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Contracts, Terms and Conditions and Graphic Design Business Forms

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FREE Samples:

Art Approval Sheet Creative Strategy Client Survey

Advertising Insertion Order
Great form to use when you are selling advertising on your Web site. Use this form as a contract between your company and the advertiser wishing to advertise on your site.

Art Approval Sheet
This sheet is designed to be attached to artwork that needs client approval. This sheet, when signed, obligates the client to accept the artwork as is or the client can denote changes needed. Use this form with all artwork so you have a binding agreement that the artwork is correct and final or that the client desires changes.

Breach of Contract Letter
This is a sample letter to a vendor that has not provided the promised goods or services. When sending this letter, it is wise to have this letter certified with a return signature to show proof of mailing.

Client Survey
This client survey form will help your client articulate and identify the overall goals of their site design/re-design, including specific questions regarding message, audience, content, look and feel, and functionality.

Consulting Firm Terms
Use this form to establish working terms between your client and your consulting firm. These terms cover pricing, ownership of artwork, ability to publish for a portfolio and other items associated with regular terms and conditions for a company.

Copyright Agreement - Full Transfer
A full copyright transfer allows for full and unlimited use of artwork from the designer to the client. Use with caution and make sure you are getting the right dollar amount for your work before setting up any type of copyright agreement.

Copyright Agreement - Limited Usage
A limited copyright agreement allows for limited use of the artwork you have created. Use with caution and make sure you are getting the right dollar amount for your work before setting up any type of copyright agreement.

Creative Brief (also see Creative Strategy)
This is a list of questions for your client to fill out about their project such as: who their competition is, what are their primary objectives for this project, who is their target audience and what mandatories and guidelines are required for their project (it is important to get this information from your client before starting a design project).

Creative Services Internal Job Request
Use this form along with the Creative Services Policy and Process. Each department within a company, when needing creative work done, should fill out this Internal Job Request form. Once submitted to Creative Services, then the job will be logged.

Creative Strategy
This is one of the most useful tools in creating properly designed artwork. Whether the client provides this information or you gather this on your own, a Creative Strategy will help solve many design issues and give a greater success to your project. You can also use a Creative Strategy to explain to your clients the benefits of why you used a specific color, shape or type treatment. Not only will this help sell your art, it will make the client feel more a part of what they have purchased. Remember that most clients know nothing of art and don't understand the aspects of design.

Daily Contact Log
You should maintain a record log of your daily contacts. This sheet will help keep you organized on who you called for the day. The Daily Contact Log is great for keeping track of sales calls.

Designer's Lecture Contract
Have you ever been asked to speak for a school or special event? You should consider this contract agreement before doing so, even if you don't charge for it. This form breaks down the terms for expenses, lodging, payment, liability to perform, and copyrights of recordings such as video or audio. It also includes a clause for insurance and loss or damage.

Embroidery Order Form
If your clients need embroidery work, then this form is a great form for preparing orders or getting a quote from a vendor. Use this form to submit your request such as color, garment type and stitch count.

Fax Art Proof Cover Sheet
When you need to get art approval quickly and your clients are across town or even out-of-town, use this cover sheet along with a copy of the artwork needing to be proofed and approved. This document will obligate the client to accept the artwork "as is" or the client can note changes needed. This fax cover sheet will work the same way the Art "Approval Sheet" does.

Fax Cover Sheet
When sending a fax, you should always include a cover sheet that states what the fax is about, how many pages the fax will be and who it is from and who sent it.

Illustration Questionnaire
This form is used to gather information about an illustration project such as usage rights, project requirements and additional costs. There is also a drawing area to allow sketching of the basic idea for the final illustration.

Illustrator or Photographer Contract
A work-for-hire form can be used for contract freelance work, but when dealing with an illustrator or photographer, things are a little different. Use this contract to establish the agreed terms between your company and the illustrator or photographer which includes usage rights for the artwork, fees to be paid for royalties and more.

Job Jacket (9x12 Envelope)
It's very important to keep all your projects, client approvals, changes and information inside a Job Jacket. This Job Jacket includes an area for job numbering, client information, pricing and a drawing area. Use this Job Jacket for archiving artwork and keeping your project information organized.

Job Record Log
For every job that comes in, you should keep a record of each project in a 3 ring binder or folder. Use the log to record job numbers, project due dates and more. This log should be used as a quick reference to see what jobs are due and who is working on what particular project.

Job Sheet (project details)
This form is a break down of information about a project from due dates to billing, as well as a summary of costs. This form also shows areas to list dates revisions were made, along with bidding estimates from vendors. This form is used internally to keep track of project information but can be used to show your clients what has been involved to complete a project.

Letter of Intent
This letter is a binding agreement between your company and the client you're doing business with. You can state special needs or instructions on what each party agrees to.

Logo Style Guide
Use this 8-page logo style guide to give out to your employees and anyone needing to use your logo. This guide instructs people how to properly use your company logo and sets the voice and tone of your company image. This guide discusses graphics standards, brand essence, media usage, color and more.

