Should You Include a Rate Quote with Your Cover Letter?
February 3, 2008 by Deb
Filed under Freelance Writing
Yesterday when suggesting folks follow directions when responding to an ad, I mentioned how that included quoting a rate if it’s requested. It appears I’m in the minority however. Many writers here feel they’ll be doing themselves a great disservice by including rates, even if rates are specifically requested. It’s an interesting discussion. Without knowing the client’s budget and the work involved can you accurately quote a rate? My feeling is that if you have a standard rate, it shouldn’t make be a difference. Though we don’t mind negotiating, many freelancers have a set per page, per word or per project fee and don’t raise and lower rates for each different gig.
It was suggested that you may be low balling yourself if you don’t know what the client is willing to pay. I feel if you have a standard rate, you’re not low balling yourself at all. You’re sticking with a price you already figured out as being reasonable for you. Are you going to lower that for everyone who asks? If so, why bother setting a rate at all?
Why You Should Include a Quote
Like I mentioned yesterday, clients ask for quotes for a reason. Knowing as much information as possible helps narrow down candidates. Perhaps the client doesn’t know the going rate or how much to charge, by reading a variety of quotes he can gauge the average. Moreover, he wastes less time by only looking through the resumes of those he can afford.
You might also consider that if rates were requested and you didn’t include that information, your client will see you as someone who can’t follow directions and bin your details.
When You Shouldn’t Include a Quote
Sometimes an ad is so vague you have no idea what the gig is about. You might quote your standard rate of $50 per page and learn later the research and writing involved is worth way more than your quote. If this is the case you can quote a range "My fee is $50 to $100 per page depending on the work involved". That shows this potential client it depends on the work, but it also gives him an idea of what you would like to be paid.
If the ad is vague, you can also request more information. "I’d love to offer a quote, but your ad didn’t indicate what kind of work is involved, or what you would like me to write about. May I have more details so I can offer a more accurate quote?" This shows the client you know how to follow directions and you’re happy to offer a quote with more details.
Who Should Set the Rates, the Client or the Freelancer?
From what I gather from the comments, the majority of the writers who responded prefer the client set the rates. This can be a dangerous practice.While it’s great to know a client’s budget, when we let clients dictate the rates we’re setting ourselves up for a low paying situation.
We complain all the time about low payers. This is what happens when clients dictate the rates instead of freelancers. If you want to be paid what you’re worth, it’s up to you to set the standard. Your client isn’t the one doing the work.
I find that when a company asks for rates – they are generally looking for the lowest rates available.
Usually when I do give a quote, I never hear back from them – almost seems like a waste of time.
I completely agree. If we all have solid rates, we can stop being stepped on by clients.
@Scribette – Then you wouldn’t want to write for them anyway, right?
True! But why should I bother to include my rates then?
@Scribette – You want to include your rates because if you’re a good writer and the client can afford you, he will pick your application.
Also, many times a writer is out of the client’s budget but he may be willing to adjust his budget for someone he feels is a good fit.
If the topic of the articles and word count are mentioned, I do quote rates. It’s only when the project requirements are vague that quoting becomes a problem.
I don’t quote a price unless specifically asked to, however. Some people only seem to need samples.
As mentioned before, most clients that ask for rates are looking for the lowest rates possible – in my experience.
As is the case in all negotiations, those who give a $ figure first are at a disadvantage. I only give rates after I ask them what their budget is – or if they refuse to give me a ballpark figure, I then give them a quote.
Further, I personally would not want to work for someone who is so “anal” that he or she would overlook an extremely qualified individual just because he or she did not follow the directions specifically.
I agree with you, Deb.
@Scribette – How are you at a disadvantage if you’re quoting your usual rate? If the editor accepts, you have a job. If your price is too high, you won’t get the gig. Are you saying you’ll significantly lower your fee to adjust to the client’s wishes? That doesn’t display much in the way of confidence.
As an editor I don’t think I would want someone working for me who feels she’s above the rules. If you can’t follow directions for submissions, how can I expect you to follow my directions when it comes to the actual assignment?
If they ask for rates and the ad is vague, I always provide a range of rates – something like, “My normal rate is X to Y cents per word, depending on the research involved. If you can provide more specifics about your project, I can confirm a more precise rate.”
