Q.1 We have never collaborated with a design studio before – how does the process work?
You send us details of your creative needs, e.g. “We need a new logo, business cards, letterhead, email footers and a 5-page website”. If we require more details in order to provide an estimate, we’ll let you know. It is always preferable to provide a budget beforehand, but we understand that this is not always possible.
Based on all the information received, we send you an estimate of costs or price range. The lower end of the range signifies basic design and fewer options to choose from. The top end of the range signifies our full creative package, including brainstorming, visual research, art direction and detailed project management.
You give us an indication of which level suits your budget and we submit a detailed quotation.
Upon approval of the quotation, we require a 50% deposit (indicated in the quotation). This secures your booking with us and allows us to schedule the project in the studio’s timeline. Unfortunately, we cannot provide credit or do any speculative work.
As soon as we have received proof of payment, we will create an invoice to process the payment in our accounting system. For this, we will need the following company details: Company name, GST number (if applicable), Physical address, Contact person and Contact details (telephone number and email address).
We will then schedule your project in the studio’s timeline. The final deadline (or delivery date) will depend on the number of projects already scheduled. We will give you specific dates on which we require feedback or content from you (critical dates). Any delays from your side will result in subsequent delays in the final delivery date.
If we deem it necessary, we will send you a creative interview. This short questionnaire will help us finalise the brief (details of what you want). Our clients usually find that this process helps them to redefine their own goals, target market and unique product offering. If you find the creative interview limiting, we might need to set up a meeting to clarify details face to face.
In some instances, we will ask you to create a mood board. This is a collection of design-related images with qualities that you like. This will help us to better understand your needs and preferences. These images must be emailed to us and can include any relevant details that you prefer, e.g. typography (lettering), colour schemes, visual styles, etc.
At this stage, you must send us any content that forms part of the project (text, images, etc.). Note that we view all received content as final. Within reason, small content changes will be done free of charge, but any significant changes will be deemed alterations and will incur extra costs. It is, therefore, best to finalise (spellcheck, etc.) all content before submitting it to us.
We will then begin the creative process (brainstorming, visual research, design). As soon as we have finalised the first design draft, we will send you a proof for your approval.
If you are satisfied with the direction the design is going, you have to approve the proof in writing. Bear in mind that this will form the basis of the rest of the creative process. If you change your mind at a later stage, we will have to start from scratch and extra costs will be incurred.
If you are not entirely satisfied with the proof, we will revisit the brief and make adjustments where necessary. Please refer to FAQ 9, 12 and 13 for more information on revisions and alterations.
After each design stage, we will send you proofs for your approval. When we send you final proofs of the whole project, you must read through all the text and make sure all the content is correct. We do not accept responsibility for any mistakes after approval by clients. It is your responsibility to make sure everything is in order and ready to be printed/uploaded to the web.
After your approval of the final proofs, we will prepare the files for the press (ready to be printed) or web (ready to be uploaded to the server). If there are any last minute changes after files have been prepared, extra charges will be incurred in most cases.
Upon the delivery of the final product, the rest of the invoice is payable, including any additional charges incurred during the creative process. Please see FAQ 3 for more information on our payment structure.
We will send you the print-ready (or web-ready) files upon request. Bear in mind that the original files (also called source files or open files), remains the intellectual property of the studio. Please see FAQ 4 for more details.
Q.2 I need something designed on Urgent basis. Will it cost extra?
Yes, we charge a rush fee for any work that needs to be completed in a hurry. At any given time, we have between 10 and 15 active projects that have been scheduled ahead of time. We have a commitment to clients that book in advance and therefore have to honour existing deadlines.
We do, however, have ways of accommodating rush jobs. This usually involves working overtime or trying to move an existing deadline (with the affected client’s permission of course). In certain cases, we need to outsource to freelance designers.
Due to the extra burden on the studio, we charge a rush fee (between 50% and 100% added to the normal price, depending on the degree of urgency and availability of designers).
Q.3 How does your payment structure work? Which payment method do you accept?
After acceptance of our quote, we require a 50% deposit before we schedule the project and begin any creative work.
