4 Templates every Freelancer should have

15.10.2018

Bureaucracy is something few beginners consider when going into freelancing. However, handling different kinds of documents is a significant part of the job description, so you better be prepared. It might seem intimidating at first, but with the right system you can save yourself a lot of time.

This is why many freelancers use templates. Proceed with caution, though!

Templates are general documents which are not usable for every single situation. Nevertheless, they are extremely useful in the majority of cases – here are a few templates that every freelancer should have in his arsenal:
 

1) Contract

Contract templates can vary a lot and it is important to pick one that is suitable to your location and job type. Where you live and what you work are going to be defining for your contract.
 
There are several aspects that every freelancer should address in his contract template though: pricing, payment schedule, deadline, a kill fee and copyright.
 
For a detailed breakdown on each of those aspects, check out our Must-Have clauses for freelance contracts
 

2) Invoice

Invoices, similarly to contracts, can differ a lot depending on what you’re looking for. There are things every invoice should have though: your company logo and contact details, for example.
 
In addition, make sure you leave some space for the date and invoice number. Last but not least, don’t forget the total amount due, the payment method and the deadline.
 
Having an invoice template for freelance work with those important details ready and formatted will significantly speed up the process of writing invoices.
 

3) Cold Email

Cold emails are what you write to an employer out of the blue, a surprise application if you will. You don’t want to have a template in its classical form, but you do want to have a couple of questions in front of you when you write a cold email.
 
Imagine it like an instruction manual. How did you hear of the client? Have you identified a problem and what can you do to solve it? What is your relevant experience in the field? What should your potential client do next (call for action)?
 
Modify that a bit, add some questions that are specific to your field and you should have the perfect cold email template. Instead of sitting 20 minutes in front of the blank page, you now know exactly what to write.  
 

 

 

4) CV

This next one might seem a bit weird, but yes, even your CV should be treated as a template. This is something people often disregard, however you shouldn’t be sending the same version of your CV to every potential client. Tailor it to their needs.
 
Think about what key qualifications are most important for the freelance projects and jobs that you’re looking to land. Highlight the things you’ve done that are most relevant to what the employer is looking for. Also remove irrelevant information.
 
That extra touch can often be the difference between being considered for a position or landing in the paper bin after a quick glance.
 

5) Proposals

 
If a client reacted to your cold e-mail or simply found your freelance services online and is interested in working with you, you will have to send them a proposal. Within this proposal, you will indicate the work and tasks that need to be completed and also the price for those services.
 
Of course you also need to enumerate your proposal, add your client's contact details, etc. That's why having a proposal template that you just need to update to send it out to the client, will help you with your time and productivity.
 

6) Order confirmation

After you send your proposal and the client has gone through all the details, there are several scenarios possible. The first one is that the client accepts the proposal just as it is and you can immediately start working with them.
 
On the other hand, it can also happen that the estimate is too high for the client and would like to reduce the scope of work or you suggested an extra service that they would like to book as well.
 
Specially for this second scenario, the best possible option will be to confirm your work with an order confirmation. That will be in mosts cases slightly different to the initial proposal.


7) Payment reminders

A (sadly) very repeated situation amongst freelancers. The client doesn't pay after the freelancer has completed the work and send out the invoice. It's absolutely unfair but surely you will have to chase a payment at some point in your freelance career.
 
There are usually 3 payment reminders:
 
  • 1st Reminder - it's often sent 5 days after the invoice was sent
  • 2nd Reminder - it's usually sent when the invoice is around 10 days overdue
  • 3rd Reminder - it's often sent 15 days after the invoice date
 
Luckily, you will just need the first friendly reminder to be sent. Sometimes it happens that the client just oversaw your invoice and e-mail in his inbox.
 

Free document templates for freelancers



If you're urgently in need of a template for your freelance business, we have you covered. We've created a few free templates for you so that making the jump into freelancing it's easier for you.
 
After all, you neeed to focus on your work and not invest so much time surving the Internet looking for infromation on what you should include, which layouts are better and ultimately, deciding all the design from scratch.
 

  
   INVOICE   
  
   PROPOSAL   
  
   ORDER CONFIRMATION   

   PAYMENT REMINDERS   

 
Do you use templates? If you think we might have missed something important, let us know in the comment section and we’ll make sure to include tips on that, too! 
 
 
Pic: © Modella_shutterstock
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