If you accepted a proposal from us, that proposal and this agreement belong together: the proposal sets the project specifics, and these terms explain how we will run the work, reviews, handoff, and payment. Our goal is documentation you can rely on in the real world, with traceable sources, recorded decisions, and a clean review trail.
Scope of work
We will produce technical documentation for your product, system, or process using your tools and your source materials, and we will manage interviews, drafting, review, and handoff as one project. The deliverables for this project are listed below.
The work usually includes SME interview and source capture, an outline and content model, draft build in your documentation tool, tracked technical review with a change log, and final handoff with a style sheet. You will provide access to the systems we are writing from and book the right SMEs. If access or SME time slips, the schedule moves with it.
* Documentation outline * Published documentation set * Traceable change log * Review resolution record * Style sheet * Handoff walkthrough
Payment
To book the project, you pay 30% of the total price when the proposal is signed. The remaining 70% is due when we hand over the finished technical documentation.
We invoice as the project moves into those stages, and each invoice is payable within 14 days of its date. If an invoice goes past due, we will tell you what is outstanding and pause work or pause handoff until the account is brought up to date. If a deadline is tied to a release or audit window, tell us early so we can plan invoicing and reviews to avoid a last minute hold.
Reviews and changes
Your price includes two rounds of review. A review round means you collect comments from the right reviewers, in one place, and we respond to them as a set. We run reviews in your chosen tool (for example Confluence, Git, SharePoint, MadCap) or in one shared comment log. We do not manage review feedback spread across separate email threads.
We track each comment to a resolution and record decisions that affect safety, compliance, or product behaviour. If you want more review rounds, or new content after a round is closed, we will price that work and agree it in writing before we start.
Who owns what
Once your final invoice is paid, you own the finished technical documentation we hand over for this project, including the published documentation set and the supporting handoff materials we deliver with it. You can use, edit, and publish it inside your organisation and for your users as needed.
We keep our working files, notes, drafts, checklists, templates, and internal methods. We also keep a copy of the project record so we can answer traceability questions later, support updates, and show what sources and review decisions the content was based on. If you need us to deliver editable exports from your tool, tell us during planning so we can confirm what is practical.
Portfolio use
We may show the finished technical documentation as an example of our work. In practice, that usually means a screenshot, a short excerpt, or a link to a public page, used on our website or in a credentials deck.
If any part of the work is confidential, embargoed, or tied to an unreleased product, tell us and ask for portfolio restriction in writing. We will then follow what you request, which may include not naming you as a client, not showing the work at all, or waiting until a specific release date. If your organisation has its own approval steps for vendor marketing, you will manage those approvals.
Limits and reliance
We are responsible for doing the work with care, using the sources you give us, and capturing review decisions and resolutions in a way you can defend later. We are not the manufacturer of your product, and we do not control your engineering changes, floor practices, training, or enforcement. That means we cannot take responsibility for issues caused by the product itself, by undocumented behaviour, or by instructions being used outside the conditions and constraints you approved.
You are responsible for confirming technical accuracy during review and for signing off before release. If something seems ambiguous or untestable, we will flag it, propose wording that can be verified, and record the decision you make.
Ending the project
Either side can end the project by giving notice in writing. In your notice, tell us the stop date you want. We will reply with what we can reasonably complete by then, what we will pause, and what we need from you to leave the project in a usable state. We will agree the notice period with you in writing based on where we are in drafting and review.
You pay for work completed up to the stop date, including any non-cancellable costs we agreed. After payment, we will hand over what is finished, plus the current draft set and the project record we have maintained (such as the change log and review resolution record). Any restart later is treated as new work.
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