I need to vent about something that happened yesterday and is still bothering me.

Anonymous

October 16,2021 at 9:41PM UTC

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I need to vent about something that happened yesterday and is still bothering me. Please give me a reality check if I need one here.

I am a freelance HR consultant and I just recently finished a contract period with a client. On Monday, I sent the client a new contract, based on the details we discussed about the next project they're retaining me for. I know they got it because I have a tracker that alerts me when someone opens my emails. I've yet to receive a response from them about it. I know most things don't happen overnight, but this particular project is going to be a heavy lift (hence the need for a new contract with a new rate). They need a LOT of their HR stuff brought up to compliance. I'm a non-practicing lawyer so I actually enjoy doing this type of work, I just don't want to dive into it without an agreement in place.

Yesterday (Friday) morning, one of the company's execs called to ask if I had finished preparing a document for them. I told him no not yet because I haven't gotten the contract back officially retaining me to do that work. The exec apologized profusely and insisted that he would get on the CEO about it ASAP because this project needs to get going. As I agree with him, I told him that I would prepare the document and get it to him before the end of the day. I rationalized it by telling myself that I would have to do it eventually anyway, and maybe the show of good faith would motivate the CEO to hurry up and return my contract. That document took me over five hours to prepare and it contained extremely important information pertaining to some wage laws. I sent the document off to the CEO and the exec I spoke with, and SIX MINUTES LATER the CEO replied to my email saying "Thank you for this, I will need to go over the legal stuff with you."

REALLY?? You can reply to me that quickly when you need me, but you can't so much as acknowledge the contract I sent you days ago? I have obviously learned my lesson when it comes to doing work on good faith, and now I am tempted to send them an invoice for the work done on that document at my actual lawyer rate. For all the talk on here about lack of professionalism these days, this goes far beyond pajama pants in the office and playing Candy Crush during zoom meetings. I could have put those 5 hours into preparing proposals for other prospective clients, or treated myself to a long nap, or something. Lesson learned.

