Getting paperwork signed?

 
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Jon DeVaul
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Joined: 26 Jan 2008
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PostPosted: Tue Jun 16, 2009 10:49 pm    Post subject: Getting paperwork signed? Reply with quote

If you send someone an estimate, and you get the job, how do you get it signed? Do you have fax machines at your studio? I saw something along this topic on APANet, and while one photographer said they have a fax machine, another said that he takes anything that is sent to him, prints it out, signs it, scans it on his flat bed scanner and emails it back. How do agencies do this when we need our paperwork signed before we do the job?

Jon
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shanekislack
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PostPosted: Wed Jun 17, 2009 1:11 am    Post subject: Reply with quote

I have my signature scanned. I open the document (usually PDFs) in photoshop, add sig, and resave as PDF.

I don't have a fax machine, so I ask them to scan and email me. In worse case scenario, where they don't have that option, I'll save the email the go-ahead came in as authorization.
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megafunk
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PostPosted: Wed Jun 17, 2009 1:45 am    Post subject: Reply with quote

I have a fax machine but I don't think I've used it since the President of the Bank of Nigeria sent me a bunch of documentation to convince me to help him out of a jam. I'm still waiting for the arrival of my 50 million, you know?
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James Cook
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PostPosted: Thu Jun 18, 2009 12:54 pm    Post subject: Reply with quote

Paperwork can be emailed back and forth as a PDF file very easily.

At either end, the PDF can be printed and signed, run through a flatbed scanner and saved as a PDF for return by email.
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Leslie
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PostPosted: Thu Jun 18, 2009 5:31 pm    Post subject: Reply with quote

Electronic signatures are valid, according to my contracts professor. Here is some info to support that:

http://smallbusiness.findlaw.com/business-operations/internet/internet-electronic-signatures.html

http://www.nolo.com/article.cfm/objectId/029C847E-2EFC-4913-B6DDC5849ABE81F9/111/277/167/ART/

Best--
Leslie

NOTE: This is not legal advice--I am NOT a lawyer and am only offering this as personal opinion.
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Jon DeVaul
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PostPosted: Thu Jun 18, 2009 5:43 pm    Post subject: Reply with quote

Thanks Leslie. Just wondering, if you were to receive a purchase order number, and went ahead and did the job without a signature, would the P.O. number serve as a confirmation that your figures were accepted.

Jon
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Leslie
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PostPosted: Thu Jun 18, 2009 8:22 pm    Post subject: Reply with quote

Jon:

I'd worry about that...POs are notorious for having really bad terms on them (photographers MUST read each and every one, even from long-time clients) so I wouldn't want to do anything that might make it look like the controlling document was the PO.

As a general rule, I'd rather have the client sign my paperwork than appear to agree to their paperwork--just in case things go south. If you can get an electronic confirmation of/signature on your paperwork, then make sure not to sign the PO or act like it is an agreement in any way other than the client's promise to pay you--that would be best. There are some odd little subtle rules about subsequent agreements and whether or not they are valid contracts on their own, potentially superseding your previous agreement. Best just not to mess with them.

As I have to say always now, this is NOT legal advice. I am not a lawyer and I don't even play one on TV. This is just personal opinion. Don't rely on it--talk to a real lawyer, your own, to get real answers. Smile

-Leslie
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Gordon Moat
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PostPosted: Sat Jun 20, 2009 8:01 pm    Post subject: Reply with quote

Perhaps a bit different than others do projects, I send off a written proposal (a few pages usually) to each client. In the proposal is a request for deposit, and wording to the effect that sending a deposit and booking the project constitute acceptance of all terms. I had an attorney suggest the precise wording, though I don't have that handy at the moment, or I would share it.
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Ed
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Location: Carlsbad, CA

PostPosted: Thu Jul 30, 2009 11:02 pm    Post subject: Reply with quote

I also have an eFax number for those clients that can't or won't scan the estimate and email.

The eFax ends up in my email box.
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