[English 101] FREELANCE WORK - Discussing contracts, deadlines, and invoices (AMP)

Teaching Material

In this lesson, you’ll explore 101 key words and phrases used daily by freelancers, focusing on contracts, deadlines, and invoices. Build confidence to negotiate rates, define project scopes, and ensure smooth collaboration.

I work as a freelancer, taking on projects from different companies.

Freelancer (noun) - A self-employed individual offering services to multiple clients.
Use “freelancer” when you want to clarify you’re self-employed and work contract-to-contract. This term is common during introductions with potential clients.
A: Are you a freelancer? B: Yes, I handle design projects for startups.
independent contractor - Use this in formal or legal contexts, often in contracts.

We both signed the contract before I began any design work.

Contract (noun) - A formal agreement between two or more parties outlining obligations and benefits.
Use “contract” when solidifying project details with a client. It protects both parties and clarifies responsibilities, payment, and deadlines.
A: Have you reviewed the contract? B: Yes, I’m comfortable with the terms.
agreement - Use “agreement” informally or when referencing general terms.

I sent an invoice for last month’s work via email.

Invoice (noun) - A document detailing products or services provided and the amount owed.
Use “invoice” when requesting payment for completed tasks. Include clear dates, line items, and total amounts to avoid confusion.
A: Can you forward the invoice? B: Yes, I’ll send it right away with the payment details.
bill - Use “bill” in casual conversation or everyday contexts.

We agreed on a deadline of Friday for the initial draft.

Deadline (noun) - The latest time or date by which a task should be completed.
Use “deadline” to discuss critical completion dates with clients. Missing them can damage reputation, so confirm them clearly in emails or chats.
A: What’s the deadline for these illustrations? B: I need them by next Tuesday at noon.
due date - Use “due date” interchangeably in less formal contexts.

The client agreed to a monthly retainer for continuous marketing support.

Retainer (noun) - A fee paid upfront to secure services over a set period or for ongoing work.
Use “retainer” if you offer ongoing services and want guaranteed income. It ensures both parties commit to regular collaboration and consistent pay.
A: Will you work on a retainer basis? B: Yes, I prefer consistent monthly payments.
monthly fee - Use ‘monthly fee’ for simpler or less formal arrangements.

We set milestones to review progress after each project phase.

Milestone (noun) - A significant stage or checkpoint in a project’s timeline.
Use “milestone” to track project progress. It helps you and the client agree on specific goals, ensuring clarity on deliverables at each stage.
A: When’s the first milestone for the website redesign? B: Two weeks from now, focusing on the homepage layout.
checkpoint - Use ‘checkpoint’ in informal or quick updates during a project.

Make sure the project scope covers all revisions before finalizing the contract.

Scope (noun) - The range of work and deliverables agreed upon in a project.
Use “scope” when specifying exactly what you will (and won’t) do. Clearly defined scope avoids misunderstandings and helps manage client expectations.
A: What’s included in the scope of this project? B: Logo design, social media banners, and one round of revisions.
range of work - Use this phrase in casual conversation for broader clarity.

Additional requests without extra payment can lead to scope creep.

Scope creep (noun phrase) - Uncontrolled changes or continuous growth in a project’s scope.
Use “scope creep” to describe when a project grows beyond initial agreements. Address it early by renegotiating terms or adding fees for extra work.
A: This feature wasn’t in the original plan. B: That’s scope creep; we need to revise the contract or budget.
project expansion - Use in a slightly more formal context but with similar meaning.

The confidentiality clause prevents sharing any proprietary information.

Clause (noun) - A specific section within a contract detailing a particular condition.
Use “clause” when referencing individual provisions in a contract. It’s essential to understand each one before signing, as they define legal obligations.
A: Did you read the termination clause? B: Yes, it specifies a two-week notice period.
provision - Use “provision” in formal business or legal discussions.

Our payment terms require 50% upfront and the rest upon completion.

Payment terms (noun phrase) - Conditions outlining how and when payment should be made.
Use “payment terms” to clarify due dates, accepted methods, and deposit requirements in a contract. This ensures no surprises for either party.
A: What are your payment terms? B: I usually invoice weekly for ongoing projects.

The final deliverable includes both the PDF and source files.

Deliverable (noun) - A tangible or intangible output that must be provided to the client.
Use “deliverable” when specifying exactly what the client will receive at project completion or at each milestone. This fosters clarity and accountability.
A: What’s the main deliverable for this milestone? B: A polished landing page design in HTML format.
final output - Use for simpler language when discussing end results.

We need your sign-off on these designs before moving to development.

