Handout for the topic "Transform a Prospect Meeting into a Signed Contract" given by Teresa Stover of Stover Writing Services at the Consulting and Independent Contracting Progression, 8:30am on Tuesday, May 22, 2012.

1. TRANSFORM A PROSPECT MEETING
INTO A SIGNED CONTRACT
Teresa S. Stover
Often contractors and consultants think of the first meeting with a prospective client as just an interview. It is, but it’s
also the best opportunity for some your most effective business marketing. It’s also an information-gathering session
for your project proposal. That proposal is the tool that accurately and realistically outlines the scope of work and your
cost estimate. When the client says “yes” to your proposal, then it’s time to convert the proposal details into the terms
of a fair and responsible client-consultant contract.
FIRST IMPRESSIONS: THE INITIAL MEETING
You’ve done your cold-calling and other marketing, and now, success! A prospective client wants to meet with you.
This is more than just an interview, but rather a meeting between the representatives of two companies who each
have something to offer one another. Specifically, the client has a problem or an opportunity, and you have solutions
and skills to help them solve that problem or make the most of that opportunity.
To make the most of this meeting and get to the point where you can offer a proposal, do the following:
 Prepare for the meeting with research, a portfolio, a leave-behind, and questions.
 Sell yourself, your skills, and your services.
 Show your samples and leave behind your marketing materials.
 Learn pertinent details about the project.
 Describe how you are the perfect match for the project.
 Schedule your proposal.
WHAT’S YOUR BALLPARK: THE PROPOSAL
Never offer a ballpark estimate during the initial meeting. At the most, state your hourly rate (if applicable), and then
explain that your proposal will include the estimate of the number of hours and a not-to-exceed amount. If you work
on a project basis, explain how you will estimate that.
Also in the initial meeting, be sure to obtain all the project information you need to prepare a proposal. When you’re
back at your office, break the project down into its components to figure out the schedule and work estimates. The
breakdown, schedule, and work estimates help you determine how long it will take to do certain tasks so you can bid
your time accurately. If you’re working with other clients, be sure to take that into consideration. Your new client
needs to know how available you are for this project.
Include the following components in your proposal:
 Scope of work
 Assumptions
 Cost
 Billing and invoicing
 Independent contractor information
 Availability
 Proposal term

2. In a more competitive situation, you might want to include additional information to your proposal packet. This can
include one or more of the following items:
 A detailed narrative about your understanding of the project and the client’s unique requirements.
 Specifics on your qualifications for this project type beyond your resume or company brochure.
 Relevant writing samples.
 Relevant references.
Submit the proposal by the date you committed. If possible, present the proposal in person.
LEGALIZE IT: THE CONTRACT
When you and your client have completed any negotiations from the proposal stage, you’re now ready to start working
together. It’s time to develop and sign the contract. No matter how small the project or how well you know the client,
always be sure you both sign a contract and that you both have a copy.
Create a boilerplate contract that works for your technical communications projects, and have your attorney check it
out and advise you on content and wording.
Typical technical communications service contracts include the following elements:
 Scope of work
 Term of the contract
 Requirements and responsibilities of contracted parties
 Payment terms
 Ownership and copyright of work produced
 Nondisclosure agreement
 Independent contractor clause including tax responsibility
 Insurance
 Applicable law
After the contract is signed and executed by you and your client, you’re ready to start work on the project. You have
successfully rounded the bases from the initial client meeting to a signed contract. Home run!
REFERENCES
Bly, Robert W., Freelance Writing Success. (Kandiyohi, MN: Filbert Publishing), 2004.
Edwards, Paul, and Edwards, Sarah Anne. Getting Business to Come to You. (Los Angeles, CA: Tarcher/Penguin), 1998.
Teresa S. Stover Teresa Stover, owner of Stover Writing Services, has worked more than 20 years providing
Stover Writing Services excellent technical writing and project management services for software, manufacturing,
1026 NW Prospect Avenue education, and nonprofit organizations. She is the author of 15 books, the most recent being
Grants Pass, OR 97526 “Your Project Management Coach” and “Microsoft Project Inside Out.” She has conducted many
541.471.2931
seminars on business, project management, technical writing, and software.
teresa@stoverwriting.com
www.stoverwriting.com Ms. Stover has a BA degree in English Literature from UC Santa Cruz and a Certificate in
Technical Writing from San Jose State. Teresa is an STC Senior Member, having been affiliated
with the Puget Sound (Washington), Mid-Valley (Oregon), and Willamette (Oregon) chapters.
She’s been a member of the Consulting & Independent Contracting SIG since 1990.