Your Blueprint to Building Trust, Clarifying Expectations, and Setting Boundaries with Clients
Thinking about diving into the world of professional organization but feeling a tad overwhelmed about where to begin? I've been right where you are, trust me. Here's the thing that could be your saving grace: the humble service agreement. Back when I started this journey, having this tool would've been an absolute game-changer!
Having a solid contract is not just about laying down ground rules for clients; it's also serves as your personal roadmap, helping you figure out your boundaries and what exactly you bring to the table. Crafting a service agreement isn't just necessary paperwork that protects both parties if anything goes awry; rather, it is a journey that defines your services and who you are there to serve. I've noticed that having a clear contract both impresses clients and gives you that extra boost of confidence when you're pitching your services. Doesn't that sound awesome?
But wait, here's the best part—your service agreement can be as flexible as you need it to be. Your contract doesn't need to be set in stone; it should be adaptable, just like your favorite home organizing solutions. (See what I did there?) As you work with different types of clients, you will likely find yourself revising your contract for future projects. Heck, I'm still fine-tuning mine to fit new scenarios even now.
In the example contract below, you'll spot some handy Dubsado formulas throughout that I use to keep things running smoothly on the back end. However, if Dubsado isn't your cup of tea, or you prefer another system, no sweat! You can easily swap the formulas out or tweak them to match your preferred software. Remember, this journey is all about you—your rules apply!
Service Agreement
Introduction
This agreement is made as of {{ curDate | mediumDate}} between
{{client.name}}
{{client.address | address}}
(hereinafter "Client")
and
{{user.name}}
{{brand.name}}
{{brand.address | address}}
(hereinafter "Designer")
Description of Services
Beginning on {{job.start | mediumDate}} and ending on or before {{job.end | mediumDate}}. {{brand.name}} will provide to {{client.name}} home organization and decluttering services (collectively, "Services").
1. Consulting Relationship
During the terms of this Agreement, Designer will provide Services based on the terms of the Agreement. Designer represents to Client that Designer is duly qualified, and possesses the experience and ability to properly perform all Services contracted by Client. Designer warrants that Services will be performed promptly, diligently, and in accordance with all reasonable professional standards for similar services. Client understands that the Services to be performed by Designer are unique, complex, and involve interaction and discussion between Client and Designer.
2. No Guarantee of Timeline or Cost
Designer shall provide project timelines and resources requested by Client as part of Services. Any schedule provided shall be considered an estimate. The time actually required to complete Services, or any portion thereof, will be subject to Designer and Client availability, timely delivery of information by Client to Designer, quantity of items owned by Client, any design changes and modifications requested by Client, and other matters which generally affect home organizing and decluttering services. Designer shall use her best efforts to properly staff all projects, if applicable, and to meet all agreed-upon costs and schedules, but makes no guarantee thereof in regards to cost and/or schedule.
3. Work Progress
Designer shall continually communicate with Client regarding progress made by Designer in performing Services. If Client is away, Designer shall send photographs and/or videos of progress to Client upon request while providing Services.
4. Product Purchases
Client agrees to reimburse Designer for all product (i.e., baskets, bins, dividers, labels, etc.) purchased by Designer in relation to Project. Client will be billed for all installed product in increments throughout Project. Any outstanding balance for product, less the initial deposit, will be collected from Client by Designer at conclusion of Project. Designer buys product primarily from The Container Store but may occasionally source items from Amazon, West Elm and Target. Client is responsible for all shipping, taxes and delivery fees. Trade discounts and earned commission, if applicable, will not be passed to Client. Client is responsible for paying current retail price for product. Designer shall arrange delivery and installation of Designer-purchased product purchased on behalf of Client for Project. Designer shall send product quantities and specifications to Client at conclusion of Project. Client is responsible for all items purchased by Client.
5. Product Returns
Designer agrees to return or replace any damaged, unwanted, or otherwise defective product purchased and installed by Designer within 7 days of installation given all original barcodes, stickers and tags are attached. All original packaging must be in tact to be considered for replacement or return. If product does not meet the above requirements, then Client is responsible for returning and/or replacing items at his/her own expense. Custom vinyl labels cannot be returned.
6. Home Organizing Fees
Designer shall be compensated on an hourly basis and may require help from Assistant(s) who shall be compensated on an hourly basis. All design fees are non-refundable. Design fees are payable by Client at the end of each day's session and upon receipt of invoice. Client will NOT be charged for the following off-site activities conducted by Designer for Project: shopping for product online or in-store, creating product lists and space plans, time spent corresponding with Client and coordinating with Assistant(s), and time spent billing or invoicing. A travel fee shall be charged per Designer/Assistant per trip for all Projects located outside of a 5-mile radius of [your general location / part of town]. Client is responsible for reimbursing Designer and Assistant(s) for street parking, parking garage, and tollroad fees deemed necessary by Designer to access Project location. Such fees will be added to Client's invoice. All work will cease until invoices for time billing and reimbursable expenses are paid in-full. Designer shall be entitled to withhold delivery of any item purchased on behalf of Client should Client fail to make payments due to Designer.
7. Relationship to the Parties
It is understood by the parties that Designer is an independent contractor with respect to Client, and not an employee of Client. Assistant(s) are independent contractors with respect to Designer, and are not employees of Designer. The relationship between Designer and Client is a non-exclusive one, given that Designer also performs services for other organizations and individuals.
8. Photographs and Publicity
Client agrees to allow Designer and Designer's representatives to photograph and video Project during all stages of design services, including when project is complete. Photographs and videos will be used for business purposes including, but not limited to: press, publications, online, social media, marketing, advertising and print. If Client decides to document the Project, Designer shall be given credit as the designer if documentation is released publicly.