Sign-off (noun) - Formal approval or agreement that a project or phase is complete.
Use “sign-off” to confirm the client officially accepts your work. It’s a crucial step before proceeding to the next phase or invoicing.
A: Can I get a sign-off on the logo concept? B: Sure, I’ll email my approval today.
approval - Use ‘approval’ in casual or formal contexts to signify confirmation.

I require a down payment before starting any coding work.

Down payment (noun phrase) - An initial partial payment made in advance as a commitment to the project.
Use “down payment” when you need an upfront fee to secure your time and protect against project abandonment or non-payment.
A: How much for the down payment? B: Twenty percent of the total project fee, please.
deposit - Use ‘deposit’ in everyday conversation with clients for an upfront fee.

After some negotiation, we settled on a fair hourly rate.

Negotiation (noun) - Discussion aimed at reaching an agreement on terms, prices, or conditions.
Use “negotiation” when discussing or adjusting project terms with clients. It’s a standard process to ensure both parties feel satisfied and valued.
A: Is there room for negotiation on the price? B: Let’s see if we can meet in the middle.
bargaining - Use ‘bargaining’ more informally, often referring to price haggling.

The termination clause states either party can cancel with two weeks’ notice.

Termination clause (noun phrase) - A contract provision detailing how parties can end the agreement.
Use “termination clause” to specify conditions for ending a project. It safeguards your interests if a client stops the work abruptly.
A: Did you read the termination clause carefully? B: Yes, it’s standard, but I might want a shorter notice.
cancellation policy - Use in slightly more casual contracts or service agreements.

The client requested one more revision on the brochure layout.

Revision (noun) - A change or alteration made to improve a submitted draft or design.
Use “revision” to describe adjustments or edits requested by the client. Clearly define the number of free revisions in your contract to avoid disputes.
A: How many revisions are included? B: We include two free rounds before extra charges.
edit - Use ‘edit’ in a broader sense, especially with written materials.

My hourly rate is $40, but I can offer a project rate for larger tasks.

Rate (noun) - The amount charged per hour or project for freelance services.
Use “rate” when discussing how you calculate fees, whether hourly, daily, or per project. It’s vital for negotiating fair compensation.
A: What’s your rate for logo design? B: I charge $300 for the entire package.
fee - Use ‘fee’ to talk about a set amount instead of a per-hour price.

We must keep the design costs within the client’s budget.

Budget (noun) - An estimate of the total financial resources allocated for a project.
Use “budget” to clarify financial constraints or the maximum amount the client can spend. It sets realistic expectations for your scope and deliverables.
A: What’s the budget for this campaign? B: We have $2,000 set aside for design services.
spending limit - Use in informal settings when discussing cost boundaries.

I’ll send a proposal by Friday detailing my approach and pricing.

Proposal (noun) - A document outlining the services, timeline, and costs for a potential project.
Use “proposal” to pitch your ideas and terms to a client. A strong proposal clarifies scope, timeline, and cost, encouraging clients to sign on.
A: Could you prepare a proposal for the new website? B: Absolutely, I’ll draft it this week.
bid - Use ‘bid’ in more competitive environments, such as freelance platforms.

The client’s project brief highlights target audience and key features.

Project brief (noun phrase) - A concise overview that defines a project’s objectives, scope, and strategy.
Use “project brief” to refer to a succinct document that helps ensure everyone shares the same vision. It’s often the first step before a proposal.
A: Did you review the project brief? B: Yes, it clarifies what’s expected for the launch.
creative brief - Use if the project’s emphasis is on branding or design direction.

I charge a premium rate for overtime during rush projects.

Overtime (noun) - Additional hours worked beyond the standard or agreed schedule.
Use “overtime” when referring to work done beyond typical hours. Communicate your overtime rates upfront to avoid billing disputes.
A: Can you put in some overtime to meet this urgent deadline? B: Yes, but it’ll cost extra.
extra hours - Use casually or in informal contexts to discuss time beyond normal work.

The contract includes a late fee if the client doesn’t pay within 14 days.

Late fee (noun phrase) - An additional charge for overdue payments or missed deadlines.
Use “late fee” to deter delayed payments. Make sure the percentage or flat amount is stated clearly in your contract to protect your cash flow.
A: Is there a late fee policy? B: Yes, I charge 5% of the invoice if payment is overdue.
penalty charge - Use in formal contexts or negotiations with bigger clients.

I prefer using a secure payment gateway like PayPal for international clients.

Payment gateway (noun phrase) - An online service that authorizes and processes digital transactions.
Use “payment gateway” when discussing how you receive digital funds. Ensure it’s reputable and user-friendly to streamline client transactions.
A: Which payment gateway do you use? B: Stripe, it’s convenient for recurring invoices.
online payment service - Use if unsure which platform or tool you’ll be using.

