A calligraphy contract is not a sign of distrust — it is a sign of professionalism. It protects both you and your client by clearly defining what was agreed, what happens if things change, and how disputes are handled. Here is what every calligraphy service agreement must include.
Why every calligrapher needs a written contract
Verbal agreements feel fine when everything goes smoothly. When a client disputes a charge, requests more work than was quoted, or cancels after you have already purchased materials, "we talked about it" is not protection. A signed contract is your record of what was agreed and your legal standing if a dispute escalates.
Contracts also set professional tone from the start. Clients who see a clear, organized service agreement know they are working with someone who takes their business seriously — which correlates with clients who also take their commitments seriously.
What every calligraphy contract must include
A solid calligraphy service agreement covers all of the following:
- Full names and contact information for both parties
- Exact description of services (script style, quantity, size, surface)
- Event date and delivery deadline
- Total price and payment schedule (deposit amount, due date, final payment)
- Deposit policy: non-refundable deposit required to reserve your date
- Guest list or content submission deadline and format requirements
- Policy on changes after work begins (per-unit charge for additions or revisions)
- Cancellation and rescheduling terms
- What happens if materials are damaged or lost in transit
- Copyright and usage rights for custom lettering or logo work
Deposit policy: protecting your time and calendar
Require a non-refundable deposit to hold your calendar. Fifty percent is standard for most calligraphy services. The deposit compensates you for blocking your time — once you decline other work for a client's date, you have given up real income if they cancel.
Be explicit that the deposit is non-refundable. Some calligraphers soften this with a partial refund for cancellations more than sixty days out — that is a business decision, but whatever the policy is, it must be in writing and signed before work begins. Tracking which clients have paid their deposit is easy inside Threecus, which flags outstanding payments so nothing slips through.
How to handle changes and last-minute additions
Guest list additions after production has started are one of the most common points of friction for calligraphers. Your contract should specify a guest list submission deadline, a fee for changes received after that date, and that late submissions may not be guaranteed on the original delivery date.
Write your revision policy clearly too. For custom pieces, define how many rounds of changes are included before additional charges apply. "One round of written revisions before production begins; changes after production starts are billed at [X] per hour" is clear and enforceable.
Delivery, shipping, and liability terms
Calligraphy delivered by mail carries risk. Specify in your contract whether you are responsible for items damaged or lost after handoff to a carrier. Most calligraphers disclaim liability once work is shipped and recommend the client purchase shipping insurance. Always photograph finished work before sending.
For local delivery or pickup, specify whose responsibility it is to arrange, and what happens if the client is unavailable for a scheduled pickup. Read our guide on calligraphy client management for how to handle handoff communication smoothly.
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