If they ask for rates and the ad is already very clear and specific about what they need, then I just quote them a rate that I think is fair to me (and to them).
–Kori
@preschool mama – Agreed. I don’t quote a price unless specifically requested, which is what yesterday’s post regarding following directions was all about. Many writers still don’t want to submit a rate quote even when specifically asked. I don’t think it’s a good idea for the client to set the rate, if the writer has an opportunity to do so first.
@Scribette – I’m told I’m a pretty nice boss, not anal in the least. I don’t think it’s too much to request people follow directions. While I agree qualifications are important, I’d rather work with someone who is slightly less qualified if it means she’s not difficult to work with.
@Kate M. – My point exactly. If someone isn’t following simple rules on a cover letter, what happens when I have higher expectations with the gig?
I am not difficult at all to work with! LOL
Writers are at a disadvantage if say – a company or mag would be willing to pay $1 per word and the writer quotes $0.75 per word – for instance.
@Scribette – It’s my experience the places with a flat rate of pay such as magazines offering $1 per word won’t ask you to provide a quote.
It’s so nice to be around as a discussion unfolds! It’s so rare I get to do all of this back and forth. It’s kind of fun, but also distracting! Glad I’m not the only one chained to my computer on a Saturday!
Deb – that was an example.
However – companies that pay $1 per word have also asked me for a quote in the past.
Well – it has been fun! However, I must get back to all my “recurring” assignments from very happy clients. (and gee how did I get all these assignments since I am not willing to follow simple instructions? LOL)
Good luck y’all!
@ Scribette – I apologize – I didn’t mean to imply I thought you were being difficult. That wasn’t the case at all.
I know I said I was gone … but one more thing.
I hire researchers/writers myself from time to time. However, I always state a pay rate when I am looking for a writer.
This way – the potential writers know exactly how much I will pay. If it is enough money for them, they will apply. If it is not enough money, they will not apply. This way I do not waste anyone’s time.
Of the applicants, I then hire based on experience, education, potential – and on a paid sample of writing. (provided the sample meets the criteria)
I never disqualify based on not following “simple instructions”.
I think that this approach is a fair one.
Alas – I must get back to work!
Deb – no worries! I think it was another person that implied that I was difficult.
@ Deb – I’m with you on this one. When someone asks for you to provide more details about you, your business or your work, it’s your job to give them as much as you can.
If they’re not asking for a quote or an estimate, that’s fine. If they are, then you give them ballpark figures if their description is vague or precise figures if they’ve given you details.
End of story.
No one should be out to maximize their money based on the client’s budget. That’s like going to the gas station and letting the attendant ask you how much money you’re willing to pay for gas. Huh? Or going to the grocery store and having a clerk ask you how much you want to pay for your apple. Pardon?
No. As service providers, you are in charge of your rates. It is up to you to set rates. It doesn’t matter what the client’s budget is or what he expects to pay. You may quote higher than his budget and he still hires you (if you’ve sold your skills well). You may quote lower than he expected and he still goes elsewhere.
I’ll note one more thing: All the writers who mention that they drop rates and no one comes back to hire them, there’s something wrong. It’s time to look into how you do business, how you communicate, your skills or maybe even, yes, your rates.
There *is* plenty of work for all levels of pay. Writing is everywhere in our world. Go out, get it, and write.
Don’t sit there and make the client feel like he’s pulling teeth to get information from you.
James – not surprisingly, I completely disagree … but that is your opinion. Everyone is entitled to an opinion.
I have found that my approach works wonderfully for me. However, yes .. the budget is extremely important (Negotiation 101).
[oops! Must really really get to work ...
]
@ Scribette – S’okay. Everyone on this particular blog always disagrees with me LOL
@James – Funny enough, I find myself agreeing with you more than not.
@ Deb – That’s too funny. I keep waiting for the day you send me an email that reads, “Please stop commenting on my blog. I adore you, but really. You create fires I’m not interested in putting out.”
Hehehe.
Deb,
Once again, great post!
