Letter of Agreement

This agreement is between Rebecca Hansen, RJH Design Studio (referred to as “the Designer,” “we,” or “us”) and [Client Name] (referred to as “the Client” or “you”).

1. Scope of Work

After the 30-minute Zoom meeting, you will receive your virtual design package within 20 business days. If revisions are needed, the final design will be sent within 10 business days.

• Reviewing photos, room measurements, and inspiration provided by the Client
  

• Space planning and layouts
  

• Selecting finishes, colors, and materials
  

• Sourcing furniture, lighting, and décor
  

• Providing shopping lists or product links
  

• Providing digital styling guides and installation directions

2. What We Need From You

To keep your project moving smoothly, we ask that you:

• Provide accurate room measurements, photos, and inspiration material
  

• Fill out our design questionnaire to better help us understand your needs
  

• Review all digital design materials and provide prompt feedback
  

• Approve final design and product selections
  

• Place orders for approved items and coordinate with vendors for delivery
  

• Ensure access for deliveries and installations, if applicable

If any of these things fall behind, the timeline, cost, or product out of stock may be affected. 

Because we’re designing your space from a distance, we depend on accurate measurements and room details you share with us. To ensure the best outcome, please take a moment to double confirm that everything is accurate. We want things to go smoothly, and while we’re here to guide you, we are not liable for issues caused by incorrect dimensions or room information provided to RJH Design Studio.

3. Revisions

Once we share your first design concept, you’ll have time to review and give feedback.

Your project includes 1 round of revisions.

If you’d like extra revisions or want to explore alternate options, we can absolutely do that; we’ll just bill for the extra time at the rates listed in Section 7 and confirm everything with you before moving ahead.

4. Approvals & Communication

All meetings and presentations will be conducted virtually using Zoom, email, and DesignFiles.

To make approvals simple and convenient:

• Any decisions or instructions you send by email or DesignFiles message count as official approval.
  

• We rely on these written approvals to move forward with sourcing, design work, and preparing the shopping list.
  

• If more than one person is involved on your side, you’ll choose one person as the final decision-maker.

5. Digital Deliverables & Technology

• We’ll provide all digital files in common formats (PDF, JPEG, PNG, links, or via a client portal).
  

• You’ll be responsible for downloading and backing up all deliverables.
  

• We are not responsible for lost files, software issues, or internet disruptions once materials have been delivered. 
  

6. Fees, Billing & Expenses

6.1 Flat Design Fee $799

Our virtual design service is offered as a simple, all-inclusive flat fee so you know exactly what to expect. This covers everything outlined in the SOW above. The only time additional fees apply is if you choose extra support beyond the standard package, and we’ll always discuss that with you first.

6.2 Additional Services (Optional)

If you’d like help beyond the included scope, such as extra revisions, sourcing alternates, or additional installation guidance, these services are billed at the following hourly rates:

• Designer – $150 an hour

We’ll always confirm and obtain approval before starting any hourly work.

6.3 Billing & Payments

For any hourly work, here’s how billing works:

• We send invoices bi-weekly
  

• Payments are due within 5 days
  

• Payments more than 15 days late are subject to a 1.5% monthly late fee
  

• We may pause work if an invoice becomes overdue
  

• Credit card payments will include a processing fee
  

• Bank transfers may include a fee

6.4 Out-of-Pocket Costs

We rarely incur expenses for this service. If you request anything involving additional costs—such as samples, printing, or special materials- we’ll check with you first and add it to your invoice only with your approval.

7. Purchasing & Product Guidelines

7.1 Handling Purchases

As part of your virtual design package, we’ll recommend products and provide shopping links that fit your style, budget, and project goals. You’ll place orders directly with the retailers, and you’ll handle delivery, returns, and any coordination on your end.

Because purchasing happens between you and each vendor, here are a few things to keep in mind:

• Product pricing, availability, and delivery timelines can change at any time.
  