Freelance platforms often use escrow to protect both client and freelancer.

Escrow (noun) - A financial arrangement where a third party holds funds until work is completed.
Use “escrow” to ensure payment security—common on freelance sites. This reassures freelancers they’ll be paid and reassures clients they’ll get the work.
A: Is the payment held in escrow? B: Yes, it will be released once you deliver the final files.

Home office expenses may qualify as a tax deduction if you freelance.

Tax deduction (noun phrase) - An expense that can be subtracted from taxable income, reducing overall tax liability.
Use “tax deduction” when discussing allowable business expenses. Consult a tax professional to ensure compliance with local regulations.
A: Can I claim software as a tax deduction? B: Yes, if it’s directly related to your freelance work.

I sent a follow-up email to check if the client had any feedback.

Follow-up (noun) - Additional communication or action taken after initial contact or deliverable.
Use “follow-up” to keep communication open after sending work or invoices. It shows professionalism and ensures deadlines and payments aren’t forgotten.
A: Did you do a follow-up on the invoice? B: Yes, I emailed a reminder this morning.
check-in - Use informally to maintain contact without pressuring the client.

I need written confirmation before starting the next phase.

Confirmation (noun) - An acknowledgment or agreement that something is correct or approved.
Use “confirmation” to solidify details like deadlines, budgets, or design changes. It helps avoid misunderstandings when changes occur mid-project.
A: Did we get confirmation on the new deadline? B: Yes, the client agreed to extend it by a week.
acknowledgment - Use ‘acknowledgment’ in formal emails or official statements.

I’ll send you a quote once I assess the project requirements.

Quote (noun) - A price estimate provided to a client for a specific job or service.
Use “quote” when you’re giving a prospective cost to a client. Typically, it can be negotiated or refined once final requirements are clear.
A: Could you give me a quote for a 10-page website? B: Sure, I’ll calculate the estimated cost and timeframe.
estimate - Use interchangeably with ‘quote’ in informal contexts.

My client needs social media graphics by next Wednesday.

Client (noun) - A person or organization that hires a freelancer to perform work or provide services.
Use “client” to refer to the entity paying for your services. Always keep communication professional to maintain a positive working relationship.
A: Who’s your biggest client right now? B: I’m working with a marketing agency in Chicago.

Keep track of billable hours accurately to invoice correctly.

Billable hours (noun phrase) - The hours spent working on a client’s project that can be charged for.
Use “billable hours” if you charge by time. Maintaining a clear record (e.g., via time-tracking tools) is crucial for transparency and correct invoicing.
A: How many billable hours did you log? B: Around 25, including research and design time.
chargeable hours - Use similarly when clarifying the time that a client must pay for.

The invoice is now overdue by seven days.

Overdue (adjective) - Not paid or completed by the expected time.
Use “overdue” to politely remind clients they’ve missed a deadline, whether for payment or deliverables. Attach a friendly but firm tone.
A: My invoice is overdue. Any idea when I’ll get paid? B: I’ll contact accounting immediately.
past due - Use interchangeably with ‘overdue,’ especially in invoices.

I sent a payment reminder since the invoice was two weeks late.

Payment reminder (noun phrase) - A message or notice sent to prompt the client about an outstanding invoice.
Use “payment reminder” sparingly and politely to maintain a good relationship. Attach the original invoice and due date for clarity.
A: Have you followed up on the unpaid invoice? B: Yes, I emailed a payment reminder this morning.

Responding promptly to client emails is part of good professional etiquette.

Professional etiquette (noun phrase) - Expected standards of behavior and courtesy in a business setting.
Use “professional etiquette” when discussing respectful communication and timely responses. This fosters trust and a positive reputation in freelance work.
A: Should I send a formal thank-you note? B: Yes, it’s good professional etiquette, especially after signing a contract.
business manners - Use more casually to emphasize courtesy and formality.

My hard skills include programming in Python and web development.

Hard skills (noun phrase) - Technical or job-specific abilities, such as coding or writing proficiency.
Use “hard skills” when describing specialized capabilities you bring to a freelance project. It helps justify your rates and reliability.
A: What hard skills are they looking for? B: Advanced Excel and data analytics.
technical skills - Use interchangeably when focusing on computer-related expertise.

Client communications test your soft skills every day.

Soft skills (noun phrase) - Personal attributes like communication, teamwork, or problem-solving abilities.
Use “soft skills” when emphasizing interpersonal strengths needed to handle clients, negotiations, and conflicts politely and effectively.
A: How important are soft skills in freelancing? B: Extremely, especially when building client relationships.
people skills - Use informally to highlight teamwork and empathy.

We signed a retainer agreement to ensure monthly content updates.