Upon receipt of proof of payment, we convert your quote into an invoice in order to process your payment in our accounting system.
We require the balance of the invoice (and additional invoices, if any) upon completion of the project. Unfortunately, we cannot provide credit.
With comprehensive projects that cannot be completed within one month, we might require a progress payment (usually 25%) after a set period of time. This will be communicated to you in advance.
Any outstanding invoices must be settled before we will accept new work from you.
Interest may be charged on invoices that are not settled within 30 days of issue.
We accept - Electronic Funds Transfer (EFT), Cheque, Cash and Paytm. Our banking details are as follows: Name of bank: HDFC BANK Name of account: ZOHIT DESIGN PRIVATE LIMITED Account number: 50200028823805 Branch: MEHRAULI, DELHI IFSC code : HDFC0001671 Swift code: HDFCINBBDEL
Note: We do not have credit card facilities on site.
Q.4 Who own the intellectual Property (IP) of the Design/ Website?
Unless specified otherwise in your quote, you pay for and own the print-ready and/or web-ready files only. The source files remain the intellectual property of the studio. In certain cases, like logo design, you will also receive various file formats and the rights to their use. If you wish to acquire the source files of a project for whatever reason, you will be liable to pay 50% of the original invoice linked to the project (release fee). Please see FAQ 5 for more details. If you know beforehand that you will require source files for a certain project, we can structure the quotation in such a way that you can avoid release fees. The specific design element will be prepared as a template and the template file(s) will be made available to you at the end of the project. Note that templates are costlier than print-ready files because they have to be structured differently and cleaned up before submission. The same reasons that necessitate release fees are also applicable to templates. We do, however, honour clients that communicate the need for source files beforehand and therefore templates are more cost-effective than source files with release fees attached to their dissemination. Do I own my Website? YES! Everything that we build will be 100% owned by you. Most of our clients stay with us for the life of the website. Our team is just irresistible that way. But if for any reason you decide you want to take your site to another hosting service and get another company to service the site, we will happily assist you in making the transition as effortlessly and efficiently as possible. The website is yours after all, and we want you to take it wherever you go.
Q.5 What is a release fee and when does it apply? A release fee is an additional payment required when a client requests the source (original/open) files of a design project. It is usually 50% of the original invoice linked to the project. The reasons for release fees are as follows: Our technical expertise will be disclosed (as revealed in the source files); We lose the potential of generating future income from the project files; We lose creative control over the files and its use (or misuse). This poses a serious risk to the reputation of the studio and its work. To avoid release fees, you can request a template before the commencement of the project.
Q.6 How much does a Website/ Logo/ Digital Marketing/ Branding cost? There many variables that influence the cost of each design project. It is therefore near impossible to provide an accurate estimation before discussing your unique needs. It is very much like wanting to know what a car costs – the price range varies considerably, depending on features, finishes, etc. We, therefore, have to consider each project’s unique requirements before creating an initial estimation of costs. If we need more information about your creative needs, we will contact you.
Q.7 Who will I work with during the project? This is a great question to ask and you should ask it of any web design and development firm you are considering. Many firms will farm out work to freelancers or interns. Some firms give little or no access to client’s who want to speak directly with their designers or developers. Our clients work directly with our tight-knit crew of 5. Who that will depend on your project needs and what stage of the process you are in during the project.
Q.8 I live somewhere else; how can we work with you? Should I not look for a local company? We serve clients worldwide. We offer fast, personal service to all of our clients, near and far, thanks to video conferencing and rocking internet speed.
Q.9 What if I don’t like what you send me? We realise that the design is, in essence, a subjective field, so there will always be the possibility that we might miss the mark with a proposed design solution. However, we are usually approached by potential clients that are familiar with our creative work. If you haven’t seen any of our work, we strongly encourage you to view our portfolio to make sure that you like what you see and are confident in our creative skill set. We try to minimise the risk of failure by working closely with our clients and getting a very clear brief from the start. The brief is complemented by the creative interview and the mood board (see FAQ 1 for more details). If we miss the mark in spite of a detailed brief, we will determine where we have gone wrong and make adjustments to the design to fit your requirements. If the adjusted design still doesn’t meet with your approval, we will go back to the drawing board and come up with a new solution. We are willing to repeat this process until you are 100% satisfied. If it gets to a point that you are convinced that we cannot find a solution, you might need to approach another creative team. You will only pay for the work that has been done up to that point and the rest of your deposit will be refunded. Note that you pay for and receive the proofs only, not the original files.
