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In the ''Association of Professional Genealogists Quarterly'' Vol. VII, Nos. 2 and 3 (June and September 1992), Paula Warren gives a detailed description of what you might like to include, “... to give the same basics to all prospective clients.” | In the ''Association of Professional Genealogists Quarterly'' Vol. VII, Nos. 2 and 3 (June and September 1992), Paula Warren gives a detailed description of what you might like to include, “... to give the same basics to all prospective clients.” | ||
{{Block indent|*your background, experience, qualifications, related volunteerism and/or references<br>}} | |||
{{Block indent|*fees, expenses, retainer<br>}} | |||
{{Block indent|*basic business information about your charges, which could include some or all of: reviewing client information, research planning, research hours, travel time, chart preparation, analysis, report writing<br>}} | |||
{{Block indent|*the repositories where you habitually work, your specialty areas or limitations<br>}} | |||
{{Block indent|*extra services such as preparing lineage papers or compiling/editing family histories<br>}} | |||
{{Block indent|*necessary feedback from a client: written authorization, agreement or contract; full information about the requested problem or family and citation of sources for their information}} | |||
==== Responses ==== | ==== Responses ==== | ||
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Timely and appropriate responses are a hallmark of the professional. | Timely and appropriate responses are a hallmark of the professional. | ||
{{Block indent|*Telephone and personal contacts demand immediate response when you are probably busy doing other things. You may be deep into research at a library when someone approaches you for a business talk. Use your best judgment about whether to interrupt yourself, or to postpone the discussion.<br>}} | |||
{{Block indent|*You can expect to have telephone enquiries at odd hours and weekends and during family time. People forget that there are many time zones across the continent and the world!<br>}} | |||
{{Block indent|*Answering a query in writing gives more leeway to think about what you can do for the particular question or problem being posed—if it ''is'' a detailed query.}} | |||
==== Types of Enquiries ==== | ==== Types of Enquiries ==== | ||
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What kind of enquiry did you receive?<br> | What kind of enquiry did you receive?<br> | ||
{{Block indent|*Is this a general enquiry (“Can you find my family tree?”) or a specific enquiry (“Who are the parents of Jacob Fletcher? and here is my family group sheet”)?<br>}} | |||
{{Block indent|*The general query is easier to respond to with your standard statement. But it then begs a second round of conversation or correspondence with more details for you to consider.<br>}} | |||
{{Block indent|*The specific query needs your standard reply plus an answer tailored to a certain question or problem.}} | |||
Either way, '''how much time''' will you spend ''gratis'' on answering this initial query? As a courteous professional you will set aside time each day or each week to answer such queries, but timeliness is a factor when you know there is competition. | Either way, '''how much time''' will you spend ''gratis'' on answering this initial query? As a courteous professional you will set aside time each day or each week to answer such queries, but timeliness is a factor when you know there is competition. | ||
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The enquirer who sends a hand-written letter with grammar or spelling errors deserves as much consideration as the one who writes competently via more modern technology, or one who has trouble expressing his goals verbally on the telephone. How do you get a feel for the person’s knowledge level in genealogy as well as general education? In most cases, it is clear from their own words how much or how little they know about | The enquirer who sends a hand-written letter with grammar or spelling errors deserves as much consideration as the one who writes competently via more modern technology, or one who has trouble expressing his goals verbally on the telephone. How do you get a feel for the person’s knowledge level in genealogy as well as general education? In most cases, it is clear from their own words how much or how little they know about | ||
{{Block indent|*genealogy, |2}} | |||
{{Block indent|*your area of expertise, and |2}} | |||
{{Block indent|*how receptive they will be to a professional report.|2}} | |||
In a few cases, sometimes a little application of “psychology 101” will give ''you'' the necessary hints regarding your impending case work time. Whether on the phone or writing, you must convey your confidence and professionalism without being impatient or patronizing. | In a few cases, sometimes a little application of “psychology 101” will give ''you'' the necessary hints regarding your impending case work time. Whether on the phone or writing, you must convey your confidence and professionalism without being impatient or patronizing. | ||
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Never take on work that you do not have the knowledge or time to handle, but refer it elsewhere. Your reputation can be damaged by a single piece of poor work, as bad news really does travel fast. | Never take on work that you do not have the knowledge or time to handle, but refer it elsewhere. Your reputation can be damaged by a single piece of poor work, as bad news really does travel fast. | ||
{{Block indent|Before engaging with any prospective client, once again we caution that you must be very clear in your initial reply that no ''promises or expectations'' of extensive family trees or problem-solving are possible. They are paying for your time and expertise, not for smoothly unfolding one generation after another!}} | |||
=== Responses and Proposals === | === Responses and Proposals === | ||
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Naturally, the complete response must include an explanation of your expected retainer. | Naturally, the complete response must include an explanation of your expected retainer. | ||
{{Block indent|The proposal is only part of your courtesy response, of course, but it is the part that takes the most time to think through. ''This is what gains you a new client, or not.'' Needless to say, some replies may take five minutes to formulate and more complex enquiries will take more time than you expected to spend. But all are a test of your professional attitude.|2}} | |||
<br>__________________________________________________________________________<br> | <br>__________________________________________________________________________<br> | ||
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