How to put a verbal agreement in writing
Published 2026-11-02 · SignedChange Guides
Many deals start with a handshake or a phone call: "Yes, do it for $500 and finish by Friday." That works until someone remembers it differently. Putting a verbal agreement in writing doesn't mean you distrust the other person. It means you both have the same memory of what was agreed.
Here's a practical, step-by-step way to do it, plus an example you can copy.
Why written beats verbal
A verbal agreement can be valid in many situations, but proving its terms is hard. Two honest people can remember a price, a deadline or what was included differently. Writing it down removes that doubt. If you want to understand the legal side, read is a verbal agreement legally binding?
Written records also help you run your business: you can quote accurately, invoice clearly, and show a history of what each client agreed.
Step 1: Write it down the same day
Memory fades fast. Write the agreement within hours, while both of you remember the conversation. If you can, do it on the spot, before work begins.
Step 2: Include the essential details
A good written record answers these questions clearly:
- Who: full names (and business names) of both people.
- What: the work, product or change, described specifically. "Paint two bedrooms, walls only, white" is better than "painting".
- How much: the price, currency, and when payment is due.
- When: start date, deadline or schedule.
- What's not included: anything that would cost extra.
- Date and signatures: when it was agreed and signed by both.
Step 3: Use plain language
You don't need legal phrases. Clear, simple sentences are easier to agree on and harder to misread. Avoid vague words like "soon", "some" or "minor fixes". Replace them with dates, numbers and lists.
Step 4: Get both signatures
A written note that only you have seen is weaker than one both people signed. Ask the other person to sign, even electronically. With SignedChange, you type the agreement, then send a private link by WhatsApp or email; they sign on their own phone and you both download the same PDF.
Step 5: Keep a copy both sides can access
Store the signed document somewhere safe and make sure the other person has their copy. If there's ever a question, you both look at the same page.
Example: written record of a verbal agreement
Agreement record — 4 March 2026
Between: Ama Kouassi (designer) and Bright Foods Ltd (client, represented by J. Mensah).
Work: Design 3 social media banners (1080×1080) for the April promotion, with up to 2 rounds of revisions.
Price: $150, paid 50% now and 50% on delivery.
Deadline: Final files by 15 March 2026.
Not included: printing, extra banners, or more than 2 revision rounds (billed at $25 each).
Signed: ______ (designer) ______ (client)
When the agreement changes later
Deals change. The client asks for one more banner, or a deadline moves. Each time, write a short change record that refers to the original and states the new terms. This is often called an amendment or change order; see our contract amendment template and change order template for examples. You can also start from the ready-made templates in the app.
Who benefits from written agreements
Written records help everyone who works on trust: freelancers agreeing new deliverables, contractors accepting extra jobs on site, employers and employees agreeing new hours or pay, landlords and tenants agreeing repairs, and small agencies managing client requests. The bigger the gap between what was said and what gets paid, the more a short written record is worth.
It also improves the relationship. When both people see the same written terms, there's less room for resentment. Clients appreciate knowing the price before you start, and you avoid the uncomfortable "I thought it was included" conversation at the end. Over time, a habit of writing things down becomes part of your professional reputation: people know that working with you is clear and fair.
Finally, a written record makes it easy to repeat good deals. If a client hires you again, you can reuse the same terms instead of negotiating from scratch.
Common mistakes to avoid
- Waiting until there's a problem before writing anything down.
- Leaving out the price because it "felt awkward".
- Describing the work too vaguely.
- Only one person signs.
- Not recording later changes, so the original document no longer matches reality.
Record your next change in 60 seconds
Describe the change, set the price, and send a signing link by WhatsApp or email. Both sides get the same signed, dated PDF. Your first 3 documents are free — no account needed.
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Frequently asked questions
Can I write up a verbal agreement after the fact?
Yes. A written summary made afterwards and signed by both people is still very useful evidence of what was agreed. The sooner you do it, the better.
Does an electronic signature count?
Electronic signatures are recognised in many countries for most everyday agreements, but rules vary by country and type of contract. For high-value or regulated deals, check with a local professional.
What if the other person won't sign?
Send a written summary anyway (by email or message) and ask them to confirm. Their reply, or a lack of correction, can help later. But treat a refusal to sign as a warning sign.
Do I need a lawyer to write it?
For everyday small jobs, a clear plain-language record is usually enough. For large, complex or high-risk deals, a lawyer is worth it.
Related guides
- Scope creep contract clause: example wording and how to use it
- Change order template (free example you can copy)
- Is a verbal agreement legally binding?
This article is general information, not legal advice. Laws differ by country and situation; for important or high-value matters, speak to a qualified local professional.