Retainer agreement (noun phrase) - A contract specifying ongoing services under a prepaid arrangement.
Use “retainer agreement” to outline how and when the client pays to keep you available. It can simplify monthly budgeting for both parties.
A: Are you on a retainer agreement or project-based? B: Project-based for now, but I’m open to retainers.

My standard invoices are Net 30, giving clients a month to pay.

Net 30 (noun phrase) - An invoice term indicating payment is due 30 days after the invoice date.
Use “Net 30” to clarify the timeframe for payment. It’s a common business practice, but confirm your client’s pay schedule to avoid late fees.
A: Is Net 30 acceptable for your billing? B: Yes, that works with our accounting cycle.
Net 15 - Use for quicker payments and better cash flow if clients agree.

For smaller projects, I use Net 15 to speed up my cash flow.

Net 15 (noun phrase) - An invoice term indicating payment is due 15 days after the invoice date.
Use “Net 15” if you need faster payments and your client is comfortable with a shorter timeline. It helps with consistent cash flow.
A: Can we do Net 15? B: Sure, I’ll pay by the 15th day after receiving the invoice.

Our payment schedule includes a 40% deposit and 60% upon final delivery.

Payment schedule (noun phrase) - A predetermined plan stating when and how payments are made.
Use “payment schedule” to clearly outline when money is due. It avoids confusion and helps both you and the client plan financially.
A: Could we break this into a monthly payment schedule? B: Yes, I can invoice you on the first of each month.
installment plan - Use if the client prefers smaller payments over the project duration.

The scope of work clarifies exactly what’s included in the service package.

Scope of work (noun phrase) - A detailed statement outlining the tasks, deliverables, and objectives of a project.
Use “scope of work” to be explicit about responsibilities. It avoids additional requests outside your agreement, preventing misunderstandings or scope creep.
A: Do we have a scope of work document? B: Yes, it’s attached to the contract for clarity.

Due to the confidentiality clause, I can’t discuss their product roadmap.

Confidentiality clause (noun phrase) - A contract condition that prohibits sharing sensitive information.
Use “confidentiality clause” when handling proprietary or sensitive data. It protects both client and freelancer from information leaks.
A: Did you notice the confidentiality clause? B: Yes, it means I must keep all details private.
non-disclosure section - Use in more general business contexts referencing confidentiality.

I use a custom invoice template with my logo and contact details.

Invoice template (noun phrase) - A preformatted document layout for billing clients.
Use “invoice template” to speed up billing by ensuring consistent formatting. Keep it professional with your branding and essential payment details.
A: Can I see your invoice template? B: Sure, it has a professional layout and itemized costs.

I often use PayPal for overseas clients due to its convenience.

PayPal (proper noun) - An online payment system frequently used for freelance transactions.
Use “PayPal” when discussing a widely recognized payment gateway. Ensure you account for transaction fees in your invoice to keep net earnings stable.
A: Do you accept PayPal? B: Absolutely, it’s my preferred payment method for quick transfers.
Stripe - Use for accepting credit cards and recurring billing with less friction.

The client sent a wire transfer to pay the invoice in full.

Wire transfer (noun phrase) - A direct bank-to-bank electronic fund transfer, typically for larger payments.
Use “wire transfer” for high-value projects or corporate clients. Confirm any associated bank fees and currency exchange rates before finalizing.
A: Do you accept wire transfers? B: Yes, I’ll send you my bank details for the transaction.

I prefer hourly billing for tasks with unclear scope.

Hourly billing (noun phrase) - Charging clients based on time spent rather than a fixed project fee.
Use “hourly billing” if your workload is variable or the exact project scope is unpredictable. Always detail how you track hours for transparency.
A: How do we track time for hourly billing? B: I use a time-tracking app and provide weekly reports.
time-based charging - Use if you need a less formal expression for the same concept.

For logo creation, I usually quote a flat fee to keep it simple.

Flat fee (noun phrase) - A fixed sum charged for the entire project, regardless of hours worked.
Use “flat fee” to provide clarity on costs when scope is well-defined. This method is straightforward for both client and freelancer.
A: Can we do a flat fee instead of hourly? B: Sure, I’ll give you a single project price.

I always send an itemized invoice so clients see exactly what they’re paying for.

Itemized invoice (noun phrase) - A detailed billing statement listing each service or product with its cost.
Use “itemized invoice” to show transparency in billing. Clients appreciate seeing each line item, which helps avoid payment disputes.
A: Could you provide an itemized invoice? B: Absolutely, I’ll break down each task’s cost.

Stripe acts as my payment processor for credit card transactions.

Payment processor (noun phrase) - A company or tool that handles transactions between you and the client’s bank or credit card.
Use “payment processor” to refer to the intermediary service for receiving money. Choose one that aligns with your location, fees, and client needs.
A: What payment processor do you recommend? B: I like Stripe for its simplicity and global reach.

