Freelance Writing Contracts and Invoices: What to Include

A contract is not a sign that you distrust a client. It is a shared description of the job, so both of you know what "done" looks like, when money changes hands and what happens if plans change. Most disputes between writers and clients come from fuzzy expectations, and a clear agreement prevents most of them before they start.

Do you need a formal contract?

For any paid project, you want the key terms in writing. That can be a formal signed contract, the client's own agreement, or a clear email that the client confirms. A written email confirmation is much better than nothing; a proper contract is better still for larger or ongoing work.

Publications and larger companies usually send their own contracts. Read them carefully, especially the sections on rights, payment and indemnity. You are allowed to ask questions and request changes.

What to include in a contract

Parties and dates

Who the agreement is between, contact details and the start date.

Scope of work

Be specific. List deliverables, approximate length, topics, format, and what is included (research, interviews, images, uploading to a website) and what is not. "Four blog posts per month of roughly 1,200 words each, including keyword research and meta descriptions; images and publishing not included" leaves little room for confusion.

Deadlines and process

When drafts are due, how quickly the client will give feedback, and what happens to your deadline if their feedback is late.

Revisions

State how many rounds are included (two is common) and what a revision means: edits to the agreed brief, not a brand new direction. Say how extra rounds or major changes are billed.

Fees and payment terms

• The total fee or rate, and the currency.
• When you invoice: upfront deposit, on delivery, on milestones or monthly.
• When payment is due: for example, within 14 or 30 days of invoice.
• How you get paid: bank transfer, payment processor and who covers transfer fees.
• Late payment terms, if any.

Kill fee

A kill fee is what you are paid if the client cancels a project after you have started, through no fault of yours. It is commonly expressed as a percentage of the full fee, sometimes scaled by how far along the work is. Without one, a cancelled project can mean hours of unpaid work.

Rights and ownership

This is the clause writers most often overlook. It defines who owns the work and how it can be used.

• Full transfer of rights (sometimes described as "all rights" or, in some contexts, "work made for hire"): the client owns the work outright. Common for business content and copywriting.
• Limited rights: the publication gets first publication rights or rights for a period, and rights later revert to you. More common in journalism and creative writing.
• Portfolio use: ask for permission to show the work in your portfolio, even if you transfer ownership.
• Timing: many writers specify that rights transfer only once payment is received in full.

Byline and credit

Will your name appear? Ghostwriting is common in business writing and perfectly fine, but agree on it upfront.

Confidentiality

Many clients want you to keep their information private. That is reasonable. Make sure it does not prevent you from mentioning that you worked with them, if you want to, unless you have agreed otherwise.

Ending the agreement

For ongoing work, state how much notice either side must give to end it and what is owed for work in progress.

Sample terms wording

Here is simple wording you can adapt for a project proposal or email agreement. Have it reviewed if the stakes are high.

Scope: One article of approximately 1,500 words on [topic], including research and up to two interviews. Images and publishing are not included.

Timeline: First draft delivered by [date]. Client feedback within five business days of delivery. Final draft within three business days of receiving feedback.

Revisions: Two rounds of revisions on the agreed brief are included. Additional rounds or changes to the brief are billed at [rate].

Fee and payment: [Amount and currency]. 50% deposit due before work begins; balance due within 14 days of final delivery.

Kill fee: If the client cancels after work begins, the deposit is non-refundable, and if cancellation happens after the first draft is delivered, [percentage]% of the total fee is due.

Rights: On receipt of full payment, the client owns all rights to the final article. The writer may display the published work in their portfolio.

Invoice essentials

A clear invoice gets paid faster. Include:

• The word "Invoice" and a unique invoice number.
• Your name or business name, address and contact details.
• The client's name, company and address, plus a purchase order number if they gave you one.
• Invoice date and payment due date.
• A line-item description of the work, with quantities and rates.
• The total due and currency.
• Payment instructions.
• Late payment terms, if your contract includes them.

Some clients will ask for a tax form before they can pay you. In the US, businesses commonly request a Form W-9 from contractors. See taxes for freelance writers for an overview.

Payment terms: Payment due within 14 days of invoice date by bank transfer to the account below. Please include the invoice number as the payment reference. Thank you for your business.

Chasing late payments

Late payments happen, often because an invoice got lost in an accounts department. Stay polite and escalate gradually.

1. A few days before the due date: a friendly reminder can prevent lateness.
2. Just after the due date: a short note with the invoice attached again.
3. A week or two late: a firmer message, copying accounts payable if you can.
4. Still unpaid: pause further work, reference your contract terms, and consider formal options such as small claims court. Rules vary by location.

Hi [Name], I hope you are well. Invoice [number] for [project], sent on [date], was due on [date] and I do not see payment yet. I have attached it again for convenience. Could you let me know when I can expect payment? Thanks very much.

Keep it simple, but clear

You do not need pages of legalese. You need clear scope, clear money terms and clear rights. Put those in writing every time, and you will avoid most of the headaches freelancers complain about. When you set your fees, start from a minimum that works for you; the rate calculator helps, and how much to charge for writing explains the pricing models that go into your contract.