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AnonymousOctober 16,2021 at 9:53PM UTC
Definitely do nothing else until you get a signed contract.
I would have done the same you did.... having faith.
I guess in the future: "once I get the contract, I'll provide my documents to you on (?) days after.
I'm sorry you are dealing with this. Some people out there are greedy
AnonymousOctober 16,2021 at 10:13PM UTC
The lesson here is you don't away from your standard working practices. There is no reason you needed to deliver the report/document prior to your new contract (covering this deliverable) in place. Allowing the executive to push internally. You have now moved the bar. The CEO is now going to need a bigger push to sign your contract.
While it's not the end of the world, it's a new stress you don't need.
Karen LaidlawOctober 16,2021 at 11:43PM UTC
I get your disappointment and I would remind you to be compassionate with yourself while you learn for next time.
How about a quick note back: "I'm glad I was able to help. Should I bill you directly for that, or has my new contract been signed?"
Remember that often in companies, there are several people handling things. It's possible your contact hasn't gotten to the CEO yet, or the CEO has agreed tot he contract and moved it to the next person.
Be firm and persistent and keep the faith!
AnonymousOctober 17,2021 at 12:09AM UTC
Thank you so much for this idea, this is exactly how I will respond on Monday morning!
Sarah MuddOctober 17,2021 at 12:42AM UTC
I love this idea! Very professional yet still holds your boundary.
GingerintheKitchenOctober 17,2021 at 2:46PM UTC
While I can understand being frustrated in not having received any update on the status of your new contract, I think this scenario is a case of your view being tainted by your frustration.
Replying to you with a quick "Thank you" email is MILES different than a formal response to a contract renewal
This was from an exec who's role is not responsible for the approval of your contract, and who also already advised he would communicate the need for your contract review to be fast tracked by the person responsible-THE CEO. (Which is not this execs responsibility, it should be YOU following up on the status of your renewal after a set period of time that you utilize for ALL such situations, standardized practices should be your first order of business, I think)
Now, again, I understand you want an answer, and I agree after 5 business days, you should have at least received some sort of acknowledgement of receipt and an update on the status, however sometimes things come up and take precedent or require more urgent attention or higher prioritization then the contract renewal/renegotiation of a business partnership that has already been informally agreed upon.
This isn't meant to excuse the lack of update, but to inform the possibility of the current radio silence... And I would think a simple follow up on your end is all that is needed. Truthfully in many cases, it is the squeaky wheel that gets the grease, just speaking up to remind them they still have to sign /finalize your agreement is all that is needed.
As a business partner, you should be aware that your contract is not likely as high of a priority to them as it is to you (especially if they are planning on renewing your agreement ) in their eyes, it is just a formality.
Did you have a specifically dated deadline for response/renewal of your contract outlined in the email that you sent?
If not, I think any contract renewals sent in the future should absolutely include that. If you wanted to you could even tie a financial carrot to it, such as a fee assessment charged for late contract renewals or as you stated in your post, indicate any work competed outside of the contract period will be billed at the ad hoc freelance rate of $ _____/hr,
For now, I think a simple follow up after 5 business days is perfectly acceptable, (sent to the
person responsible for making the decision) inquiring on the status, and when you should expect an official response.
But I do not think there should be any need to be contentious or threaten to stop work unless your follow up is also met with silence. Then I would suggest the 3rd request (please make sure you are also writing 2nd request and 3rd and final request in your subject line.) Indicate a firm deadline of 48 hrs and all work completed during the time you were not contracted must be billed at the ad hoc rate....and a clear date at which requests will no longer be accommodated without a professional contract.
But, a thank you email is not a response ...it is professional courtesy and a sign of gratitude... And takes only seconds to shoot off and if someone is currently working under a tight deadline for a project then this is most likely the only response they are sending to many other emails as well. I am only speaking from experience. I am currently working on a compliance audit being conducted by one of our major investors, and it has a hard deadline of Monday, with all hands on deck we will just barely be able to get it in under the deadline due to it corresponding with our end of month filings AND our Q3 filing work, it's just crushingly busy this week, so any email inquiries sent me last week are still sitting my my inbox pending my reply. I have pretty much only sent thank you emails or requests for information emails myself this week.... And will be apologetically responding late to all others next week. There is a possibility of this being the same situation with your company ... So just a friendly reminder to keep some perspective and allow your business partners some time to reply, and follow proper etiquette by sending a formal 2nd request as well as your 3rd and final request and ensure you keep your inquiry from showing your frustration, this is business and bring angry and frustrated is a waste of energy. Instead, take action and learn from this moving forward by providing your clients/partners with clearly outlined timeframe expectations and then be firm about your terms.
Best of luck.
AnonymousOctober 17,2021 at 3:32PM UTC
