My Writing System and Procedures

How I work - cat on keyboard

I’d like to help you visualize what it will be like for us to work together. I’ve created this document to help explain my writing system and procedures while I work on your project.

1. Contact and Communications Policies

 The most important thing about working together is having fast and easy communication.

I am available 5 days a week, Monday-Friday. You can reach me in my office from 9 a.m. to 5 p.m. EST. The best and fastest way to reach me is through email at Kate@HealthyPetMarketing.com. If you prefer, I can also be reached by phone or text at (908) 655-6169.

2. Discussing the Project and Questionnaire

 To get started on a potential project, I will send you a Discovery Questionnaire. This document will help me understand your business, your competition, and your marketing methods. And it’ll help both of us clearly define the scope of the project and ensure maximum results as we work together.

The Questionnaire is short. It should take 1 to 3 business days to finish and return. Please return it to me as quickly as possible so we can move onto the next step…

Once I receive your completed Questionnaire, I will review your answers and add the questionnaire to any additional initial research necessary. Then, I’ll create a Project Roadmap. This Roadmap will outline your project and form the basis of our Launch Call.

Our Launch Call is scheduled 3-10 days after I receive your Discovery Questionnaire answers. This allows me enough time to prepare a complete Roadmap for you. The call will run about 20 minutes. We’ll discuss the Roadmap and I’ll listen to any additional directions and insights you have on the project.

Following the call, I’ll draft and send you a Project Agreement. Or, if your legal team has an Agreement you’d prefer, we will use that.

3. Investment and Getting Started

 The Project Agreement will outline exactly what I deliver, including project deadlines. It will also list your investment for the project and terms of payment.

(Note: I require 50% of the project total to begin. Most clients prefer to pay by bank wire or overnight payment.)

Once we’ve both signed the Agreement, I can begin working on your copy.

4. Research

My research process is very comprehensive.

First, I completely review your website and any other materials you send me. Then, I research your market, including your competition. Sometimes, I will ask to speak with your customer service team, past clients or customers, and different department heads. I will inform you if I need additional details, product samples, or other resources. My aim is to quickly but thoroughly understand your product, your voice, and your customer’s core emotional purchase drives.

5. Collaboration

 Communication is critical as we work together on your project. It’s best we discuss how and when we’ll communicate at the project’s start in order to save time and ensure the communication process runs smoothly.

Some of my clients are extremely busy and prefer to hand over the project to me and review the first draft, with little communication in-between. Others like speaking on a daily basis and to be involved every step of the way. Which do you prefer?

Please send me an email to let me know how often and by which method you’d like to communicate. Would you prefer email, phone, social media, text, or another method?

Also… I require you assign me a single contact person on your team. This will be the individual I communicate with directly. They will deal with other team members as needed to obtain information and approvals. This saves you and me time and ensures I can focus the majority of my time on creating excellent copy for you.

6. Review of First Draft

From the day the Project Agreement is signed, you will receive the first draft within 10-14 business days.

When you get the first draft, please review it carefully. Also, have applicable team members review it. At this stage, the most important thing to achieve the correct tone, message, and offer. Once I know the project has hit upon those three elements correctly, we can fine-tune other details as needed.

7. Revisions

The revision process is a natural part of producing a successful project. You’ll likely want some things changed in the first draft. Please make note of the changes using the Comment feature inside Microsoft Word.

I will review all your suggested changes within 24 hours of you submitting them. I will make adjustments within 2-4 business days, depending on the complexity of your suggested changes.

Note on Revisions:
I recognize that these are your customers and will defer to you as much as possible. However, there have been clients in the past who have made suggestions I feel will hurt their sales or lower response rates.

If you request similar changes, I will politely express my opinions about the proposed changes. In the case that clients insist on the changes, I always recommend a simple A/B split test. This allows the market to decide which version they prefer.

8. Additional Revisions

After the first round of changes, sometimes there is additional fine-tuning needed. In most cases, clients are happy with one and sometimes two revisions. Typically, we can reach a final copy stage within 1-3 business days.

Extra Revisions:
I’ll gladly work with you until you are delighted with your copy. The first two revisions are included in your project investment, at no extra charge. Most clients are happy with my copy and don’t require more than two revisions. But in the rare case you’re still unsatisfied, I will complete extra revisions past two at an additional charge.

9. Final Approval

Once all revisions are complete, I’ll submit a final draft to you. At this point, you approve the copy by sending an email stating everything is ready for distribution.

When I receive this final approval, I will invoice you the remaining 50% project investment. The invoice is due upon receipt. I will make every effort, barring serious illness, accident, or act of God, to be prompt in responding to your requests. I assume that, as a professional, you will do the same with my invoices.

In most cases, the final copy is next sent to a design team for formatting. After the design team is finished, I strongly encourage you to send me a .pdf file of the final version. I will double-check that any graphical elements added enhance the copy and make it more effective.

If I see something distracting that will hurt your response rates, I’ll politely let you know. If requested, I am happy to work with the design team to make any changes necessary.

10. Transition to New Projects

Once the project is completed, I provide my clients with a complimentary follow-up consultation. This involves a short phone discussion of what went well and where improvements can be made.

We review the Discovery Questionnaire and discuss additional areas available for new profits. If appropriate, we map out a new project to ensure you continue to have excellent copy to meet your goals and grow your business.

Talk to me for FREE

I offer a FREE, 15-minute consultation. There’s no obligation. Let’s talk and get started on your next pet project now!

Contact me today!