A clear web agency contract prevents most problems in a website project. Before you start, put in writing what will be built, what it costs, when it will be ready, how you approve the site and what happens after handover. Then everyone knows where they stand.
You don't need a thick legal document. For most small business projects, a clear quote with a few pages of agreements is enough. In this article you'll read which points belong in it and how to handle the handover properly.
Why clear agreements with your web agency matter
Website projects rarely go wrong because of bad technology. They go wrong because expectations didn't match. You thought the copywriting was included, the agency didn't. You thought the site would go live in June, the agency counted from the moment all the content was in.
Written agreements help you and the agency. When in doubt, they make it easy to look back at what was said, without it turning into an argument.
What belongs in a web agency contract?
These are the points every website development agreement should cover:
- Scope: which pages, features and integrations will be built. The more specific, the better.
- What is NOT included in the price: for example copywriting, photography, translations or hosting.
- Price: a fixed price or an hourly rate with an estimate, always shown with and without VAT.
- Payment terms: for example part at the start and part on handover.
- Planning: start date, milestones and expected delivery date, and what happens if you're late with content.
- Feedback rounds: how many rounds of revisions are included in the design and build.
- Ownership: who owns the code, design and domain once you've paid.
- After handover: hosting, maintenance, updates, backups and support, and what they cost.
- Ending the relationship and transfer: what happens if you stop working together.
Read more about ownership in who owns your website, code and domain. Got several proposals? Compare them with comparing web agency quotes.
Extra work: how do you avoid surprises?
Extra work is anything outside the agreed scope. It's normal to get new ideas during a project. It only becomes a problem when it isn't clear what counts as extra work and what it costs.
- Agree that extra work is always proposed in writing first, with a price, before anyone starts on it.
- Ask which hourly rate applies to extra work.
- Keep new wishes on a list for after launch. Often half of them turn out to be unnecessary by then.
- Make sure you start with a good brief. The better the start, the less extra work. Use writing a website brief for this.
If you choose an hourly rate instead of a fixed price, ask for an estimate per part and for a heads-up if an estimate is about to be exceeded. That way you keep control of the budget, even if the scope shifts a little.
Planning and your own tasks
A planning isn't just about the agency. You deliver things too, and that's often where it stalls. So agree:
- When you'll supply copy, photos, logo and login details.
- How quickly you'll respond to a design or test version, for example within five working days.
- Who makes decisions on your side. One contact person with decision-making power prevents endless rounds.
- What happens to the planning if something arrives late.
A common scenario: the build is finished after six weeks, but the copy only arrives after three months. By then the agency has scheduled other projects, and your site moves down the queue. That's nobody's fault if it was discussed in advance. It does get awkward if you only find out when you want to go live.
Website handover checklist
Handover is the moment you approve the site. Agree how this works: often you get a test version, you have a few days to test, and then you sign off. That confirms the site does what was agreed. Before you give your approval, check these points:
- All agreed pages and features are there and working.
- The site works well on phone, tablet and desktop, in the common browsers.
- Forms arrive at the right email address.
- Copy has been checked for errors, and links work.
- There's a privacy statement and, if needed, a cookie banner.
- The SEO basics are in place: titles, descriptions, a sitemap and redirects from old pages.
- Google Analytics and Search Console are connected, with you as the owner.
- You have all login details and know how to update content yourself.
- A backup was made before the site went live.
Want to test more thoroughly? Read testing your website and software before launch.
Warranty and support after handover
After launch, small bugs sometimes still come to light. Agree how these are handled:
- For how long bugs in the delivered work are fixed free of charge.
- The difference between a bug (something doesn't work as agreed) and a new wish.
- How you report a problem and how quickly you'll get a response.
- Whether there's a maintenance contract, what's in it and how you cancel it.
Read the contract carefully before you sign. If it involves a large amount or you're unsure about legal points, have a lawyer look at it.
How we make agreements at Violexa
At Violexa, a larger project gets a fixed price upfront, in writing. It states what we'll build, what it costs and what happens after handover. A custom website or web application starts from €1,799 excl. VAT (€2,177 incl. VAT), including design, build, basic SEO, Google Analytics, CMS integration and training.
For the period after launch there are maintenance plans: Silver €179 excl. VAT (€217 incl. VAT), Gold €299 excl. VAT (€362 incl. VAT) and Platinum €699 excl. VAT (€846 incl. VAT) per month. The first 12 months are fixed; after that you can cancel monthly by email, with one month's notice.
Want to talk through your project first? Book a free quickscan. In 30 minutes, online or on site, we discuss what you need. Afterwards you get short written advice with a price estimate, with no obligation.
Frequently asked questions
Which agreements with a web agency should I put in writing?
At least the scope, the price, the planning, the number of feedback rounds, who owns the code and domain, and what happens after handover. Also agree how extra work is proposed and priced. That prevents misunderstandings.
What counts as extra work on a website?
Extra work is anything outside the agreed scope, such as an extra feature or page. Agree that the agency first proposes extra work in writing with a price. Work only starts once you've approved it.
When is a website officially handed over?
Usually after a test period in which you check the site and then give your approval. With that sign-off you confirm the site does what was agreed. Put the length of the test period in the contract.
Do I get a warranty on my new website?
That depends on your agreements. Many developers fix bugs in the delivered work free of charge for a certain period. New wishes aren't covered. Put the duration and conditions in your contract.