After delivering the logo, I tried to upsell a full branding package.

Upsell (verb/noun) - To encourage a customer to purchase additional or higher-value services.
Use “upsell” when you believe clients could benefit from more comprehensive services. Done politely, it can boost income and client satisfaction.
A: Should I upsell the client on extra revisions? B: If it adds real value and they’re open to it, why not?
cross-sell - Use when offering complementary services, like SEO for a new website.

My last four projects were referrals from satisfied clients.

Referral (noun) - A new client or project opportunity recommended by an existing client or contact.
Use “referral” to describe the process or result of being recommended. Many freelancers rely on word-of-mouth referrals to grow their business.
A: Could you give me a referral if you liked my work? B: Absolutely, I’ll pass your details to my partner.

We used a basic work agreement to cover expectations on both sides.

Work agreement (noun phrase) - A broad term for a document detailing service terms, responsibilities, and pay.
Use “work agreement” for a simpler or less formal contract. It still outlines essential points, protecting you and the client from misunderstandings.
A: Have you drafted the work agreement yet? B: Yes, I’ll send it for your review by tomorrow.
service contract - Use if you want a slightly more formal tone than ‘work agreement.’

My U.S. client asked me to fill out a W-9 form for tax purposes.

W-9 form (noun phrase) - A U.S. tax form used to collect information from freelancers for IRS reporting.
Use “W-9 form” if you’re a U.S.-based freelancer or working with a U.S. client who needs your tax info. Timely submission ensures smooth payment.
A: Do you have a W-9 form on file? B: Yes, I can email you the updated version.

Keep all tax forms organized to simplify filing at year-end.

Tax forms (noun phrase) - Official documents required by governmental agencies to report income or expenses.
Use “tax forms” to refer broadly to mandatory documentation like W-9, 1099, or local equivalents. They ensure legal compliance and correct financial reporting.
A: Which tax forms do I need as a freelancer? B: It depends on your location; check local guidelines.

The client asked me to sign an NDA before sharing their prototype details.

NDA (Non-Disclosure Agreement) (noun phrase) - A contract preventing the disclosure of sensitive or confidential information.
Use “NDA” when working with proprietary or high-level projects where confidentiality is paramount. It builds trust and safeguards intellectual property.
A: Did you sign the NDA yet? B: Yes, so we can safely discuss the project specifics.

I operate as an independent contractor, not on the company payroll.

Independent contractor (noun) - An individual who provides services without being an employee of the client.
Use “independent contractor” in formal contexts, especially in legal or tax-related documents. It clarifies you’re not a company employee.
A: Are you on staff or an independent contractor? B: I’m independent, so I handle my own taxes.

Good project management is crucial to meeting freelance deadlines.

Project management (noun) - Coordinating tasks, deadlines, and resources to complete a project efficiently.
Use “project management” to emphasize organizational strategies and tools you employ. Clients value freelancers with strong project oversight skills.
A: How do you handle project management? B: I use a Trello board to track tasks and progress.
task coordination - Use in less formal settings or smaller-scale projects.

Let’s finalize the project timeline before starting development.

Project timeline (noun phrase) - A structured schedule illustrating each phase and deadline in a project.
Use “project timeline” to keep everyone on schedule. It’s typically shared with the client so they know when to expect each deliverable.
A: Do we have a project timeline? B: Yes, it starts next Monday and ends by mid-May.

Clear communication is key to preventing misunderstandings with clients.

Communication (noun) - The exchange of information through various methods like email, calls, or messages.
Use “communication” to stress the importance of consistent updates and clarity. It strengthens trust and efficiency in all freelance projects.
A: How do you prefer communication? B: Email works best, but I’m also available on Slack.

The client provided a brief covering the website’s objectives.

Brief (noun) - A short document or explanation detailing the main points of a project or request.
Use “brief” to clarify the essential elements of a project. It’s especially useful for quick overviews or initial planning discussions.
A: Do you have a brief for me? B: Yes, I’ll send a summary with key requirements.
summary - Use for an even shorter version of a brief, focusing on vital facts.

I’ll send the first draft for feedback tomorrow.

Draft (noun) - An initial version of a document, design, or plan, subject to revision.
Use “draft” to emphasize that it’s not final. Encourage clients to provide input during this stage to align the end product with their vision.
A: Have you reviewed the draft yet? B: Yes, I have a few minor suggestions.

I need your approval on the color scheme before finalizing the layout.

Approval (noun) - Official consent or acceptance of a design, document, or proposal.
Use “approval” to confirm that the client is happy and you can move forward. It’s vital to get it in writing for record-keeping.
A: Did we get approval yet? B: Yes, the client loves it and said to proceed.

