A contract is not a sign of distrust — it is the document that makes your stationery projects run smoothly. It defines what you are building, when you will be paid, how many changes are included, and what happens if things go sideways. Every stationery designer needs one before starting any paid project.
Define scope of work precisely
The scope section is where most stationery contract disputes originate. Vague scope creates disagreements about what is included. Your contract should list every deliverable by name: invitation, envelope, RSVP card, details card, envelope liner, menu, program, signage — whatever is in the project. Specify the quantity, format (digital, print-ready, or printed), and dimensions.
Anything not listed in the scope is an add-on. This protects you when a client decides three weeks in that they also need a seating chart and four signs. Refer them back to the contract and provide an add-on quote.
Payment terms every stationery contract must include
Your contract should specify:
- Deposit amount and due date (typically 50% before work begins)
- Balance payment terms (due before final files are released)
- Accepted payment methods
- Late payment fees and grace period
- What happens if the project is cancelled after deposit
The most important clause: final print-ready files are not delivered until the balance is paid in full. Never deviate from this. Once a client has the files, your leverage is gone.
How to write a revision policy that protects your time
Specify the number of revision rounds included per deliverable (two rounds is a common standard for stationery) and define what a revision round means. A revision round is one consolidated set of changes submitted together — not a series of individual change requests spread across a week.
State the rate for additional revisions beyond the included rounds. Having a number in the contract ($X per additional revision round) removes the awkwardness of quoting mid-project. Read more about managing this in practice in our guide on stationery designer client management.
Intellectual property and usage rights
By default, a designer retains copyright on work they create. The contract should specify what rights the client receives upon full payment — typically a license to use the designs for their stated purpose (e.g., printing their wedding invitations) but not to resell, reproduce commercially, or alter without permission.
Also include a portfolio clause granting yourself the right to display the finished work in your portfolio and on social media. For some corporate clients, this may need to be negotiated. Include it as a default and remove it only when a client specifically objects and you agree to the limitation.
Approval and proofreading responsibility
Stationery contracts must include a clear statement that the client is responsible for proofreading all content before approving files for print. Once a client approves a proof and it goes to print, any errors in spelling, wording, or dates are the client's financial responsibility, not yours. This clause is essential for protecting yourself from reprint costs.
Send approval requests in writing (email or via Threecus) and require a written confirmation — not a phone approval — before proceeding to print. This creates a documented record of what the client signed off on.
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