Lately, I haven’t been reading or commenting on your blog – or any blog, for that matter. Something about starting a new semester of school. This post reminds me why I enjoy this community so much
I agree with James (gasp!). We aren’t out to squeeze ever single penny out of every signle one of our clients. If they are willing to pay more than our rate, and we are happy to quote them less, then good for them. Everybody has the right to go home feeling like they got a good deal.
Besides, how often does that happen anyway? Surely not enough to significantly affect your total income for the month, or the year.
“If they are willing to pay more than our rate, and we are happy to quote them less, then good for them.”
Sure that’s nice and all – but aren’t you really cheating yourself out of income?
“Besides, how often does that happen anyway?”
Quite often in my experience!
Oh well – I guess this is a situation of “to each his or her own”.
“If they are willing to pay more than our rate, and we are happy to quote them less, then good for them.”
Sure that’s nice and all – but aren’t you really cheating yourself out of income?
“Besides, how often does that happen anyway?”
Quite often in my experience!
(provided these are not organizations who are looking for the lowest quote)
Oh well – I guess this is a situation of “to each his or her own”.
@ Scribette – I cannot cheat myself out of anything if I’m the one taking the decisions.
If a writer is “quite often” losing work, again, something’s wrong. You may want to let us know what you define as lowest quote, though. $5 work, sure. Let them go elsewhere. But if a writer’s lowest quote is $75 an hour, yes, there may not be many clients…
Well obviously we are not going to agree.
However, what I am doing is working great for me in terms of writing work.
And if what you are doing is working out for you (and other people) – then that’s great too!
@ Scribette – *shrugs* I wasn’t complaining. You did seem to be, though, mentioning the issue happens a lot. But if you’re happy, cheers!
*goes to have a beer*
Oh I have plenty of well paying writing work at present – I think the discussion was about writers not including their rates when they are asked to do so in job ads.
I just mentioned that when I do see these types of ads, in most cases (not all), these are people who are looking for the lowest possible quotes (in my experience). I’m not sure if it’s a $5 gig, but a gig that pays too low for me anyways …
*suddenly craving a beer!*
Oh … I also said the following and ruffled some feathers apparently:
“Further, I personally would not want to work for someone who is so “anal” that he or she would overlook an extremely qualified individual just because he or she did not follow the directions specifically.”
I luckily am in the fortunate position to choose who I wish to work with at the moment!
Meh, you can smell $5 gigs a mile away. I don’t think Deb’s post or my comments referred to those. At any rate, regardless, I say quote and be happy, you say don’t quote and don’t cheat yourself, we’re both going to have beer and hopefully, I’ll be too drunk to worry about the rest.
However. Having been in the hiring position, I can assure you that people who cannot follow directions should not be hired. When you work for someone, you’re expected to follow directions. Overlooking details or deliberately not responding properly is a red flag warning to most employers.
I think I’d be in with Deb again on this one, if I’m not mistaken…
@ Saad – Thanks for the support! I’m two for two tonight! Whoohoo! Want a beer too?
James: I agree with you, too! You’re not nearly as unpopular as you may think
It’s completely reasonable to judge someone on their ability to follow simple directions. I think one does a disservice by NOT following directions – it can make one come off a bit dim.
If one can’t follow a simple “please state pay rate”, what will come next? The employer is put in a difficult position – what if s/he gave directions on an assignment, but the writer decided to be stubborn yet again? Bad news….
Ugh … I did not state that these were $5 positions – just lower than my rate. (Where’s my beer?? LOL)
I have been in the “hiring position” too – as mentioned – and I don’t ask people for quotes.
Here is what I said earlier:
“I always state a pay rate when I am looking for a writer.
This way – the potential writers know exactly how much I will pay. If it is enough money for them, they will apply. If it is not enough money, they will not apply. This way I do not waste anyone’s time.
Of the applicants, I then hire based on experience, education, potential – and on a paid sample of writing. (provided the sample meets the criteria)
I never disqualify based on not following “simple instructions”.
I think that this approach is a fair one.”
That said, we will probably still disagree. Ah well!
I am sure there is more than one way to do things correctly! LOL I do know that my method is working fantabulously for me.
*now opening a beer keg*
Well, I was originally the one to ask about quoting rates in that particular post.