We agreed on a partial payment of 30% before starting the project.

Partial payment (noun phrase) - A portion of the total amount paid upfront or at specific stages before final settlement.
Use “partial payment” to cover early or milestone-related fees. It provides some cash flow and ensures client commitment throughout the project.
A: Is a partial payment okay? B: Yes, I can start after receiving the initial installment.
installment - Use to highlight payments are part of a planned schedule.

The invoice breakdown shows each service’s individual fee.

Breakdown (noun) - A detailed analysis or list separating a project’s tasks, costs, or timeline.
Use “breakdown” to give clarity on what composes the total cost or tasks. Clients appreciate transparency to justify expenditures.
A: Can I get a cost breakdown? B: Sure, I’ll list each phase and its associated charge.
itemization - Use in a more formal context emphasizing detailed enumeration.

We signed an amendment to include extra design revisions for an added cost.

Amendment (noun) - An official change or addition made to an existing contract or agreement.
Use “amendment” to keep official records of contract changes. It’s more professional than redoing the entire document when only small parts change.
A: Do we need an amendment for the new features? B: Yes, let’s update the original contract.
addendum - Use if you’re adding new details without altering the main sections.

If payments are delayed, I might consider escalation to a collection process.

Escalation (noun) - Increasing the seriousness or urgency of an issue, often involving higher-level decision-makers.
Use “escalation” when a situation requires more stringent measures or attention. It’s a last resort but sometimes necessary in disputes or late payments.
A: Should we escalate if the client doesn’t respond? B: Yes, let’s involve the project manager next.

I’ll revise the draft once I get client feedback on the style.

Client feedback (noun phrase) - Comments, critiques, or approvals from the client regarding your work.
Use “client feedback” to refine and improve your deliverables. Encouraging open dialogue fosters trust and ensures the final product meets expectations.
A: Did you receive any client feedback yet? B: Yes, they like the layout but want a different color palette.

I realized I was underpaid when the additional tasks weren’t billed correctly.

Underpaid (adjective) - Receiving less payment than what was agreed upon or is fair for the work done.
Use “underpaid” to express dissatisfaction with compensation. Address this diplomatically with clients or reevaluate your pricing to match the workload.
A: Do you think we’re underpaid for this scope? B: Yes, we should negotiate a higher rate.

The client accidentally overpaid, so I refunded the difference.

Overpaid (adjective) - Having received more payment than was originally invoiced or due.
Use “overpaid” to handle accidental excess payments. Offer to refund or apply credit to maintain honesty and a positive relationship.
A: The invoice shows you overpaid by $100. B: Thanks for telling me; just keep it as credit for the next project.

I updated my online portfolio to include my latest branding projects.

Portfolio (noun) - A collection of work samples showcasing skills and experience.
Use “portfolio” to display your best work and attract potential clients. Keep it updated, easy to navigate, and relevant to your niche.
A: Can I see your portfolio? B: Sure, here’s the link to my best design samples.

I requested a 20% deposit before scheduling the first client meeting.

Deposit (noun) - A partial payment made to secure or confirm a service, similar to a down payment.
Use “deposit” when you need initial commitment from a client. It’s common to request deposits to cover upfront expenses or ensure serious intent.
A: Have they paid the deposit yet? B: Yes, I just received the notification.

The balanced payment will be due once I deliver the final files.

Balanced payment (noun phrase) - The remaining amount due after partial payments or deposits are made.
Use “balanced payment” to clarify what’s left to be paid. This ensures you and the client remain aligned on outstanding fees post-deliverables.
A: How much is left on the balanced payment? B: $500 remains after the first installment.

Please let me know your preferred payment method so I can invoice properly.

Payment method (noun phrase) - The chosen way funds are transferred (e.g., PayPal, bank transfer, credit card).
Use “payment method” to confirm how you’ll receive money. Offer multiple options if feasible, to accommodate client preferences and expedite processing.
A: What payment method do you use? B: Usually PayPal, but wire transfer is also fine.

My work backlog is full this month, so I might only start new projects next month.

Work backlog (noun phrase) - A queue of tasks or projects waiting to be completed.
Use “work backlog” to indicate how busy you are. It’s helpful when clients inquire about availability and scheduling new tasks.
A: Can you take on a new project? B: My backlog is huge; maybe in two weeks.

Time-tracking apps help me boost productivity by showing how I spend my hours.

Productivity (noun) - The rate or effectiveness of completing tasks and achieving project goals.
Use “productivity” to discuss efficiency and time management in freelance work. High productivity can justify higher rates and client confidence.
A: How’s your productivity been lately? B: I’m juggling multiple deadlines but staying on track.

