Effective Date: These Terms of Business are valid from 1st February 2026 and apply to all new projects from this date onward.
This agreement outlines the general terms and conditions for booking graphic design services provided by the Designer. These apply to all engagements unless specifically modified in the applicable Addendum (Day Rate or Retainer); these can be viewed here:
Definitions
For the purposes of this agreement:
- “Designer” – the provider of the graphic design services described herein.
- “Client” – the individual or organisation commissioning the Designer for services.
- “Work or Design Work” – any creative output produced by the Designer as part of the agreed scope, including visual assets, layouts, drafts, and final files.
- “Deliverables” – the final, approved design work submitted to the Client upon completion.
- “Raw or Working Files” – editable design files (e.g., PSD, AI, INDD) used in the production process.
- “Business Days” – Monday to Friday, excluding UK public holidays.
- “Rush Work” – any work requested and required for delivery within 24 hours of confirmation.
- “Agreement” – this document, including any applicable Addendums (e.g., Day Rate or Retainer Terms).
- “Force Majeure” – events outside the reasonable control of either party, as defined in Clause 8.
1. Scope of Services
The Designer agrees to provide graphic design services, which may include brand assets, digital content, website visuals, print materials, and presentation design, as agreed.
Services such as website development, photography, video production, motion graphics, training, teaching, or mentoring are not included unless expressly agreed in writing.
2. Client Responsibilities & Approvals
The Client is responsible for providing all content, materials, and information required to complete the Work accurately and on time.
Final approval of Deliverables confirms acceptance of responsibility for content accuracy. The Designer is not liable for errors, omissions, or legal issues arising from approved materials.
The Client confirms they hold the rights to any content supplied and indemnifies the Designer against any related claims.
3. Payment Terms
Quotes are valid for 30 days from the date of issue.
Payment Schedule (unless otherwise agreed in writing):
- 50% Deposit – due on receipt to secure booking
- 25% Interim Payment – due 4 weeks after the agreed start date, or upon launch if sooner
- 25% Final Balance – due on completion, prior to launch or release of final files
For website projects, any hosting direct debit must be set up prior to launch.
The Designer reserves the right to pause work where payments are overdue. Delays in payment may result in project timeline adjustments.
If a project is delayed by the Client for more than 30 days, the Designer reserves the right to apply a restart fee to cover rescheduling and reallocation of time.
4. Project Cancellation
If the Client cancels a project before work has commenced, the Designer will retain 50% of any deposit paid as a cancellation fee to cover time reserved and administrative costs.
If the Client cancels a project after work has started, the deposit is non-refundable, and any additional work completed will be invoiced pro-rata at the agreed rate.
5. Revisions & Scope Control
Projects include a defined revision time allowance to prevent scope creep. This allowance will be outlined in the proposal. Where not specified, the following upper limits apply:
- Brand projects: up to 2 hours
- Websites (1–6 pages): up to 2 hours
- Websites (7+ pages): up to 4 hours
- General Graphic Design: charged at hourly rate
Feedback must be provided in a single, consolidated response per revision round. Drip-fed feedback may be treated as additional revisions.
Additional revision time is charged at the current hourly rate of £60 per hour.
Changes that alter the agreed direction, introduce new requirements, or expand deliverables beyond the original scope will be treated as additional work.
6. Client Responsiveness & Project Delays
Project time is scheduled in advance based on agreed timelines.
The Client agrees to provide feedback, approvals, and required materials within a reasonable timeframe to keep the project progressing.
If the Client causes delays exceeding 30 consecutive days, the project may be considered inactive. The Designer cannot guarantee immediate rescheduling, and timelines may be extended depending on availability.
Where a project becomes inactive due to Client delay, a restart fee may apply to cover rescheduling and project reactivation:
- Projects £1200 and below: minimum £120
- Projects over £1200: 10% of the total project fee
This fee is payable before work resumes.
7. Ownership & Use
Final, approved design work becomes the property of the Client upon full payment.
Raw or working files (e.g., PSD, AI, INDD) may be provided upon request but remain the intellectual property of the Designer unless otherwise agreed in writing.
The Designer retains the right to use general skills, knowledge, techniques, and design approaches developed during the project in future work, provided no confidential information is disclosed.
Unused concepts, ideas, sketches, or draft work remain the property of the Designer and may be used or adapted in any future project or portfolio at the Designer’s discretion.
8. Portfolio & Promotional Use
The Designer may display completed Work in portfolios, case studies, social media, website, professional platforms, and promotional materials.
Where work is completed via an agency, the agency will be credited where appropriate.
If the Client requires restrictions on portfolio use, a premium will apply to compensate for lost promotional value:
- Light Restriction (+20%) – Work may be showcased in a private portfolio or non-public presentations, but public use on websites, social media, or case studies is delayed for up to six months.
- Moderate Restriction (+35%) – Work cannot be publicly displayed on websites, social media, or external marketing, but may be included in a private portfolio or internal presentations.
- Heavy Restriction (+50%) – Work is fully confidential and may not be shown publicly or privately in any form, including portfolios, social media, case studies, or presentations.
Restrictions must be agreed in writing prior to project commencement.
9. Third-Party Services & Licences
Unless otherwise agreed, the Client is responsible for obtaining licences for fonts, stock imagery, plugins, software, or third-party assets used in the Work.
The Designer is not liable for the performance or output of third-party services including printers, developers, hosting providers, or external platforms.
10. Holidays, Time Off & Incapacity
The Designer will notify the Client of any planned holidays or time off that could affect project timelines. In the case of illness or other incapacity, affected work may be rescheduled, credited, or refunded at the Client’s discretion.
11. Communications & Working Arrangements
The Designer operates remotely by default. Standard business hours are Monday to Friday, 9 am–5 pm (UK time). Communication will occur via email or another agreed platform, with typical response times within 1–2 business days.
On-site work may be arranged by mutual agreement and may be subject to additional fees, including travel time and expenses.
12. Liability
The Designer’s liability is limited to the total fees paid under this agreement. The Client remains responsible for providing all necessary materials, content, and approvals in a timely manner. The Designer shall not be liable for indirect, incidental, or consequential damages resulting from the use of delivered work.
13. Force Majeure
Neither party shall be liable for any failure or delay in performance due to events beyond their reasonable control, including but not limited to natural disasters, illness, strikes, power outages, internet service interruptions, or governmental restrictions (“Force Majeure”). Obligations affected by such events will be suspended for the duration of the event.
14. Governing Law & Jurisdiction
This agreement shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising under this agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.
15. Agreement & Acceptance
By proceeding with a booking or making payment, the Client confirms acceptance of these General Terms and the relevant Addendum (Day Rate or Retainer). No work will commence until acceptance has been confirmed in writing or via payment.
16. Pricing Review
All rates are reviewed annually. The Designer will notify the Client of any pricing changes by 1st March each year, with updated rates taking effect from 1st April. This includes monthly retainer fees, which may be adjusted in line with inflation, increased costs, service value, or market conditions.
Any changes will be communicated in writing, and the Client will have the opportunity to review or amend their package before the new rates apply. Ongoing retainers will automatically renew at the revised rate unless cancelled with standard notice.
17. File Retention
The Designer will retain working files for a reasonable period after project completion but does not guarantee long-term storage.