Client Content Submission & Revision Policy
Client Content Submission & Revision Policy for SN Holdings Group
Last Updated: 05 July 2026
Notice: This document governs all project scope agreements, content delivery timelines, revision requests, and asset retrieval procedures across all web development, design, and digital media projects under SN Holdings Group.
1. Project Scope & Alignment Agreement
To establish clear expectations and avoid miscommunication or operational misalignment:
- Scope Documentation: Prior to the commencement of any work, design, or development, a detailed Project Scope Document (or formal proposal) outlining deliverables, features, technical stacks, and timelines will be generated.
- Mutual Sign-Off Mandate: No project phase, design build, or technical execution will begin until the Project Scope Document has been formally reviewed, signed, and agreed upon by both the client and SN Holdings Group.
- Scope Creep & Modifications: Any additions, structural alterations, or feature requests outside the signed Project Scope Document will require a formal Change Order and a separate cost estimate before incorporation.
2. Scope of Policy
This policy outlines the standard workflow for submitting project materials, requesting revisions, and retrieving project deliverables upon completion. It ensures project deadlines stay on track while providing clear boundaries for adjustments.
3. Client Content Submission Protocols
To begin or progress with design, development, or media work, clients must provide all necessary content and assets in accordance with the following terms:
Format Requirements:
- Text / Copywriting: All text content must be delivered in editable formats (e.g., Google Docs, Microsoft Word, or clear plain text). Handwritten notes, voice notes, or embedded text within images will not be accepted.
- Media & Logos: Logos, graphics, and high-resolution media must be submitted in vector (
.SVG,.EPS,.AI) or high-resolution raster formats (.PNGwith transparent background,.JPEG). - Content Completion: Projects will not enter the production stage until 100% of the requested content for that phase is provided, unless otherwise agreed upon in writing.
Submission Deadlines: Delays in submitting required content exceeding 10 business days from the agreed timeline may result in project rescheduling and a re-boarding fee.
4. Revision Framework
Revisions exist to refine approved concepts, fix operational errors, or adjust minor design details to meet agreed project scope.
A. Revision Limits & Allocation
- Every standard project includes two (2) structural revision rounds during the build stage unless specified otherwise in your proposal.
- A single “Revision Round” is defined as a single, consolidated list of feedback delivered in a formal, written document.
B. Single Document & Written Approval Mandate
To maintain scope control and prevent miscommunication:
- Written Consolidation: All revision requests for a given round must be documented in a single, consolidated file (e.g., a single PDF or Google Doc listing all required edits). Fragmented feedback sent across multiple emails, messaging apps, voice notes, or phone calls will not be processed.
- Formal Sign-Off: Work on any revision round will only commence after the written document is reviewed, signed, and mutually agreed upon by both the client and SN Holdings Group. No alterations will be undertaken prior to this mutual agreement.
C. What Constitutes a Valid Revision
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In Scope (Included in Revision Rounds):
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Minor layout adjustments, button alignments, and responsiveness tweaks across desktop/mobile.
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Text, typography, and color scheme adjustments within established brand guidelines.
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Image, video, or graphic swaps using client-provided assets.
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Minor form field updates or link corrections.
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Out of Scope (Requires a Change Order):
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Complete layout or architectural redesigns after initial approval of wireframes/demos.
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Adding new features, third-party integrations, or additional web pages not in the original scope.
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Overhauling brand colors, logos, or primary typography late in the development cycle.
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Rewriting entire sections of provided copy after insertion.
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5. Turnaround Times for Revisions
- Standard Revisions: Processed within 3 to 5 business days following formal written agreement and sign-off.
- Complex Custom Code / Functionality Adjustments: Processed within 5 to 10 business days.
- Urgent / Expedited Revisions: Requests requiring completion within 24–48 hours outside of normal scheduling are subject to a rush surcharge.
6. Final Delivery & Asset Retrieval
Upon project sign-off, invoice settlement, and formal completion:
- Asset Delivery: All final files, website administrative credentials, and requested exports will be handed over to the client via secure link or file-sharing repository.
- Post-Launch Buffer Period: Projects include a 14-day warranty window post-launch to fix minor bugs, broken links, or display errors directly attributable to the original development.
- Archiving & Retrieval: SN Holdings Group maintains local project archives for a maximum of 90 days post-completion. Clients are responsible for downloading and backing up all final deliverables upon delivery.
- Post-Archive Retrieval Fee: Requesting backups or asset re-deliveries after the 90-day archive period will incur a standard administrative retrieval fee of R750.