Contact and Communications Policies
As we work together, it is important to have fast and easy communication. During our project, the best way by far to reach me is by email firstname.lastname@example.org. I always answer email within 24 hours—usually much sooner.
I am at my desk Monday through Friday, from 8:00 – 12:00 (EST). If you need to call, please do so, 765-470-4216. If I don’t answer right away, just leave a voicemail with your name and contact number. I will return your call, as soon as I can.
For longer scheduled calls, I’m always happy to make a voice or a video call through a social platform like Zoom, Google Hangouts, or WhatsApp.
Questionnaire, Project Plan, and Launch Call
To get started with a potential project, I will send you a Discovery Questionnaire. The purpose of this questionnaire is for me to get to know you and your company better and define the scope of your project. It will get us on the right track for achieving your business goals.
I will send you a link to the Questionnaire through Google Docs (or I can send a Word file by email if you prefer). Please return it to me as quickly as possible – for most clients complete and return the form between 1 and 3 business days.
After I receive your questionnaire, I will review and study your answers, along with any other documents you forward or share. From here, I will outline a short Project Plan. This plan will save you time, help you see that I fully understand the project, and help us get crystal clear on project requirements. It will also be the basis for our Launch Call.
3-10 days after I receive the Discovery Questionnaire, we will schedule a 20-minute Launch Call. During this call, we will discuss your Project Plan, and I will listen to any additional directions and insights you have on the project.
Following the Launch Call, I will draft and send you an Agreement. If your legal team has an Agreement, we can use that.
The Agreement will contain all the specifics on what exactly I will deliver, including project deadlines, as well as list your investment for the project and terms of payment. (Note: I require 50% of the project total to begin. Most of my clients prefer to pay by bank wire or overnight payment.)
Once we have both signed the Agreement, and your initial payment has cleared, I will begin working on your copy as agreed.
My research process is very comprehensive. I begin with a complete review of your website and any other materials you send me. From here, I will research the market, including your competitors. In some cases, I might request to visit with your key team members and customers, but only if necessary. service team, a sales representative, past clients/customers, and different department heads.
As needed, I will reach out to you for additional details, product samples, and other resources.
Be assured any information I receive is held securely.
You can be confident that I’ll quickly and effectively understand your product, your voice, and your customer’s core emotional purchase drivers.
By undertaking thorough research, this will help me understand your product, your voice, and your customer’s core emotional purchase drivers.
In the world of copywriting, research is never wasted—it is the small “nuggets” I discover in research that makes your copy pop to your customer. I will work to discover your customer’s buying process. Identify their core needs and perspectives, so you are positioned as the solution to those requirements.
While working on your project, communication is key. I appreciate that you are very busy. Some clients like to leave me working on their project and wait until I have completed the first draft, with very little communication in between. Others prefer a more hands-on approach, dealing with me on a daily or bi-weekly basis. I am happy either way.
What is your preference?
Let me know how often you’d like to communicate and what the best way is to reach you.
To minimize confusion, it’s always best to have only one point of contact, in a team. I can then communicate directly with that person. They can then deal with other team members as needed to obtain information and approvals.
Review of First Drafts
I have found Google Docs a great tool for sharing drafts. I share drafts with all my clients using this application. It allows us to track changes to the document, make comments, and collaborate in real-time. Drafts can be shared with team members, and the working document is always current. There’s no worry about getting muddled with different versions.
During the Agreement, we will decide on timescales for first drafts. When you get the first draft, please review it carefully. I suggest you ask selected team members to review the document also. At this stage, it is important to check the tone, message and offer are right. I can fine-tune the copy during the second, and if needed the third draft.
After you have reviewed the first draft, you’ll likely want to make some changes. Using Google Docs, you will have the option to make live comments or edits. I suggest that those comments and edits are made using a different color to the original text.
Within 24 hours of submitting your comments, I will review those suggested changes. Adjustments will be made within 2 – 4 business days, depending on the complexity of your suggested changes.
I fully recognize that we are writing for your customers and will defer to you as much as possible. If I feel your suggested changes will not work and will hurt profits, please expect me to feed this back to you, I wouldn’t be a good copywriter if I didn’t. Ultimately, the decision is yours. In those cases, I will suggest you undertake a split test and let your customers have an overall say.
Please remember, I want you to be a happy customer.
You can be confident that I will work on your copy, fine-tuning as needed until you are delighted with the final piece. I would aim to get to the final copy within 1 – 3 business days.
Once all revisions are complete, I will submit a final draft to you. At this point, I would ask you to send me an email stating everything is complete. Once I receive this approval from you, I will invoice for the remaining 50% of the project investment. The invoice is due upon receipt. As a professional, I will respond promptly to any requests and ask you to do the same with my invoice. In many cases, you will send the final copy to a designer for formatting. I am happy to check the final version after graphical elements have been added. Equally, I am happy to work with your design team to make any changes needed to ensure the final piece is as effective as possible.
Once the project is done, I provide all of my clients with a complimentary follow-up consultation. We spend a few minutes on the phone and discuss what went well and where improvements can be made.
We review the Discovery Questionnaire and discuss additional ways to uncover new profits. Where appropriate, I am happy to map out a new project to ensure that you continue to have excellent copy that meets your goals and grows your business.