Design Terms & Revision Policy

This document explains how design projects move from concept to completion, including how revisions are structured. It works alongside the Proposal of Services and the completed Cover & Brand Design Questionnaire or Video Trailer Questionnaire.

1. Purpose of This Policy

Great designs happen through collaboration, but without a clear structure, “one more tweak” can quietly turn into a dozen rounds that cost time and money on both sides. This policy exists to protect the creative process and to keep projects moving toward a finished, polished result that makes everyone happy.

2. The Discovery Design Phase

The first concept for any project is called the “Discovery Phase”. Its purpose is exploration – to translate your questionnaire responses into a visual direction and establish a color palette, tone, typography, and imagery style.

It is normal – and expected – for the Discovery Design to need adjustment. Most projects are not finalized with the first concept. The Discovery Design’s job is to give us a shared starting point, not a finished product.

The Discovery Design phase does not count as part of the included revision rounds described below.

3. Revision Rounds: What’s Included

Following the Discovery Phase, each project includes up to three (3) rounds of revisions to refine the chosen direction.

A “revision round” is defined as:

• One consolidated set of written feedback, covering all requested changes at once, submitted in a single message.
• Adjustments are then made, such as refining color, layout, imagery placement or imagery replacement, typography, and/or text.

Examples of changes that fit within a single revision round:

• “Can we try the title in gold instead of white, and move the author name down slightly?”
• “The background feels too dark. Can we lighten it and try a different texture? Or image?”
• “Can we swap this image for something more atmospheric and adjust the font size?”

Each new round of feedback, whether sent as one message, a Q&A across several emails, or discussed during a phone/Zoom meeting, counts as one revision round. When the revised design(s) or video(s) are returned for review, the next round begins. To make the most of your three included rounds, please review the current proof carefully. The best course of action is to keep notes as you review and combine them into a single, complete message for the next revision round. I welcome questions as we work through the process.

4. Additional Revisions

If further changes are requested after the three included revision rounds are used, additional rounds are available at the following rate:

Additional Revision Round Rate: $10 per round for static designs. $20 per round for videos.

Additional revision rounds will be quoted and confirmed before work begins and invoiced separately from the original project total.

5. Scope Changes & New Concept Directions

The following are considered outside the scope of the included revision rounds and will be quoted as a new project or add-on:

• Requesting an entirely new design concept or direction after Discovery and Round One (a second “look” built from scratch).
• Significant changes to the creative brief after Discovery begins, such as a different genre tone, a new main character description, or new key symbols/imagery not included in the original questionnaire.
• Adding new deliverables, formats, or platforms not listed in the original Proposal of Services.
• Requests to “start over” after revision rounds have been used.

If you’re unsure whether a request falls within your included revisions or counts as a scope change, just ask. We’re happy to clarify before any work begins so there are no surprises.

6. How to Give Feedback

Clear, specific, written feedback helps us use your revision rounds efficiently. When reviewing a proof, try to be specific about:

• What isn’t working (e.g., “My character has short blonde hair, not brown” or the background music is too loud) rather than “I don’t love it.”
• What message or emotion do you hope to communicate through the visual design?
• Which specific elements should change, and which should stay as-is?

Feedback should be submitted in writing (email preferred) so it can be referenced throughout the project.

7. Turnaround Times & Rush Requests

Standard turnaround times for each phase are listed in your Proposal of Services. Turnaround begins once feedback or required materials are received.

• Delays in providing feedback, approvals, or required assets (photos, copy, logos, etc.) will extend the overall project timeline accordingly.
• Rush requests (expedited turnaround) may be accommodated for an additional fee, subject to availability.

8. File Ownership & Usage Rights

• Final approved files are delivered in the formats specified in the Proposal of Services and are yours to use for the marketing and sale of the associated book/project.
• Source/editable files (e.g., layered design files) are available upon request for an additional fee.
• Stock images, fonts, or other licensed assets used in the design remain subject to their original license terms and may not be extracted for use in other projects.
• Author Brand Studio retains the right to display the finished design in its portfolio, website, and social media unless otherwise agreed in writing.

9. Payment Terms

• The payment schedule is as outlined in the Proposal of Services.
• Work on the Discovery Phase begins once the deposit and completed questionnaire are received.
• Final files are released once the remaining balance is paid in full.
• Invoices for additional revisions, scope changes, or add-ons are due within 5 days of receipt.

10. Cancellation Policy

DEPOSITS ARE NON-REFUNDABLE IF THE PROJECT DESIGN WORK HAS ALREADY STARTED.

• If a project is cancelled before the Discovery Phase delivery but after concept work has begun, the deposit is non-refundable and is applied to time already invested in reviewing the questionnaire, creating a script, and sourcing images/video clips. If a project is cancelled after the Discovery Design delivery, payments made to that point are non-refundable. Any completed work may be delivered at Author Brand Studio’s discretion.
• Projects inactive for more than 14 days due to a lack of client response may be considered paused or cancelled, with deposits retained as outlined above.

11. Communication

All project communication (feedback, approvals, questions, and file requests) should go through:  [email protected]

This keeps a clear written record of decisions and feedback for both parties throughout the project.

12. Video Trailer Projects: Revisions & Formats

The structure above applies to video trailers and short video projects with the following video-specific clarifications.

Revision Rounds for Video

Following the Discovery cut, video projects include the same structure as design projects, with the exception:

• Up to two (2) rounds of revisions to refine the chosen direction.

For video, a “revision round” is defined the same way: one consolidated set of written feedback covering all requested changes, submitted in a single message, and may include adjustments such as:

• Swapping a clip or image for an alternative.
• Adjusting pacing, timing, or the order of scenes.
• Changing text overlay wording, style, or timing.
• Adjusting music, sound effects, or audio levels.

Even small video changes require re-editing and re-exporting the full timeline. Please review the current cut in full and gather all requested changes into one message per round. This helps make the most of your two included rounds.

Format & Orientation Workflow

The initial Discovery cut and all revision rounds are completed in landscape (horizontal) format. Once the landscape version is approved, it is adapted into any additional formats specified in your Proposal of Services (e.g., vertical for Reels/TikTok, square for feed posts).

• Approving the landscape cut means approving the trailer’s content, pacing, and visual direction. Additional formats are a resizing/reformatting process, not a new revision opportunity.
• Minor adjustments needed solely due to reformatting (see disclaimer below) are handled as part of the final delivery, not as an additional revision round.

Resizing Disclaimer: In rare instances, a horizontal clip or image may not retain the same visual message or composition when resized to a smaller, vertical format (e.g., important action happening at the edges of the frame may be cropped out). When this occurs, Author Brand Studio reserves the right to substitute a similar clip or image that better suits the vertical format, while preserving the approved tone and direction of the trailer.