Media Kit - Magazine Publication
This media kit includes ad sizes and page layout areas for advertising placement along with a zip code distribution list and an ad insertion order. Use the ad insertion order as your contract with your client -- this contract includes advertising terms on this form.

Merchandise Designs Licensing Contract
If you have ever designed a T-shirt for a company that they were planning to sell, such as at a retail location, you need to break down what you would receive in royalty fees. Don't sell yourself short and only get paid for the initial design, make sure you receive a royalty payment or a larger flat fee for your work. Always keep in mind that the company who contracted you in the first place is using your artwork to make money off of it, its only fair you do the same!

Model Release
If you are ever out on a photo shoot, make sure and have a model release on hand in case you have to get a person's permission to take and use their picture in print, TV, Web or other media.

Nondisclosure Agreement for Submitting Ideas
If you have a unique idea that you need to protect, use a nondisclosure agreement. Many times, a designer is faced with presenting an idea to a prospective client or business alliance and in order to protect your ideas, you must require that the person or company you are dealing with sign this agreement.

Permission Form (Artwork)
Use this form to grant permission for a publisher to place your artwork in their book(s), web sites or other media. You can stipulate how the material should be used and if you allow for future copies of your art to be used.

Permission to Link Exchange (Web Site)
Use this form to make an alliance agreement with another Web site for trading links.

Phone Conversation Log
Always keep a record of phone conversations with your clients. Keep a copy of this sheet with your Job Jacket (see Job Jacket file). Document any problems that may occur with a project and document any conversation about a project. This sheet is very important and can prevent problems, especially when the client may say something that doesn't match your original conversation with them.

Print Questionnaire
For every print project you receive from a client, you will need to use this form to ask them questions about their job. This is part one of a two part contract agreement between you and the client. This sheet will represent your company and what you will be doing for the client (For part 2 of the contract, download the TERMS AND CONDITIONS file").

NOTE: For part 2 of the contract, download the TERMS & CONDITIONS

Production Schedule
Keep track of your art department schedule of items due such as: layouts/comps, client approvals, art direction, photography and more.

Project Confirmation Agreement
These terms are much like a standard contract terms which includes rights, usage, due dates, authorship, arbitration and more.

Project Status Form
Use this form to internally track the status of your projects. For each phase, you should note a projects progress from start to finish such as preliminaries, design, art direction, layouts, mechanicals and more.

Property Release From
Use this form to authorize a license to a legal representative to copyright or publish your artwork. Basically, it is similar to a copyright transfer, but you still remain the owner of the artwork. In other words, you are allowing someone to represent you in media, advertising or trade purposes that uses the artwork describe in the agreement and to make decisions on your behalf.

NOTE: Use with caution. This form is much like signing a power of attorney.

Proposal (RFP)
Many clients such as government contracts and city and local contracts fill out an RFP or Request for Proposal. What the client or organization is doing is requesting a bid from your company. In this case, a form can be posted on your Web site for a prospective client to download and fill out.

Proposal to Client (Simple 1-page form)
This proposal is the opposite of an RFP. A proposal to a client is from you to the client trying to sell them on your services and products. Use this form when first making a sale or later to estimate cost involved.

Proposal to Client (Detailed 2-page form)
This proposal is the opposite of an RFP. A proposal to a client is from you to the client trying to sell them on your services and products. Use this form when first making a sale or later to estimate cost involved.

Requisition Form
This form is an internal department form that is used when you are purchasing items from a vendor or supplier, use this form to note codes, pricing and description of the products or services. This form would then be given to your purchasing department for fulfillment. You could also use this form directly with your vendor or supplier as well.

Retainer Contract
If you ever have a client who wants to purchase an allotted amount of time, you need to have them sign a retainer contract. With a retainer contract, you give your client discounted rates based on how much time they purchase from you and lock them into a long-term deal. Even though you have your client sign-off on a retainer agreement, you should always have a separate contract for each job you do. On the job contract, you write the estimated time it will take for the project and deduct that from the retainer amount they purchased. Keep in mind that a retainer contact is only about time purchased and not complete details about a job requesting to be done.

NOTE: For part 2 of the contract, download the TERMS & CONDITIONS

Terms and Conditions (for a contract on work to be done)
This is the most important part to any project you work on. This is the overall agreement on how you do business, including billing, proofing, revisions, alterations, copyright, and much more. The Terms and Conditions should always be attached to either the Print Questionnaire or the Web Site Questionnaire. This is a binding agreement between you and the client about the project you're working on.

Transmittal Form
When you need to transfer a file for review, approval, distribution or other request. The transmittal form lists in detail the records being transferred to either a client, vendor, archive or service provider.

T-shirt Order Form
If your clients need T-shirts, golf shirts or other apparel work, then this form is a great form for preparing orders or getting a quote from a vendor. Use this form to submit your request such as color, garment type and more.

Work Change Order Form
This form should be used when your client requests additional work on a project such as concept changes, illustration and photography changes or changes to copy and art direction. Make sure and note extra time and costs to complete the requested changes.