Thank you so much for this very thoughtful response. You're completely right in that I should have followed up in a more timely manner myself. The perspective check was needed. I appreciate you taking the time to help!
AnonymousOctober 18,2021 at 12:25AM UTC
oh boy, i really see myself in you. 100% in fact. But i think we're both wrong. you felt ignored when you didn't hear back about the reminder and you took it personally. there's no reason to take it personally. you also took it upon yourself to do work no one asked you to do, and then took it personally when it was replied to so quickly, and now een want to charge an hourly lawyer rate--when no one asked you to do it. I wish I knew what to tell you to do, how to see this, how to help yourself. I can only say: I see myself in you and I feel awful for us both b/c i think we're both really misguided in how we emotionally relate to others in a work capacity. I can so clearly see what you're doing wrong, but have so much trouble not doing it myself. Good luck.
AnonymousOctober 18,2021 at 2:20PM UTC
Agree - you had an opportunity to state that you wouldn't work on it until you had the contract squared away. Please let them know that you will not be engaging until the paperwork is completed.
Joan Williams, Senior Talent Acquisition SpecialistOctober 18,2021 at 4:08AM UTC
Do not have the conversation the CEO mentioned until you have the signed contract.
Stephanie YoungOctober 18,2021 at 12:30PM UTC
It's frustrating, but that's a fairly typical exchange for a contractor. I would respond to the CEO and tell him you're unable to accept additional meetings or assignments without a signed contract and compensation for the five hours of labor prepping the doc. I wouldn't say anything more than that, and be sure to keep any frustration or emotion out of the email. Just a simple statement of fact, and let them do with it as they will. If you get a meeting invitation, respond with "tentative" and comment that your contract has not been signed. Period.
Karen GongawareOctober 18,2021 at 12:49PM UTC
I agree, lesson learned. Never do anything for free or on "good faith." Great way to be screwed over. Get the money and contract upfront first!
Healthcare workerOctober 18,2021 at 1:08PM UTC
Send the invoice at your legal rate. Very business like with the explanation that this is your rate for freelance work done outside of established contract. And make it expensive. Then email the CEO and ask if he wants to go over the legal stuff in what you prepared now, under your independent freelance rate, or wait until new contract is in place. That contract will be to you by end of day.
AnonymousOctober 18,2021 at 1:54PM UTC
I would have done the same thing on good faith. I would feel the same way you do/did. In the past, I would have also just sat and waited for the signed contract to come back to me, and worked on.
Now I would have completed the document, but not sent it until we had discussed the contract or lack there of and had something about payment in writing. I could fulfill my part by having it ready to go, they could fulfill their part by being sure I would be paid. Also, these days I have learned the hard way that I follow up all phone or in person converations with an email when it comes to expectations. I also follow up every 5 days when I am waiting for someone to their part so that I can complete/do mine. I don't nag every day because that is obnoxious. I don't feel bad about weekly reminders, and I understand that people are busy, things get pushed to the back burner or flat out forgotten. That tells me the matter isn't sufficiently important enough to them yet. Money in my wallet is extremely important to me.
AnonymousOctober 18,2021 at 2:03PM UTC
I couldn't agree more with everything you said here. Thank you for the response!
AnonymousOctober 18,2021 at 3:12PM UTC
Send the invoice and mention that as a show of good faith, this work was done, but you will need a contract executed before you are able to proceed further. I've been taken advantage of a lot too both with and without a contract.
Renee Radcliff SinclairOctober 18,2021 at 3:59PM UTC
Send the contract again along with an invoice and a nice letter noting that you prepared the report on good faith that the new project would progress as you had discussed. Respectfully, but firmly, let the CEO know that you will be happy to go over the "legal stuff" once you have a signed contract in hand.
Liz MilneNovember 4,2021 at 3:04AM UTC
i was assuming the legal stuff was the contract???
Renee Radcliff SinclairNovember 8,2021 at 5:16PM UTC
It is. I was quoting the original post.
Liz MilneNovember 10,2021 at 1:27AM UTC
How can they go over the contract ('the legal stuff) when she's already got a signed contract in hand???
Renee Radcliff SinclairNovember 10,2021 at 7:02PM UTC
Once again, quoting the original post. And some people do like to review the specifics of a contract with the contractor prior to signing. That's not particularly unusual. But it needs to happen before any more work is done (in my view).
AnonymousOctober 18,2021 at 4:26PM UTC
I would add one more point. I would add a date by which you need the contract back or you will have to move onto the next client.
Most of us are working for a paycheck not because we just love the work so much. How long can you go without getting paid?
Jackie RukaOctober 18,2021 at 5:35PM UTC
Charge them for those 5 hours as separate from the said deliveries for the next part of the ramp up of the project. Get paid, put a date on it.
The CEO most likely has their hands full but to show their good faith, they need to pay you for the documents needed that you prepared. ( some clients under stress start to show their weaknesses) it’s unfortunate, but one of the many reasons they need you!
AnonymousOctober 19,2021 at 2:32AM UTC
This reminds me of my work life too much....
AnonymousOctober 19,2021 at 12:45PM UTC
Agree with all comments below. Send reminder about the contract with date by which you need signed to proceed and invoice if they do not wish to retain you further.
Liz MilneNovember 4,2021 at 3:02AM UTC
omg... Yeah, they've shown you what they're like now - not another ounce of work until you have the new contract...