Presentation Design Service Agreement: Formats and Revision Terms (Service Provider Guide)

Presentation designers and slide deck specialists don’t just sell “pretty slides”—you sell a repeatable process that turns messy ideas into a structured, persuasive story. And that process only runs smoothly when your contract defines two things clearly: deliverable formats (what files you hand over and how they’ll work) and revision terms (how feedback is handled, how many rounds are included, and what counts as out of scope).

This guide breaks down what to include in a presentation designer contract from the service provider perspective, with special focus on format specifications and revision clauses. Along the way, you’ll see practical language you can adapt to a presentation design contract template, whether you’re producing PowerPoint, Google Slides, Keynote, or a mixed deliverable package.

SEO note: If you’re looking for a slide deck designer agreement or a powerpoint design service contract, the clauses below are the backbone of what those templates should cover—especially for formats and revisions.

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Why formats and revision terms are the most disputed parts of presentation projects

Most slide design conflicts stem from mismatched assumptions:

• The client expects fully editable source files, but you intended to deliver a PDF.
• The client assumes “unlimited revisions,” but you priced for two rounds.
• The client gives feedback in fragments (email + Slack + comments), creating version chaos.
• The client changes the script after design is underway, but wants it treated as a “revision.”

A well-structured presentation design service agreement prevents these scenarios by documenting:

1. Exactly what formats you’ll deliver
2. Exactly how revisions work
3. What changes are included vs. billable

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The core deliverables section (formats: what you deliver and in what condition)

A strong deliverables clause does more than list “slide deck.” It describes format, editability, compatibility, and constraints.

1) Primary working file format (PowerPoint vs. Google Slides vs. Keynote)

Define where the deck will be built and edited.

Why it matters: Clients often request PowerPoint later for an internal team—even if the project started in Google Slides. Conversions can break typography, spacing, animations, or embedded media.

Contract items to specify:

• Authoring platform (e.g., PowerPoint for Microsoft 365, Google Slides, Keynote)
• Version requirements (e.g., “PowerPoint 365 compatible”)
• Fonts policy (system fonts vs. licensed fonts vs. font substitution)
• Linked assets policy (embedded vs. linked)

Example contract language (format):
“Service Provider will design the presentation in [PowerPoint (.pptx) / Google Slides / Keynote (.key)] as the primary editable format. Client acknowledges that conversions between platforms may alter formatting, animations, or typography. Any conversion requested after approval of the primary format may be billed as additional services.”

2) Export formats: PDF, video, images, handouts

Clients often need multiple outputs for different channels: investor email, live stage presentation, webinar recording, conference app, etc.

Include a list of included exports and define settings.

Common exports to offer:

• PDF (standard and/or print-ready)
• PNG/JPG slide images (for social media, LMS, or email)
• MP4 video export (for narrated decks or autoplay)
• Handout layouts (2/3/6 slides per page)
• Speaker notes export (if you handle notes)

Example contract language (exports):
“Final deliverables include: (a) one editable source file in the primary format, and (b) one PDF export optimized for on-screen viewing. Additional exports (e.g., print-ready PDF, PNG sequence, MP4 video, handouts, speaker notes formatting) are not included unless listed in the Scope of Work and may incur additional fees.”

3) Page size, aspect ratio, and design constraints

One of the quickest ways to derail a slide project is changing dimensions late (16:9 to 4:3, or standard to widescreen, or a custom conference template).

Define:

• Slide size (16:9, 4:3, custom)
• Required templates (client brand template vs. designer-built master)
• Accessibility constraints (minimum font sizes, contrast requirements)
• