Content Approval & Rush Request Full Policy

The Silent Partner LLC
Support: Creative Team, Client Services

1. Purpose

This policy provides a collaborative, transparent framework for how content is drafted, reviewed, refined, and finalized, while also setting graceful yet firm boundaries for managing urgent requests. The intent is to:

  • Protect the flow of creative work so it remains thoughtful, high-quality, and timely.

  • Create shared clarity around expectations for client review and feedback.

  • Reduce confusion, rework, and unnecessary stress by encouraging proactive communication.

  • Prevent scope creep by guiding how and when requests for changes may be submitted.

  • Support clients in feeling empowered and confident while honoring the integrity of our creative process.

Our goal is to work in harmony with each client, blending flexibility with structure, so that every engagement feels smooth, professional, and deeply supportive.

2. Scope

This policy applies to all clients who receive content, marketing, or creative services from The Silent Partner LLC. Covered content includes, but is not limited to:

  • Social media campaigns

  • Graphic design and branded assets

  • Copywriting and editorial content

  • Video production and editing

  • Event collateral (flyers, programs, invitations)

  • Marketing campaigns (ads, landing pages, email sequences)

  • Internal deliverables such as strategic playbooks or process documents

The same structure applies to operational deliverables such as workflows, frameworks, and team communication systems.

3. Content Approval Process

Step 1: Content Draft Submission

  • Drafts will be shared in Google Docs or Google Drive with clear guidance on due dates and next steps.

  • All content for the following month will be submitted no later than the 10th of the current month.

Step 2: Client Review Window

  • Clients have 3 business days to review drafts and provide feedback.

  • Feedback should be consolidated in a single document or comment thread to ensure clarity and efficiency.

  • Fragmented feedback (emails, texts, calls scattered across platforms) disrupts workflow and will not be accepted.

Step 3: Revisions & Final Approval

  • The creative team provides one consolidated round of revisions.

  • All content must be finalized and approved by the 15th of the month prior to deployment.

  • If the 15th falls on a weekend or holiday, the deadline is the preceding business day.

  • Final approval signifies readiness for publication; changes after this point follow the Rush Request process.

Step 4: Publishing

  • Approved content will be scheduled via Metricool or another agreed scheduling tool.

  • Once approved, content is considered locked, ensuring consistency and alignment.

4. Rush Request Policy

Definition

Rush requests are defined as any of the following:

  • Requests made within 48 hours of scheduled publication.

  • New or additional content requested after the 15th approval deadline.

  • Requests not aligned with the pre-approved content calendar.

Rush Fee Structure

  • Minor Changes (small copy edits, image swaps): $50 flat fee.

  • Major Changes (new designs, re-edits, rewritten copy, campaign additions): $150 flat fee.

  • Same-Day Requests: Additional 50% surcharge.

Rush Request Review

  • All rush requests must be reviewed and approved by the Managing Partner before being accepted.

  • Rush work will be prioritized only when capacity allows; while we strive to accommodate, it cannot be guaranteed.

Scenarios That Trigger Rush Fees

  1. Feedback submitted after the 3-day review period.

  2. Requests for changes after the 15th approval deadline.

  3. Mid-cycle campaign requests not part of the approved scope.

  4. Event collateral changes (flyers, signage, tickets) within 48 hours of the event.

  5. Video edit requests within 48 hours of planned release.

5. Client Responsibilities

  • Respect the structured timelines: 10th for submission and 15th for approval.

  • Submit consolidated, thoughtful feedback to streamline the process.

  • Communicate ideas for new campaigns or changes early, ideally before the approval cycle.

  • Understand that once content is approved, additional changes fall under the Rush Request policy.

6. Internal Workflow

  • A centralized tracker (Google Sheets or ClickUp) will log submissions, feedback, revisions, and approvals.

  • Final approvals will be archived in HoneyBook for client records.

  • Any late change requests will be flagged automatically as rush items.

7. Safeguarding Against Scope Creep

  • Consistent late approvals or repeated last-minute requests may result in a reassessment of engagement terms.

  • Clients may be transitioned to a retainer tier that reflects additional management needs.

  • Persistent violations may lead to pausing or re-scoping of projects to maintain balance and alignment.

  • These boundaries are not punitive but protective: they preserve project integrity, safeguard team energy, and ensure client outcomes remain strong.

8. Benefits of the Policy

  • Predictability: Clear timelines create peace of mind.

  • Efficiency: Teams stay focused, delivering their best work without unnecessary disruption.

  • Accountability: Shared responsibility supports healthier collaboration.

  • Flexibility: Urgent needs can still be addressed with care through the Rush process.

  • Integrity: Scope is respected, ensuring fairness and sustainability in every partnership.

9. Practical Examples

  • Example 1: Client approves social media graphics on the 15th. On the 20th, they request a color adjustment. → This becomes a rush request, with applicable fees.

  • Example 2: Client does not provide feedback by the 15th and requests edits on the 18th. → Publication is delayed and rush fees apply.

  • Example 3: Client introduces a new campaign idea on the 22nd. → This requires a change order and, if urgent, rush processing.

10. Review & Continuous Improvement

This policy is reviewed quarterly to ensure it remains clear, fair, and supportive of client needs. Adjustments may be made to reflect industry best practices, client feedback, or evolving workflows.

Document Version: 2.1
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