Q.10 I discovered a text error in my printed work. Can you reprint it free of charge? Unfortunately, no. We send through final proofs before going to print – these have to be approved in writing by the client. During this stage, you have to make 100% sure that all content is correct. After receiving your approval and going to print, we do not accept responsibility for any missed errors. Reprints will, therefore, be at an additional fee.
Q.11 I need a printing quote. What information do you need? FORMAT: What is the format of the product, e.g. 6-panel brochure (U-fold). Include the number of pages (if applicable). SIZE: What are the dimensions of the product, e.g. open size = 210mm H x 297mm W; final size (when folded) = 210mm H x 99mm W. COLOUR: What are the colour requirements, e.g. full colour on both sides. Include special requests like Pantone colours (if applicable). FINISHES: What special finishes are required, e.g. spot varnish on the cover panel. Other options are embossing, foiling, die-cutting and binding (saddle-stitched, perfect bind, etc.). QUANTITY: How many of the finished product do you need, e.g. 500 brochures. Include other amounts that you might consider because of better unit prices, e.g. 1000 and 2000. DELIVERY: Where must the printed products be delivered to, e.g. physical address in Johannesburg. Include detailed address information and details of the contact person who will accept delivery (telephone numbers). SPECIAL REQUESTS: Are there any special requests, e.g. pack 150 brochures in a box labeled “Sandton branch” and the rest in boxes labeled “Fourways branch”. Include any details that we need to know about the finished product and/or delivery.
Q.12 Can I request additional logo options after we've completed 3 rounds of revisions of the chosen idea? Unless otherwise specified, we view 3 rounds of revisions as acceptable but prefer to finalise the design before the fifth round of revisions. If you require additional options after this, we might need to charge you for the extra work (depending on the circumstances). We will discuss this with you beforehand to make sure all parties are in agreement about what is fair.
Q.13 I need to chop and change a few paragraphs of the final text I sent through. Can I do this? We can definitely do this for you, but it will come at an additional cost. We view all content received from you as final and ready for layout (unless otherwise specified). Any content alterations after the layout have been completed will be invoiced separately. The reason for this is that we are in essence duplicating work. Substantial changes to content usually necessitate substantial design changes (new layout decisions have to be made). The correction of a spelling mistake here and there will not be deemed content alterations. Again, we will discuss this with you and decide together what is fair to all parties involved.
Q.14 What do I need to know about printing?
- Minimum quantities apply and quantities are project dependent.
- It is compulsory to sign off a physical proof and the client is responsible for delivery costs incurred.
- Due to the unpredictable nature of digital printing, colour consistency cannot be guaranteed, even when a physical proof has been approved.
- Cutting and finishing are not on the same standard as lithographic printing, therefore its quality cannot be guaranteed.
- The client is responsible for the costs of any reprints due to unsatisfactory results.
Q.15 My WordPress site was hacked. You’ll fix it, right? The web technology behind WordPress gets updated regularly to minimise security risks. If you have a WordPress website, you might be vulnerable to cyber-attacks and hacking attempts if you are not running the latest version of WordPress and your plugins are not updated frequently. Proper website maintenance will keep your online risk low. We recommend our monthly WordPress maintenance package, which includes updating the WordPress database, doing backups, updating all plugins, troubleshooting and making sure everything is running smoothly. If this is not an option for you we recommend doing this maintenance at least once every 3 to 6 months. Regrettably, we cannot accept responsibility for any hacking attempts and consequent damage to your WordPress website. Any restoration/rebuilding of the website will be for your own account.
Q.16 How long does it take to build a website? Our standard websites take approximately 30 days to create. Our E-commerce (online store) websites take approximately 90 days to create. This time will vary from project to project.