• Vendors have their own return, exchange, and warranty policies.
  

• Colors, materials, and sizing may vary slightly from what appears on screen, so we recommend obtaining samples whenever possible.

• We do not take responsibility for shipping issues, product quality, product color, delivery damage, warranties, or delays, since we’re not involved in the transaction.
  

7.2 Product Availability

To get the best results, we recommend purchasing items soon after receiving your product list. Since retailers update stock frequently, some items may become unavailable over time. If that happens after we’ve delivered your product list, we’re happy to help you find alternatives and will simply bill for the extra sourcing time at the rates in Section 6, with your approval first.

7.3 Exclusivity

To keep the design looking and functioning as intended, we recommend purchasing the products and materials included in your approved design plan. If you choose different items or make substitutions, the final result may vary, and we are not responsible for fit, scale, color, availability, or overall outcome.

If you’d like us to review or suggest alternatives before purchasing, we’re happy to help. Substitution guidance or re-sourcing will be billed at our hourly rates.

8. Designs, Drawings & Photography

8.1 Our Creative Work

All design materials we create, including mood boards, drawings, layouts, and concepts, remain our intellectual property.

8.2 Drawings

Our drawings show design intent, not structural or architectural specifications.
They are not engineered or permit-ready documents.

8.3 Photos & Marketing

You give us permission to use images of the completed project for marketing, portfolio, and social media purposes including:

• Digital renderings and moodboards
  

• Client-provided photos
  

• Professional photos arranged by the Designer of the completed space

We won’t share personal details (your name, address, etc.) without your written approval.

9. Warranties & Limitations

We can not guarantee the performance of third-party materials, furniture, or services.

We’re not responsible for:

• Manufacturer defects

• Product dimensions 
  

• Vendor availability
  

• Pricing changes
  

• Shipment delays or damages
  

• Contractor performance or workmanship
  

• Any issue outside our control

Aside from legal requirements, services are provided “as-is.”

10. Liability & Indemnification

• Neither of us is liable for indirect or consequential damages (like lost income).
  

• Our total liability will not exceed the amount you’ve paid us for design services.

You agree to indemnify and hold us harmless from issues caused by contractors, vendors, or anyone you hire directly.

11. Pausing or Ending the Project

11.1 Ending the Agreement

Either of us may end the agreement with written notice.
We may end the project immediately if:

• Payments fall significantly behind
  

• Required information, decisions, or access are repeatedly delayed
  

• Our team is treated disrespectfully or abusively

If the agreement ends, you’re responsible for all work completed and any approved expenses up to the termination date. Once your account is settled, we’ll share any active digital files that have been completed up to that point.

11.2 Refunds & Cancellations

Because virtual design work involves advance planning and reserved time:

• If you cancel before any design work begins, a 50% cancellation fee applies to cover administrative and preparation time.
  

• Payments are non-refundable once the 30-minute consultation is completed.

11.3 Project Pauses

You may pause the project for 60 days. After the 60 days, the project is marked complete with no refund.

12. Events Outside Our Control

If something unexpected happens (natural disaster, pandemic, major supply chain disruption, etc.), neither of us is responsible for delays.

We’ll work together in good faith to resume when possible.

13. Final Details

Kindness & Respect

We’re committed to creating a positive, respectful working relationship on both sides.

Timeline

We don't guarantee completion around holidays or special events.

Legal Fees

If we need to take steps to collect unpaid fees or enforce this agreement, you agree to cover reasonable legal costs.

Independent Contractor

We’re independent contractors. We aren’t employees, partners, or part of a joint venture.

Governing Law

This agreement is governed by California law.
If there’s a dispute, we’ll start with mediation.
If that doesn’t resolve it, we’ll go to binding arbitration in Los Angeles County.

Entire Agreement

This document is our full agreement.
Any changes must be in writing and signed by both of us.

Survival

Sections about payments, intellectual property, liability, and dispute resolution continue even after the project ends.

Signatures