I was never considering avoiding the question or not following instructions. However, some instructions are harder to follow. So many ads ask to quote them based on 500 words. This is all they say. To ‘follow their simple instructions,’ I would need to answer with a dollar figure.
Unfortunately, I can’t.
Number of words means nothing to me. While some people charge based on this, I generally do not. I instead charge based on the amount of time and effort I spend on a project. One 500 word article may take 30 minutes while another may take several hours.
While I could quote a range, this really is not answering their question. It is essentially telling them nothing of use.
What do I do if they want me to quote a project in a way that I do not charge? That’s the bigger question. In this and the previous post’s comments, it was implied that I would prefer the job poster say what they want to pay me. That’s not true at all. I would rather they say enough about those 500 words (or 50 page ebook, or whatever) so that I can make an informed quote.
Should I be punished because the poster did not want to write out a detailed job ad?
Scribette points out a basic business premise: Putitng out a qoute first without trying to at least get some idea of price range that prospect is willing to pay is a losing proposition.
In any business, you need to have a good feel for a reasonable price range, and if you can get prospect to give price first, you tend avoid underbidding.
Writers have to look at what they do as a business and learn from approaches that work (and those that don’t) in other businesses. Good business practices are good business practices regardless of the business.
@ Phil – Ah, but that business tactic works both ways. Read common interview tips: the interviewer is told to try to get the employer to divulge the pay rate first. The employer, on the other hand, is trying to toss the ball back at the employee.
Your wording implies that writers aren’t following good business practices, which isn’t the case.
Also, considering the competition out there for writers these days, I don’t think it’s worth playing business games and risking losing the chance at a job. Either you want it or you don’t.
@ Trisha – It’s very easy to quote someone without knowing details. “My usual standard rates are,” implies that the project may not be usual or standard. “I generally work at about X$/hour,” also implies that it’s your average rate, not a specific rate. If you don’t know the golden number that you need to charge, I think you may be setting yourself up for trouble. Take your income tax, your overhead, your expenses and all that together. Figure out what you have to pay to earn a dollar. Then figure out how much to charge to pay that and leave you feeling well compensated. That’s your rate. And that’s quotable.
Also, keep in mind that if buyers knew how to write well, they wouldn’t hire us. And as for writing up a job ad, remember that most average people have no clue what information a writer needs to quote properly. Not their fault. Not yours either. But don’t make the situation harder than it has to be.
You know, I’m rather amazed at how many writers seem to think it’s impossible to help clients get informed and take a decision without boxing themselves into a restricting position.
You’re supposed to be wordsmiths, people. You’re supposed to know which words to use to imply something without committing.
@ Scribette – By stating your pay rate up front, you’re being honest, but you’re also screwing yourself (sorry). You may get excellent writers who charge more but who are willing to drop their rates to work with you. You may get writers who set lower rates instead of shooting for what you’ll give them.
You’re also hiring on price first, which is what almost 100% of writers scream out about and fight against daily.
@ RLD – I won’t start taking names for a fan club yet
James,
I don’t think it’s “playing business games.” But I run a very profitable business (last year was an exception for too many reasons to go into) and I don’t provide price quotes to ads, following the same philosphy (as I understand it) that you mention to Scribette in your post immediately above.
I will provide high-end quotes when asked with the acknowledgement that “rates are negotiable” (typically for volume work or early payments). One has to deal from a positin of some power.
It would be different if I was newer at this and hadn’t built up a good stable of reliable clients. I might also have to rethink if we do indeed hit another business skid in my areas of specialty.
Thanks Phil – that is my mentality as well. Of course, if I were a novice writer, I may have to “rethink” this particular approach too as you say.
James – “By stating your pay rate up front, you’re being honest, but you’re also screwing yourself (sorry).”
I’m hardly screwing myself – I know how difficult this “quote situation” is for writers and I want to eliminate it. Further, I prefer creative thinkers over “robots” – so following “nitty gritty” instructions is not a priority for me.
Most importantly though, I have worked with excellent people at the rate I wanted to pay. (Screwing myself? Hardly!)
However, also according to you, these types of arguments can go both ways. (Are you screwing yourself by giving a quote? LOL This is your argument from your earlier post).
