Write It Down: Creating Figma Design Contracts That Protect You and Impress Clients
Randall Carter
Write It Down: Creating Figma Design Contracts That Protect You and Impress Clients
The Anatomy of an Ironclad Freelance Contract
Parties Involved and Project Overview
Detailed Scope of Work (The 'What')
Deliverables and Timelines (The 'When')
The Money Section: Payment Terms and Schedule
Total Project Cost and Payment Breakdown
Due Dates and Payment Methods
The All-Important Late Fee Clause
Critical Clauses That Protect You as a Designer
Revisions and Feedback Rounds
Intellectual Property and Usage Rights
Confidentiality and Termination
Making It Official and Professional
Using Digital Signature Tools
Presenting the Contract to Your Client
Knowing When to Consult a Legal Professional
References
Write It Down: Creating Figma Design Contracts That Protect You and Impress Clients
A freelance contract is more than a formality; it's a foundational document that sets expectations and protects both you and your client. It's the final step after successful negotiation tips have led to an agreement. A well-written contract clearly defines payment terms, making the process of getting paid on time much smoother.
Think of your contract as your business bodyguard. It stands between you and potential misunderstandings, scope creep, and payment delays. For independent Figma professionals, a solid contract isn't just paperwork—it's peace of mind that lets you focus on what you do best: creating amazing designs.
The Anatomy of an Ironclad Freelance Contract
Every contract should start with the basics, clearly identifying the parties involved and the project's purpose. This section covers the essential opening components.
Parties Involved and Project Overview
Start your contract by clearly stating the legal names of you (the 'Designer' or 'Contractor') and your client. Skip the nicknames and company abbreviations—use full legal names that would hold up in court. Follow this with a brief, high-level summary of the project.
Here's what this might look like: "This agreement is between Jane Smith Design LLC ('Designer') and Acme Corporation ('Client') for the design of a mobile app interface using Figma." Keep it simple but specific enough that anyone reading knows exactly what the project entails.
Don't forget to include the date the contract begins. This seems obvious, but you'd be surprised how many freelancers forget this basic detail. A clear start date helps establish timelines and prevents confusion about when work should begin.
Detailed Scope of Work (The 'What')
This is the most critical section for preventing scope creep. Be hyper-specific about what you will and will not do. List all services, from initial mockups in Figma to final file delivery.
Instead of writing "design a website," break it down: "Create 5 unique homepage concepts, design up to 15 internal pages, develop a consistent design system with components, and provide interactive prototypes for user testing." The more specific you are, the less room there is for misinterpretation.
Also clearly state what's not included. Maybe you're not doing copywriting, custom illustrations, or coding. Put it in writing. I once had a client assume I'd handle their entire social media strategy just because I designed their Instagram templates. Never again.
Include technical specifications too. Will you work in specific Figma file formats? What about browser compatibility for web designs? These details matter when it's time to deliver.
Deliverables and Timelines (The 'When')
List every individual asset the client will receive. Don't just say "design files"—specify "organized Figma files with properly named layers, exported PNG assets at 1x and 2x resolution, PDF style guide, and component library."
Assign target delivery dates or milestones to keep the project on track. Break larger projects into phases with specific deadlines. For example:
Phase 1: Initial concepts (Due: March 15)
Phase 2: Refined designs based on feedback (Due: March 22)
Phase 3: Final files and handoff (Due: March 29)
Build in buffer time for client feedback. If they take two weeks to respond to your initial concepts, that pushes everything back. Make it clear that timelines depend on prompt client communication.
The Money Section: Payment Terms and Schedule
This section eliminates ambiguity around payments, ensuring you get paid correctly and on time. Clarity here is crucial for your cash flow.
Total Project Cost and Payment Breakdown
State the total fee and how it's broken down. Common structures include 50% upfront and 50% on completion, or payments tied to project milestones.
For larger projects, I prefer milestone-based payments. It might look like this:
25% upon contract signing
25% after initial concept approval
25% after design refinements
25% upon final delivery
This structure protects both parties. You're not waiting until the end to get paid, and the client isn't paying everything upfront for work they haven't seen yet.
Be crystal clear about what triggers each payment. "Upon concept approval" is better than "when the first phase is done." The latter leaves too much room for interpretation.
Due Dates and Payment Methods
Specify when each payment is due. "Net 15" means payment is due within 15 days of invoicing. "Upon Receipt" means immediately. Choose what works for your cash flow, but be realistic about client payment processes.
List the payment methods you accept. Bank transfers are common for larger amounts, while PayPal or credit cards work for smaller projects. Include any fees the client needs to cover—if PayPal takes 3%, decide who pays that.
Don't forget to include your payment details in the contract or specify where they'll find them (like on your invoices). The easier you make it to pay you, the faster you'll get paid.
The All-Important Late Fee Clause
Include a clause that outlines the penalty for late payments, such as a percentage interest fee charged per week or month the invoice is overdue.
