Kim Hughes - Kim Hughes & Company PK Hughes, LLC 209 CR 2701 * Mineola, Texas 75773 Direct 903-569-6763 * Fax 720-863-2290 www.KimHughes.com Kim@KimHughes.com
Dear I am excited that you have chosen to utilize the virtual assistance of Kim Hughes & Company! I want to make your experience with my company a pleasant and successful one. The following pages will give you a better understanding of how we will do business. Please take some time to go through the information as it will give important insights how we will best work together. It will also help us to understand your value system, and how you approach life and your business. This information will help “jump start� our partnership. The Services Agreement and Retainer Invoice will be emailed separately. Please review, sign and return to me either by email or fax. In this package you will find a forms that will need to be completed and returned to me. By completing and returning with the agreement will ensure your client file will be set up properly and avoid delay in starting our relationship. . (For your convenience, these forms can be completed right in Adobe document, saved and emailed back to me.) If you have any questions about any of the information or documents in this package, please let me know by emailing me at Kim@KimHughes.com or phone at 903-569-6763. Virtually yours, Kim Hughes,
Kim Hughes - Kim Hughes & Company PK Hughes, LLC 209 CR 2701 * Mineola, Texas 75773 Direct 903-569-6763 * Fax 720-863-2290 www.KimHughes.com Kim@KimHughes.com
Office Hours: Monday to Thursday Friday Saturday & Sunday
830 am – 5:30 pm By Appointment Only Closed
Hours shown are in Central Standard/Daylight Time. This is not to say that the team at KH&C are not working beyond the scope of these hours, but phone calls and emails will generally be monitored during these times. Also, Kim’s usual practice is to consistently check email and will often get back to you in a timely manner. Payment Prodedure: As we have discussed I work on a retained basis with my clients in order to provide an ongoing collaborative to learn their business and provide the most possible value. All invoice are paid in advance for the retained hours we have agreed upon. Retainer payments are made in advance. You will be provided with an invoice on the first or the 15th of each month, which we have determined prior to this package and payment must be received within 10 days, if paying by check, to avoid service interruption. If you are paying with a credit card or through Paypal—payment must be received within 5 days. Tracking Your Time: You will be provided with a detailed timesheet at the end of each month for your review. If you need clarification of any time, please let me know immediately. Work/Project Advance Notice Requirements and Work Turn-Around Policies: Where at all possible, please try to provide a minimum to two days notice for an upcoming project. Normal turn-around policies are two business days. All tasks that we have scheduled on an ongoing basis will be handled as agreed. Collaboration: Monthly or bi-weekly telephone meetings can be scheduled to discuss current project progress and upcoming requests. Please let me know if you would like to arrange regular meetings so I can give you a permanent date and time. Communication: I prefer to correspond via email wherever possible. This provides written receipt by both parties. However, during office hours as listed above, I am available to you by phone if you require. If you would like to speak with me by phone after these hours, send an email to Kim@KimHughes.com- if I am monitoring email after hours I can certainly give you a call! We require all project/task requests to be made in writing and sent via email. We have learned that verbal communication can be misunderstood, so it is always appreciated that you send an email with detailed instructions so we can refer back to when needed and produce an electronic trail. This policy allows us to be more efficient with better follow-through and less room for human error. Kim Hughes - Kim Hughes & Company PK Hughes, LLC 209 CR 2701 * Mineola, Texas 75773 Direct 903-569-6763 * Fax 720-863-2290 www.KimHughes.com Kim@KimHughes.com
Kim Hughes & Company is a subsidiary of PK Hughes, LLC. Because I am incorporated you are not required by the IRS to furnish a 1099 at the end of each physical year, but if you would like to that is fine. The following information is provided to you, the client—only. Please keep this information confidential and in a safe place for future reference. Employer ID #20-5492575 PK Hughes, LLC dba—Kim Hughes & Company 209 County Road 2701 Mineola, Texas 75773 www.Kim Hughes.com Kim@KimHughes.com Office: 903-569-6763 Fax: 720-863-2290 Cell—903-312-2466—Please only call my cell in an emergency. I do not use my cell phone unless I am out of the office, so the best communication via phone is my office. When mailing payment for services, please use the above address. Please make checks payable to Kim Hughes & Company. When paying for services through www.paypal.com, please send payment to Kim@KimHughes.com I do accept credit cards. If you prefer to make payment with a credit card you will need to complete the authorization form on the next page and return to me with the agreement.