Self-employment lets me set my own schedule but also handle my own taxes.

Self-employment (noun) - Running one’s own business or working independently rather than for an employer.
Use “self-employment” to describe your freelance status. It implies responsibility for finding clients, managing finances, and securing benefits on your own.
A: What led you to self-employment? B: I wanted flexibility and control over my projects.

My rates are negotiable depending on project complexity and duration.

Negotiable (adjective) - Open to discussion or modification, often referring to prices or terms.
Use “negotiable” when you’re willing to adjust terms or fees. It helps open the door to a deal but be clear on your minimum thresholds.
A: Is that $1,000 fixed or negotiable? B: We can adjust it if you have a smaller scope.

We allow two free revision rounds before extra charges apply.

Revision round (noun phrase) - A set of edits or changes made at one time during a revision process.
Use “revision round” to define how many times you’ll revise a deliverable collectively. It prevents endless back-and-forth and clarifies revision limits.
A: Which revision round are we on? B: The second one, so let’s finalize quickly.

Responding to emails promptly shows professional courtesy.

Professional courtesy (noun phrase) - Polite behavior and respect shown in business interactions.
Use “professional courtesy” to emphasize manners like timely communication and polite language. It helps maintain a harmonious client relationship.
A: Should I send a follow-up after the meeting? B: It’s professional courtesy to thank them for their time.

I’ll send you a bill for the final edits by tomorrow.

Bill (noun/verb) - An itemized statement of money owed for goods or services rendered.
Use “bill” in everyday language to request payment. It’s simpler than “invoice,” but they often mean the same thing in freelance contexts.
A: When will you bill me for this month’s work? B: I’ll issue it on the last day of the month.

Make sure you reference the correct invoice number in your payment.

Invoice number (noun phrase) - A unique code or identifier assigned to each invoice for tracking purposes.
Use “invoice number” to organize records and avoid confusion. Both parties should always reference it when discussing or paying a specific invoice.
A: Can you verify the invoice number? B: It’s #2023-104; please add it to the transfer note.

I offer a subscription model for regular content updates each month.

Subscription model (noun phrase) - An arrangement where clients pay a recurring fee for ongoing services or products.
Use “subscription model” if your services require continuous updates. It can ensure steady income and simplify budgeting for the client.
A: Are you open to a subscription model? B: Yes, I can provide weekly articles for a flat monthly rate.

I negotiated royalties for every sale of my custom font.

Royalty (noun) - A payment based on usage or sales of intellectual property, like designs or written content.
Use “royalty” when your work continues to generate revenue for the client. It’s common with creative or patented products.
A: Do you get a royalty per license sold? B: Yes, I earn a small percentage for each download.

Selling online templates can create passive income for a freelancer.

Passive income (noun phrase) - Earnings derived from investments, products, or work that requires minimal ongoing effort.
Use “passive income” when discussing revenue streams outside active client work. This approach can help stabilize freelance finances over time.
A: How do you build passive income as a designer? B: I sell stock graphics on marketplaces.

Apologies for the late invoice, I’ve been swamped with deadlines.

Late invoice (noun phrase) - A billing statement issued after the agreed-upon or expected date.
Use “late invoice” to acknowledge tardiness in billing. Communicate promptly with clients to maintain trust, even if you’re behind schedule.
A: Is this a late invoice? B: Yes, I just realized I forgot to send it last week.

I sent a credit note after noticing I overcharged the client.

Credit note (noun phrase) - A document issued to correct or refund a previous invoice if the amount charged was too high.
Use “credit note” when you need to offset or reduce a billed amount. It’s a formal way to keep accounting records accurate.
A: Why did you receive a credit note? B: There was a billing error, so they adjusted the invoice.

She preferred a payment plan rather than a lump sum.

Payment plan (noun phrase) - An arrangement allowing the client to pay in installments over time.
Use “payment plan” to propose multiple installments, especially for larger projects. It encourages clients to commit while easing financial pressure.
A: Can we set up a payment plan for the remaining balance? B: Sure, let’s do three equal installments.

Please provide your e-signature on the contract so I can begin work.

E-signature (noun) - An electronic or digital method of signing documents online.
Use “e-signature” for convenience and speed when finalizing agreements remotely. It’s legally accepted in many countries for binding contracts.
A: How do I give an e-signature? B: Click the link and sign with your mouse or typed name.

Read the terms of service carefully to understand revision policies.

Terms of service (noun phrase) - A set of rules and guidelines a client must agree to before using your services.
Use “terms of service” to define usage rights, disclaimers, and payment conditions. It’s commonly displayed on websites or attached to contracts.
A: Do you have terms of service? B: Yes, they’re on my website outlining usage and payment rules.