Q.17 What platform do you build your websites on? We build all of our websites on the open-source Content Management System (CMS) platform.
Q.18 Can you help me update my existing website that another web firm built? Yes.Although we only support websites that we have fully built. We have this policy so that we can 100% stand behind everything that we craft. There are issues of liability of multiple programmers touching the same code over time.
Q.19 Can you help me write content for my website? Yes. We include copywriting and editing in some of our proposals on request. We also build your sitemap and help structure the foundation of your website in the planning stages.
Q.20 Can you help me source photos for my website? Yes. We will help you source stock photos. We also have photographers and videographers available to produce custom photography and videos for your website.
Q.21 Can you guarantee results? Nobody can guarantee results in digital marketing as there are too many variables, especially with SEO, as Google’s algorithm is a secret. What we can do is point to a highly successful track record across all sorts of sectors and put you in contact with some of our clients if you want to see the kind of results we can produce. Also, trust us when we tell you that we aren’t happy with results unless you are! This is another tough question, as all projects are different and timescales may often be out of our control (for example, a client’s developer may have no time to work on our recommendations). Our stock answer is that within the first 60 days from the start of the projects, most, if not all, clients will have seen a noticeable improvement. At Zohit Design Private Limited, we always like to sort at least some quick win items first so that the project starts to pay for itself almost immediately, so most clients start to results quicker than that.
Q.22 Do you do social media? In a word, yes! We generally also act as consultants, as it is much more effective if internal teams are used to speak on behalf of a company. This is because internal teams will be much more familiar with the company, products, tone and customers. At Zohit Design Private Limited, we will happily give training, come up with topics or promotions or find the best social channel for a client to use.
Q.23 Do you stop work as soon as all the budget is used each month? At ZohitDesing Private Limited, we are passionate about what we do, the results we want and the service we give our clients. On occasion, and as long as we have the time free, this means that we may get carried away and overwork for our clients. The great news is that we never charge for this, as we are doing it because we want to! There are sometimes where if we are at a critical point of a project we may also transfer time from future months (if required) or contact a client to see if they want to add additional budget. At no time will we be watching the clock and downing tools as soon as the time is up. If we mistakenly underestimate the time required, that is our fault not yours and we will complete the work anyway!
Q.24 Will you remove links if we stop working together? One of the common horror stories we hear from prospective clients is that their current/old agency is threatening to remove links if they leave. We would never think of doing this, if for no other reason than it would be staggeringly unprofessional and immensely time-consuming. All work conducted during the project would have been paid for and would remain in place, including all links built. Furthermore, we never use link networks or place links on sites we own or control. This means that link removal would only ever be done by the owner of the site, or if for any reason a client asked us to remove a link (although this could only be done at the discretion of the site owner). From time to time, links created by Zohit Design Private Limited may be removed for various reasons by the site owners, for example, a site removing old content during a redesign or being permanently deleted (these things happen even to the biggest sites). While we take care in choosing where to place a link, we cannot be held responsible and will not guarantee they will not be removed by a third party.
Q.25 Can social media marketing really help my business? Most definitely! It’s been proven again and again by the business after business. In fact, not utilizing social media marketing can actually harm your business, since having an online presence on social media is simply expected of any reputable firm these days.
Q.26 Is Email Marketing still effective? Email marketing is one of the most effective ways for a business to reach customers directly. Think about it. You’re not posting something on your site and hoping people will visit it. You’re not even posting something on a social media page and hoping fans will see it. You’re sending something directly into each person’s inbox, where they definitely will see it! Even if they don’t open it, they’ll still see the subject line and your company’s name each time you send an email, so you’re always communicating directly with your audience.
Q.27 Can I buy a list when I’m just starting out with email marketing? It can be tempting, but you’ve got to resist that temptation. The only way to get an email subscriber list that will be beneficial to your company is to grow it organically. First of all, many email service providers won’t even allow you to use purchased lists. And secondly, the email addresses found on lists like those are not high-quality leads, to say the least. They will not contain people truly interested in your products or services, since these people didn’t opt-in to your specific email list, so they’ll also be much more likely to mark your emails as spam.