, as well as anything else you think will be helpful.
If it seems like a good fit at that point, we can discuss price, budget, payment arrangements, etc. If we’re on the same page, I’ll put together a proposal and send it over to you.
Investment and Getting Started
The proposal will contain the specifics of what exactly I’ll deliver to you, as well as project deadlines. It will also list your investment for the project, as well as the terms of payment. I require 50% of the project total as a down payment, and most of my clients prefer to pay by direct bank transfer or apps like Zelle and PayPal.
Once we’ve both signed the agreement and I’ve received the first 50% of the payment, we can get going. The first thing we’ll do is to schedule a kick-off phone call or zoom meeting. It will take 30 minutes to an hour, depending on the size and scope of the project. If you can request that all the stakeholders in the project attend the kick-off, that would be much appreciated.
During the meeting, I’ll fill out my comprehensive project questionnaire. It has a lot of questions about your company and the project itself. I know everyone is busy, so I try to get as much information as possible upfront. Also, we’ll decide on due dates for the project(s) .
Preparation and Research
Depending on the project, I may need to get some additional information from you. If it’s a case study, for example, I’ll need the name of the person to be interviewed. For projects that require research, I’ll ask you for any suggestions you have, as well as subject matter experts you might recommend.
Also, if you can get me any successful marketing pieces you’ve used in the past, that would be great. It’s helpful to see what has worked before.
As we work on this project together, communication is critical. Some of my clients are very busy and prefer just to hand projects off to me and then revise the first draft, with very little communication in between. Others like dealing with me on an almost-daily basis and prefer to be involved just about every step of the way. Either one is fine with me.
Please send me an email and let me know how often you’d like to communicate, and what the best way is to reach out to you i.e., email, phone, social media, text, etc.
One other point … it’s very helpful for me to have a single point of contact on your team. I’ll communicate directly with that person, and they can work directly with your other team members as needed to obtain information and approvals.
Review of First Drafts
Typically, you’ll receive the first draft in 10-14 business days, depending on the project size and scope. When you get the first draft, please review it carefully. Also, have any applicable team members review it. The most important thing at this stage of the game is making sure that the tone, message, and offer are right, if applicable. We’ll fine-tune during the second and third drafts, if needed.
After you review the initial draft, you might want some things changed. Please note that I will review all of your requested revisions within 1 business day of when you submit them to me.
Then, depending on the breadth and complexity of the changes needed, I’ll make my adjustments, typically within 2-4 business days. After the first round of changes, there may be some additional fine-tuning needed. You can be confident that I will gladly work with you until you are delighted with the copy. In most cases, my clients find that one review cycle is enough. When more are needed, it is usually just one or two, and the process goes quickly. Typically, we can get to a final copy within 1-3 business days.
One final note: I recognize that these are your customers, and that you’ll make the final vote on what you send them. However, there may be times when you make a suggestion, but I don’t think it’s the best path. In those cases, I’ll give you my opinion, but let you make the final decision. Sometimes you might be able to conduct an A/B split test, and decide from there.
Once all revisions are completed, I’ll submit the final draft to you. At that point, you can approve the copy by sending me an email stating that everything is ready for distribution.
Once I receive this final approval from you, I’ll invoice you for the remaining 50% of the project investment, which is due upon receipt. I’ll make every effort to be prompt in responding to your requests, and assume that, as a professional, you’ll do the same with my invoices.
In most cases, you’ll be sending the copy to a designer for formatting. I strongly encourage you to email me a PDF of the final version, so I can double-check that any graphical elements added by your design team enhance the copy and make it more effective.
If I see something that is distracting and may hurt your response rates, I’ll be direct in letting you know. If requested, I’m happy to work with your design team to make any changes needed, so that the end version as effective as possible.
Once a project is completely finished, I provide my clients a complimentary follow-up consultation. We take a few minutes on the phone to talk about what went well, and also any improvements that can be made.
We also review the initial questionnaire, and discuss additional possibilities for uncovering new profits. Also, if appropriate, we map out a new project to ensure that you continue to have excellent copy that meets your goals and grows your business.
I hope these steps make sense to you and meet your expectations. If you have questions or would like to discuss an upcoming project, contact me anytime. Talk to you soon!
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