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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.

• 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.

• 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.