7 Document Templates Every Freelancer Should Prepare

1. CV or resume

Most likely, you’ve been sending out the same CV or resume to multiple clients, regardless of the project type and industry. That shouldn’t be the case. If you want to stand out among the other freelancers your potential clients are eyeing, you should treat your CV as a customizable document.

Tailor your CV to the needs of your potential client. To do this, you can remove irrelevant information. For example, you don’t have to put your experience as a barista from way before when applying as a freelance writer. It’ll save the client some time if you only put experiences related to your potential job.

2. Contract

While you and the client know what to expect from each other, having a contract signed by both parties solidifies the agreement and removes any confusion or ambiguity. Freelance contract templates vary depending on the job type. As a base, you can include these elements in your template:

• Exact payment schedule
• Pricing
• Terms and conditions
• Any copyrighting information
• Scope of the project
• A termination clause
• Signatures

3. Cold and warm emails

When you’re freelancing, you’ll inevitably be reaching out to potential clients to offer your services. Other times, they’ll be the ones to send an inquiry. Regardless of the case, it’s best to have email templates prepared to avoid spending time thinking of what to say next.

For cold emails, you’ll have to experiment with different templates until you find one that works best. Make sure that it’s personalized for each prospect. Show your interest in their company and why you think you’ll be the best fit for the project. Also, don’t forget to include your CV and portfolio!

For warm emails, you should prepare template answers for frequently asked questions like “What’s your rate per hour?” or “What’s your time zone and when can you work?”

4. Proposal

When a client expresses interest in working with you, it’s time to send in a proposal. Each proposal is different for every client. Apart from clarifying the specifics of your services and rates, your template should include your terms and conditions, business name or website, and contact information.

5. Order confirmation

After sending your proposal, it can go two ways. The client will accept your initial submission, and you can start working on the project, or they will ask for adjustments.

When clients ask for revisions, you’ll need to send them an order confirmation. It’s similar to your original proposal, but with the client’s changes. It’s also official documentation on the agreed-upon services. The basic order confirmation template should include:

• Your name and address
• Your client’s name and address
• Description of the product/service
• Billing summary
• Payment details

6. Invoice

Having an invoice template saves you a lot of time when the day of client billing comes around. You can keep track of which projects are already paid and which are overdue. To create a freelancing invoice template, include these essential details:

• Invoice number
• Contact details of both parties
• Your company/freelancing business logo
• Amount due
• Deadline for payment
• Accepted payment methods
• Terms on overdue payments

You should also allow some space in the main body for you to break down the services you’ve rendered or completed. Make sure that it’s itemized and straightforward to avoid any confusion.

7. Payment reminders

The reality for freelancers is that there’s a chance that clients may not pay on time. In most cases, your invoice was just overlooked and got buried in their inbox. If the client hasn’t sent their payment yet after five days of sending your invoice, you should send a payment reminder.

Create a payment reminder template with a friendly and professional tone but is direct to the point. Don’t forget to include details like payment terms (late fees) and payment methods. The part that you will usually customize in this template is the client name and the amount due.

Some freelancers send payment reminders a day before an invoice is due to give the client a heads up. You can do this as well; just remember to keep the tone light, friendly, and professional since the invoice isn’t technically due yet.

Save Time and Effort as You Grow Your Business

A key to growing your business is to keep your documents organized. When you have everything prepared with templates, you can keep track of your projects and payments better. It also saves you from making mistakes and miscommunicating with clients.

Keeping document templates is a step towards reaching your freelancing goals. It helps you secure consistent work and make more money in the long run.

Having a savings plan can also help you get closer to your goals. With BPI AIA, you get to grow your money and insure your dreams, even in this pandemic. Schedule a virtual appointment and reach out to a Bancassurance Sales Executive today!