A typical late fee might be 1.5% per month on overdue balances. This isn't about being mean—it's about respecting your time and business needs. Most clients will pay on time to avoid fees, which is exactly the point.
Also specify what happens if payment is severely overdue. Maybe work stops after 30 days of non-payment, or you retain ownership of the designs until paid in full. These clauses give you leverage if things go south.
Critical Clauses That Protect You as a Designer
Beyond scope and payment, several other clauses are essential for protecting your time, work, and business.
Revisions and Feedback Rounds
Clearly define the number of revision rounds included in the project fee. Specify that any additional rounds will be billed at your hourly rate to prevent endless changes.
I typically include two rounds of revisions in my base price. After that, additional changes are billed at $150 per hour. This encourages clients to consolidate their feedback and think carefully about requested changes.
Define what constitutes a revision versus a new request. Changing a button color is a revision. Adding three new pages to the design is a new request that requires a contract amendment.
Set deadlines for feedback too. If a client sits on designs for a month then wants changes, that can throw off your entire schedule. Include language like "Feedback must be provided within 5 business days to maintain project timeline."
Intellectual Property and Usage Rights
Specify who owns the final design. A common practice is that the client owns the final, approved design upon full payment, but you retain rights to any unused concepts. Also, include a clause that allows you to showcase the work in your portfolio.
Here's how I handle it: "Upon receipt of final payment, all rights to the approved final designs transfer to the Client. Designer retains rights to all preliminary concepts and unused designs. Designer may display all work created under this contract in portfolios and marketing materials."
Consider usage limitations too. If you're designing a logo, does the client get unlimited use across all media forever? Or are there restrictions? Be specific about what they're buying.
Some designers also include a credit clause, requiring attribution when possible. This isn't always practical, but for certain projects, it can lead to valuable exposure.
Confidentiality and Termination
A confidentiality clause protects any sensitive information shared by the client. This is especially important if you're working on unreleased products or proprietary systems.
Keep it simple: "Designer agrees not to disclose any confidential information shared by Client during the project, including but not limited to business strategies, customer data, and unreleased product information."
A termination clause outlines the process and payment obligations if either party decides to end the contract early. This is your safety net if a project goes sideways.
Your termination clause might state that either party can end the contract with 14 days written notice. If the client terminates, they pay for all work completed up to that point. If you terminate (rare, but it happens), you deliver all work completed and return any unused portion of the deposit.
Making It Official and Professional
A contract is only valid if it's properly executed. Finalizing the contract professionally sets a positive tone for the project.
Using Digital Signature Tools
Utilize services like DocuSign or PandaDoc to make signing easy and legally binding for both parties. This is much more efficient than printing and scanning.
Digital signatures are legally binding in most countries and create a clear audit trail. Plus, clients appreciate the convenience. They can sign from their phone while commuting instead of dealing with printers and scanners.
These tools also let you track when contracts are viewed and signed. No more "I never received it" excuses. You'll know exactly when they opened the document and can send reminders if needed.
Many digital signature platforms also offer templates. Create your standard contract once, then customize it for each client. This saves hours of formatting time.
Presenting the Contract to Your Client
Don't just email the contract as an attachment. Briefly walk the client through the key sections to ensure they understand and agree to the terms, which builds trust and prevents future misunderstandings.
I like to hop on a quick call or send a Loom video explaining the main points. Highlight the scope, timeline, payment schedule, and revision policy. This shows professionalism and gives clients a chance to ask questions.
Frame the contract as protection for both parties, not just you. Explain how clear terms help the project run smoothly and prevent confusion. Most reasonable clients appreciate this approach.
If they push back on certain terms, be open to discussion but know your boundaries. Some negotiation is normal, but don't compromise on clauses that protect your basic business needs.
Knowing When to Consult a Legal Professional
For large, complex, or high-risk projects, it's always wise to have a lawyer review your contract to ensure you are fully protected.
What counts as "high-risk"? Projects with unusual intellectual property concerns, international clients with different legal systems, or anything involving significant money (think five figures or more).
A lawyer can also help you create a solid template contract you can reuse. Yes, it's an upfront investment, but it's worth it for the peace of mind. They'll catch issues you might miss and ensure your contract would hold up if challenged.
Don't use random contracts from the internet without modification. Every business is different, and what works for someone else might leave you exposed. At minimum, have a legal professional review any template you plan to use.
Remember, a good contract isn't about preparing for war—it's about preventing one. When both parties clearly understand their obligations, projects run smoother, payments come faster, and everyone stays happy. That's the real power of a well-written contract.
Your contract is often a client's first real glimpse into how you run your business. Make it count. A professional, thorough contract shows you take your work seriously and sets the stage for a successful project. Take the time to get it right, and it'll pay dividends throughout your freelance career.
References
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Posted Jul 6, 2025
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