Estimates

You should have a standard design for your estimates. I keep mine to a single page when possible. It will include:

• your letterhead info
  
• date
• to (contact person)
• organization
• “Estimate for Graphic Services” or something like that
  
• name of project
• brief description of project
  
• detail of services, which might include:

1. design
2. layout
3. illustration
4. photographs
5. meetings or consultation
6. proofs
7. print management
8. web programming
9. web hosting
10. revisions (number of rounds)
11. deliverables

• A price for each item, or a total for all
• A price range is also acceptable when there are many variables, or you don't know how many revisions will be needed. Clients should know that revisions will cost them $$$.
  
• Schedule of critical due dates
  
• Disclaimers or “fine print”
  

I have developed some fine print that I put on each estimate to avoid some of the worst misunderstandings. This is sufficient for clients that I have a good relationship with. For first time clients without references, something more detailed is recommended. The AIGA has lots of good advice to protect you.

Here is what I use as a minimum:

• Additions or changes to the parameters or scope of the project once work has begun may result in additional charges.
• All text will be provided by the client in Word as an email attachment.
• Photos should be provided in JPG or TIF format at a resolution of 300 pixels per inch. Images downloaded from the World Wide Web are not high enough in resolution for print.
• It is your responsibility to check all proofs for accuracy.
• We will correct our own errors at no charge, limited to correcting digital file. We do not assume liability for reprinting.
• Final art will be provided on disk with proofs that represent the designer’s intentions. The printing process involves many variables and there is no guarantee the final product will match the proofs exactly.
• A 33% deposit or purchase order is required to commence work. Another 33% is due when proofs are approved, and the balance upon completion.
  
• Print management includes: writing printing specifications, obtaining quotes, checking proof, press check if needed, and acting as an advocate on the client’s behalf should a dispute arise with the printer.