Completed Web Site "Follow-up Informational Letter"

The other day I wrote here about sending a client a "Completed Web Site" letter. I mentioned that I don't do this with every single client, for various reasons; at least, I don't always send a letter requiring them to "sign off". So I wanted to mention that when I don't send that type of letter, I usually still send a "Follow-up Informational Letter" shortly after the site is completed.

This letter might be by U.S. Mail or fax (because they simply gets more attention than emails) or by email, and serves mainly as a way to provide all of their domain name registration and hosting information in one place. If there are logins and passwords, I include those as well.

I admonish them politely to please save this letter somewhere where it can easily be found. Most of my clients control their own domain registrations, and I want them to be clear about that fact. Some also control their own hosting, so for the same reason, I want to be sure they don't get confused and think that I'm handling those payments. If I am handling the hosting, I want to remind them that they will be billed once a year, and that if they don't pay, the site goes down! (But I have a much more diplomatic way of saying that: "If for some reason you cannot pay this amount BY THE INVOICE DUE DATE but want your site to remain live on the web, please contact us so that the account doesn't lapse. We will have to allow to lapse any hosting account which is not paid on time.")

Of course I also thank them again for a great project and remind them how they can reach me for additions or updates to the site.