“Your wording implies that writers aren’t following good business practices, which isn’t the case” – I don’t think that Phil was implying that all writers are following a less than optimal business model – just some of them.
Have a good day y’all!
I only provide rates if requested. I usually quote at the higher end, and then state that I’m willing to negotiate within reason depending on the scope of the work.
But saying “I charge this much an hour” isn’t following their simple instructions. They asked for how much you charge per hundred words. And that was my whole point in asking.
I think, for most job posters, that it is less that you follow simple instructions and more about proof that you even read the article.
One person just sends a form cover letter to the job poster. The other, me, sends a cover letter explaining how I will benefit them and how I need more information to give a quote. This is obvious that I read their post. Who do you think is going to get the job. Me.
And James, I know how much I’m worth. I don’t need your help figuring it out. This has never been about how much to charge, but how to answer a specific question and follow ’simple instructions.’
Trisha – with all due respect, I did get plenty of writing jobs without quoting a rate … when they asked me to quote a rate in an ad. (In fact, I almost have more well paying work than I can handle).
Phil also stated that he has a very profitable business and he does not quote rates.
If you want to quote, then quote.
“To each his or her own” as I mentioned earlier.
@ Trisha – Good, I’m glad. But you seem to have difficulty figuring out how to say to people that your range for writing 100 words is between X and Y. All I’m saying is that it’s not that hard. The simple instructions are to answer a specific question that really isn’t that tough to answer. Period.
Also, if you are comparing two writers who write equally compelling cover letters, then your chances at having the job suddenly decrease if you don’t respond to the client. All things being equal, you may not get that job.
If you’re comparing apples and bananas, though, that’s a different story and that’s also a pointless discussion.
@ Booboo – Exactly. ‘Nuff said.
@ Scribette – Novice, amateur, it makes no difference. That’s completely besides the point of the post. Everyone should always be open to rethinking new ways of working and communicating.
As far as my arguments go, there’s absolutely nothing wrong with being able to look at all sides and not taking a hard stance on a situation that involves many levels of influence. So quoting me back my own words doesn’t do much for me, but thanks anyways.
However – I agree for beginner writers and those people who need new clients because they need $ to eat – it is probably wise to follow directions exactly. LOL
James – Why do people hire me when I do not give a quote when they ask for a quote?
I’m guessing it’s my experience – what else can it be?
@ Scribette – I’m not saying it doesn’t work or that you’ll never get jobs. I’m saying that it doesn’t optimize chances, that’s all.
James – ok I agree with that comment!
As mentioned, I think people who really need the work, should follow directions exactly.
I don’t really need it – so I am being selective.
Hi James – by the way, I went to your website. It’s nice!
However, I think you should take the term “easy-going” out of the description of yourself. It’s misleading to customers!
LOL – just joking!
@ Scribette – Thank you for the kind words
We’re moving, though, to an even bigger, better site. Tomorrow in fact, so stick around and come tell us what you think.
The easy-going part is for clients
I tend to be on the assertive side when it comes to discussions with writers, hence my usual unpopularity here at FWG 
I don’t mean to be like that – just always seems to end up that way. But hey! It gives people someone to pick on!
James – well looks like I made you popular yesterday here! haha
Yes, I normally am ‘easy going’ with people I work with too. Luckily, everyone I work with is great!
I have worked with some “unsavory” types in the past … but I moved on. Oh shall I recommend these clients to you? (Kidding)
And yes I will be sure to take a look at your new site.
“But you seem to have difficulty figuring out how to say to people that your range for writing 100 words is between X and Y.”
Do I? I didn’t realize.
I don’t see how it would be helpful to the potential client to say “I charge from $5 to $150 for a 500 word article.” (That’s just an example.) because it really isn’t helping anything. But, I guess if a client just wants someone who can follow directions, regardless of whether or not they are a good writer, then that’s fine.
Here’s what I can do. Since you’re an expert, you can tell me if I am wrong. To my example job ad, I would say something like: “My quotes depend on many factors, including research time and the type of writing that is required for the project. To help me give an accurate quote, I would like to know the subject of these articles as well as any other essential information you can provide.”
How’s that?