Kim Hughes - Kim Hughes & Company PK Hughes, LLC 209 CR 2701 * Mineola, Texas 75773 Direct 903-569-6763 * Fax 720-863-2290 www.KimHughes.com Kim@KimHughes.com
Automatic Credit Card Payment Authorization As of _______________________ I, ____________________, authorize Kim Hughes of PK Hughes, LLC – dba Kim Hughes and Company to use automatic credit card billing as the method of payment for services rendered per our agreement. I understand that Kim Hughes will furnish an invoice for the agreed retained hours per our agreement for each billing cycle. I understand that no signature is needed on these transactions. I understand that cancellation of this authorization should be done via email or certified mail for my protection and verification of cancellation. I understand that cancellation must be received at least seven (7) days prior to the 1st of the month I wish to cancel. I understand that should we need hours in addition to the retained monthly hours I will need to approve and will be charged at that time unless both parties agree to add the hours to the next monthly invoice. Please use Automatic Credit Card Payment for (initial one): r Credit card payment for my monthly invoice – _______________________________ r Credit card payment only on request r Credit card payment on a one-time basis: Amount to pay: $ Cardholder Name (as it appears on card)
Phone
Card Type Card Billing Address (must be exact)
City
Expiration
CID*
State
Zip
I have read and agree to the terms of this automatic payment authorization form.
Signature
Date
Cardmember agrees to pay total in accordance with agreement governing use of such card. Please Note: chargebacks and declined transactions may be subject to an additional handling fee.
Printed Name Here Questions regarding credit card payments can be sent to Kim@KimHughes.com or answered by calling 903-569-6763 All charges will show on your credit card bill as – PK Hughes, LLC – dba Kim Hughes & Company All client information is kept strictly confidential and will not be shared with any other parties.
Please print, sign and return to me either via email or fax.
Kim Hughes - Kim Hughes & Company PK Hughes, LLC 209 CR 2701 * Mineola, Texas 75773 Direct 903-569-6763 * Fax 720-863-2290 www.KimHughes.com Kim@KimHughes.com
Full Name: ___________________________ Company: _____________________________________________________ Physical Office Address:___________________________________________________ Mailing Office Address: _________________________________________________ City: ______________ State: ____Zip: _______ Home Address: _______________________________________________________ City, _____________, State _____________________ Zip:________________ Website: ____________________________________________________________ Website: ____________________________________________________________
Realtor License Number: MLS System:
Realtor Broker Number:
Email: Email: Home Phone: Office Phone: Fax:
Cell Phone: Toll Free Phone:
Birthday:
Anniversary:
Spouse:
Children:
Pets: Additional Information:
Kim Hughes - Kim Hughes & Company PK Hughes, LLC 209 CR 2701 * Mineola, Texas 75773 Direct 903-569-6763 * Fax 720-863-2290 www.KimHughes.com Kim@KimHughes.com
To ensure we have all your documents to create your Client File, below is a checklist of items I will need from you. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Signed Agreement List of programs with login information Payment of Retainer Invoice Let Kim know method of payment Client Questionnaire Automatic Payment Processing Form—completed if using a credit card for payment of services Checklist Services—completed and return Personal photo Your logos Company logos
Kim Hughes - Kim Hughes & Company PK Hughes, LLC 209 CR 2701 * Mineola, Texas 75773 Direct 903-569-6763 * Fax 720-863-2290 www.KimHughes.com Kim@KimHughes.com