As a freelance writer, setting and sticking to your rates is critical for maintaining a sustainable business. However, a common challenge arises when a project takes longer than anticipated. Should you adjust your rates to reflect the extra time spent, or should you absorb the additional effort as part of your process? Let’s break it down.
Understand why the project took longer
Before deciding whether to adjust your rates, it’s essential to analyze why the project took longer:
- Scope creep: Did the client add unexpected requirements or ask for revisions beyond what was agreed upon? If so, this may warrant a discussion about additional fees.
- Underestimation: Did you miscalculate how much time or effort the project would require? This is a learning opportunity, but it may not justify charging the client more.
- External factors: Were there unforeseen obstacles, such as delays in receiving necessary information from the client? In such cases, discussing how to handle these delays up front in future agreements is key.
When to adjust your rates
Adjusting your rates mid-project isn’t ideal and should generally be avoided unless there’s a clear and agreed-upon reason. Here are scenarios where adjusting your rates is justified:
- Unforeseen scope changes: If the client increases the project’s scope or requests substantial revisions beyond what was agreed upon, communicate the impact on timelines and cost.
- Agreed-upon hourly work: If you’re working on an hourly rate and the hours required surpass the original estimate due to the client’s actions, it’s reasonable to bill for the extra time.
- New deliverables: If the client requests additional work that wasn’t part of the initial agreement, you’re well within your rights to renegotiate.
When to absorb the extra effort
Sometimes, it’s better to absorb the additional time and view it as part of your growth as a freelance writer. Examples include:
- Improving your estimates: If the delay resulted from underestimating the project’s complexity, this is a lesson in better planning. Absorbing the cost can preserve your relationship with the client.
- Building client trust: If this is a first-time client or an ongoing relationship, showing flexibility can strengthen your reputation as someone reliable and fair.
- Refining your process: If you spent extra time researching, learning new skills, or perfecting your writing, consider this an investment in your expertise rather than a reason to charge more.
How to avoid rate adjustments in the future
To avoid needing to adjust your rates mid-project, take these proactive steps:
- Define the scope clearly: Outline exactly what the project includes in terms of deliverables, revisions, and timelines.
- Add a buffer: When quoting a project rate, include a buffer for unforeseen delays or revisions.
- Communicate early: If you realize partway through a project that it will take longer than expected, notify the client immediately and discuss possible adjustments.
- Create contracts: Use contracts that clearly outline your rates and policies for additional work or revisions. This minimizes confusion and protects both parties.
Final thoughts
As a freelance writer, your time and expertise are valuable, but so is your relationship with your clients. Adjusting your rates mid-project should be the exception, not the norm. By analyzing the situation, communicating effectively, and learning from each experience, you can strike a balance that works for both your business and your clients.
Remember, every project is an opportunity to refine your skills, pricing strategy, and client communication—making you not just a writer, but a thriving professional.