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Craft of Writing
P.R. Nakai
Getting and Keeping Your Money
It happened last Christmas Eve. I had spent the month doing some substantial
freelance writing for a client. I was thrilled to hear that he would pay me in
advance because he was leaving the country for an extended Christmas vacation.
When I went to the ATM to withdraw money to buy some last minute presents, I
learned that the check that he gave me was returned. Not only did I have a
negative balance in my account, but I was racking up late fees. Worse, with my
client out of the country, there was no way to get a new check until he
returned.
While my client's bounced check was distressing, it wasn't the first time I've
had trouble getting paid for my work. Long ago, I learned that although I handed
in work on time, it didn't necessarily mean the money would follow. Publications
and companies declare bankruptcy, get bought out, or simply don't pay. Even if
you do get a check, that doesn't mean you are necessarily getting your money.
Thankfully, there are a number of things you can do to protect yourself at every
stage of the writing process.
Before you accept an assignment or begin work:
- Do your research. If you're thinking about writing for a particular
magazine, check at least one writing message board. For example,
Writer's Weekly has the Whispers and Warnings forum. You can browse
through complaints made by other writers, or if you're a member of the forum,
you can post an inquiry about a particular client. You can also check the
BBBOnline, a division of the Better Business Bureau, to see
if a complaint has been issued about the company.
- Establish the payment and payment schedule right away. As soon as you
get the assignment, you should ask the following questions: When will the
company pay you? Do you need to sign a contract? What information should be on
your invoice? Usually, most clients will establish this right away, but if they
don't, make sure you ask.
- Check your contract carefully, if you have one. Before you sign, make
sure you read through your contract. Many organizations that prey on freelance
writers often weasel out of payment by criticizing the quality of the work even
if they use the piece. Check the contract to see what happens if the editor or
manager is displeased with your work. Do they offer a kill fee? If something
doesn't look right in your contract, ask your client about it. Don't be afraid
to ask for changes or to walk away from a project that sounds fishy.
After you submit the article or work:
- Make sure you turn in an invoice at the proper time and with all the
right information. At the very least, you should have the date, the name of the
piece, the amount, your name, mailing address, phone number, and working email.
If a client is trying to get out of paying you, don't give them the excuse that
the information on the invoice wasn't correct.
- Remain patient, polite, and professional. Usually, most organizations
pay one to two months after they receive your invoice. If you don't hear from a
client after the material has been accepted or published, send a short, concise
note inquiring about the status of your payment. Think of the letters that
credit card companies send when you have a late payment. They usually assume
that you overlooked your payment and ask you to send payment if you haven't.
They don't contain sob stories about why they need the money or start calling
you names because you haven't paid. Take the same tone.
- Be consistent. If you hear nothing, wait for three to four weeks and
then contact the client again. After three requests with no responses, send one
last payment request, letting your client know that if you don't receive
payment, you are posting a complaint to the
BBBOnline and the writing message
board of your choice.
- Be prepared. In most non-payment cases, the client simply disappears.
Sometimes, however, a client may start a yelling match over the phone or send a
nasty email. When an editor or company behaves unprofessionally, keep your
professional demeanor. Again, reiterate your request for payment and post your
experience.
When you get the check:
- Call the client's bank and ask for check verification. This is a free
service where the bank tells you if your check will clear. When you call, the
bank will ask for the account number (which should be on the bottom of the
check) and the amount. This can save you a number of fees.
- Cash the check. If the client's check belongs to a bank with a branch
near you, cash the check at their bank. Normally, a bank will ask for two pieces
of ID (one should be a photo ID) and will take a thumb print to put on the
check. If the amount is large, you can get a money order or a cashier's check.
There usually is a fee, but this amount is small compared to your bank's fees
for a returned check.
No matter what happens, keep working as a freelance writer. There are plenty of
wonderful and honest people to work with out there. Thankfully, my client was
one of them. Upon returning from his vacation, my client was embarrassed that he
had made an error in his accounting, apologized, and offered to pay extra to
cover my fees. He also has other projects he's lining up for me. Nonetheless,
I'm a little wiser about getting paid and staying paid.
About the Author
P.R. Nakai is a fiction and freelance writer. She is a regular contributor to
The Writer's Confidant.
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