9. Hold Harmless
Designer is not responsible for, nor will be held liable for damages, lost or stolen property, bodily injuries, death of any person, nor expenses of any kind (including reasonable attorney's fees) that may arise out of, or occur as a result of, Services being performed by Designer, its agents or employees. Designer has secured Commercial General Liability Insurance and Professional Liability Insurance that provides coverage for all claims that may arise from performance of Services, including bodily injury to a third party, property damage, medical expenses, defense costs, and personal and advertising liability with a One Million Dollar ($1,000,000) coverage limit per occurrence.
10. Personal Services Not Required
Designer is not required to render all Services personally and may employ Assistant(s) to perform select tasks on behalf of Designer. If Designer hires Assistant(s), it is Designer's responsibility to coordinate with and to provide materials for him/her. Assistant(s) are always accompanied by Designer while at Project location. Assistant(s) may join Designer on Project only if Client approves of this additional expenditure in advance.
11. Confidentiality Agreement
Designer and Assistant(s) shall sign, or have signed, a Confidentiality Agreement, on or before {{job.start | mediumDate}}. Designer and Assistant(s) will not at any time or in any manner, either directly or indirectly, divulge, disclose, or communicate in any manner any Confidential Information. Confidential Information shall mean all non-public information which constitutes, relates or refers to the operation of the business of Client, including without limitation, all financial, familial and operational information of Client. This provision shall continue to be effective after the termination of this Agreement.
12. Scope of Project
Designer will remove all belongings from current storage areas and categorize items into sorting bins. Designer may do this solo, with Assistant(s), and/or alongside Client. Client will then review categories, look through possessions, and decide what to keep and what to discard. Designer will NOT discard any of Client's possessions without prior consent from Client. Designer will measure Client's space if product is to be procured. Designer shall provide a list of product recommendations to Client based on measurements, budget, and aesthetic preferences. Designer will order, pick up and deliver product purchased by Designer on behalf of Client. Project surfaces will be vacuumed and wiped down by Designer prior to placing Client's belongings back into the space and installing product. Temporary labels will be used by Designer while Client tests out Designer's solutions. Basic labels created with P-Touch label maker are complimentary, while custom vinyl labels may be created by Designer for a fee. Designer will remove trash, recycling, and donations at the end of each session with a limit of 1 car load per session. Client is responsible for disposal and removal of all other trash, recycling, and donations. Donations that are given to Designer will be taken to Goodwill. If Client requires that some or all of donations are to be taken to a facility other than Goodwill, then Client has the option of doing so on their own time or having Designer drop off said donations at Designer's hourly rate. Parties agree that scope and terms of this Agreement may be changed only in writing and initialed by both parties, and that no oral changes are permitted.
13. Non-Disparagement
Client agrees to take no action which is intended, or would reasonably be expected, to harm Designer’s reputation or which would reasonably be expected to lead to unwanted or unfavorable publicity to Designer.
14. Termination
Designer shall serve as a contractor to Client commencing on or after {{job.start | mediumDate}} and shall continue until the project is completed or if a party terminates this Agreement. Designer or Client may terminate this agreement by notifying the other party in writing at any time, at which point Client shall be responsible for any outstanding reimbursable charges and hourly fees. All in-process proposals and orders will be completed by Designer and delivered to Client at hourly rate. Designer's company materials or personal property that remain on site after termination must be made available for Designer to easily retrieve. If a balance remains in Client’s account, then the amount will be refunded less any outstanding reimbursable charges or design fees. This agreement shall terminate automatically on {{job.end | mediumDate}}.
15. Cancellations and No-Shows
To provide Client with highest-quality service and to ensure Client's goals are reached in a timely manner, it is important for Client to keep scheduled sessions with Designer. Designer will often send a reminder before each session; however, it is ultimately Client's responsibility to maintain record of sessions and to be ready at the scheduled time. If Client needs to cancel or reschedule a session, Client must send a text message to [your phone number] or send an email to [your email address] at least 72 hours in advance. Clients who cancel or reschedule a session with less than 72 hours' notice will be considered a No Show and will be charged a No Show Fee that must be paid upon receipt. Exceptions may be made at Designer's discretion.
16. Severability
If any part, clause, provision or condition of the Agreement is held to be void, invalid or inoperative, then such part, clause, provision or condition will be severed and will not render invalid the remaining portions of the Agreement. .
17. Deposit
As consideration for Services to be provided by Designer, Client shall pay to Designer a deposit credited toward organizational product and design fees. If Client cancels Project within 24 hours of booking, Client will be refunded 97% of deposit (which accounts for a 3% transaction fee) to Client's original form of payment. After the 24-hour window has passed, Client may choose between the following options: (a) 50% refund to Client's original form of payment or (b) 100% credit toward future booking with Designer. Deposit becomes fully non-refundable and non-transferrable 72 hours prior to initial organizing session. The aforementioned 24-hour policy does not apply to Projects scheduled to begin within 72 hours of booking as those projects are fully non-refundable and non-transferrable upon booking.
18. Hourly Rates
Lead Organizer: $100/hour
Assistant Organizer: $50/hour
19. Client Initials
______________ I understand that I must be involved in the decluttering process to some degree to ensure the success of my project.
______________ I understand and accept that photos and videos may be taken of my space throughout the project.
______________ I understand and accept the terms of the $500.00 deposit.
20. Entire Agreement
This Agreement constitutes the entire contract between the Parties. All terms and conditions contained in any other writings previously executed by the Parties regarding the matters contemplated herein shall be deemed to be merged herein and superseded hereby. No modifications of this Agreement shall be deemed effective unless in writing and initialed by the Parties. .
Conclusion
My hope is that this service agreement template serves as a helpful tool for you to review and edit as you see fit. Here's to your fulfilling entrepreneurship journey—may it be gratifying and fun!