Include a clause limiting your liability if the product malfunctions.

Liability (noun) - Legal responsibility for potential costs or damages arising from a project.
Use “liability” to set boundaries on what you’re legally accountable for. Clear definitions help avoid disputes if unexpected issues arise.
A: Who takes liability if something goes wrong? B: The contract specifies each party’s responsibilities.

The project deliverables include a website mockup, code files, and user guide.

Project deliverables (noun phrase) - All final outputs or products due to the client by the project’s end.
Use “project deliverables” to keep track of all outputs you owe. Ensure clarity to avoid confusion about what the client expects to receive.
A: Can you confirm the project deliverables one more time? B: Sure, I’ll list them in the contract addendum.

Non-payment after receiving the deliverables can be considered a contract breach.

Contract breach (noun phrase) - A violation of the terms agreed upon in a contract.
Use “contract breach” to describe serious failures to comply with agreed terms. This can lead to legal remedies or termination of the agreement.
A: Is it a contract breach if they don’t meet the deadlines? B: Yes, if the contract explicitly states those timelines.

We resolved the dispute through mediation rather than going to court.

Dispute (noun) - A disagreement or argument, often over contract terms, payments, or deliverables.
Use “dispute” when referring to disagreements requiring resolution. Aim to solve them amicably or follow contract terms for formal resolution steps.
A: Is there a dispute about the final payment? B: Yes, they claim the work was incomplete, but I disagree.

The lawyer drafted a settlement for the unpaid invoice and late fees.

Settlement (noun) - An agreement reached to resolve a dispute or finalize an owed amount.
Use “settlement” to describe the resolution of a conflict, often involving compromised terms. It’s common in legal or payment disputes.
A: Did they reach a settlement? B: Yes, the client agreed to pay the outstanding balance plus interest.

The client asked for a complete overhaul of the initial design.

Overhaul (noun) - A thorough revision or complete rework of a project or system.
Use “overhaul” to indicate a significant change in scope. If requested mid-project, revisit your contract and fee structure accordingly.
A: Is this just a tweak or a full overhaul? B: It’s definitely more than minor changes.

I use invoicing software to automate payment reminders and store receipts.

Invoicing software (noun phrase) - A digital tool to create, send, and track invoices for services rendered.
Use “invoicing software” to streamline billing tasks. Many tools also include time-tracking and expense management, helping you stay organized.
A: Any invoicing software recommendations? B: FreshBooks is great for freelancers.

Offering excellent support improves client retention for future projects.

Client retention (noun phrase) - The ability to maintain long-term relationships with existing clients.
Use “client retention” to focus on building lasting partnerships. Repeat business often provides steadier income than constantly seeking new clients.
A: How’s your client retention? B: Pretty high, many come back for new work every few months.

Seamless collaboration with the developer sped up the app launch.

Collaboration (noun) - Working jointly with others to achieve a project’s goals.
Use “collaboration” to highlight cooperative efforts with clients or other freelancers. Good collaboration fosters efficiency and a stronger final product.
A: How do you handle collaboration with remote teams? B: We use shared tools like Slack and Google Drive.

Requirement gathering clarified the project scope and prevented confusion.

Requirement gathering (noun phrase) - The process of collecting project specifications and client needs before starting work.
Use “requirement gathering” early in the project to avoid missed details and scope creep. Document everything thoroughly for reference.
A: Should we do requirement gathering first? B: Yes, let’s ensure we understand every detail.

We used a SOW to clarify responsibilities and milestones.

SOW (Statement of Work) (noun phrase) - A detailed document outlining tasks, timelines, and deliverables in a project.
Use “SOW” (Statement of Work) in formal engagements, especially for larger projects. It’s a binding reference that keeps everyone aligned.
A: Do you have the SOW ready? B: Yes, I’ll email it for your approval before we start.

They requested a payment extension due to budgeting issues.

Payment extension (noun phrase) - An agreed-upon extra time given to a client to settle an invoice after the original due date.
Use “payment extension” if a client genuinely needs more time. Keep it documented and set a new definite deadline to remain professional.
A: Can we get a short payment extension? B: Sure, I can wait an extra week.

Timely submission of drafts builds trust and ensures smoother feedback loops.

Timely submission (noun phrase) - Delivering work or documents by the agreed-upon deadline or earlier.
Use “timely submission” to emphasize punctuality. It’s a core expectation in freelance contracts and significantly impacts your professional reputation.
A: Is timely submission crucial? B: Absolutely, missing deadlines can jeopardize the entire project.

[English 101] FREELANCE WORK - Discussing contracts, deadlines, and invoices

Lesson Introduction

Teaching Material

Lesson Summary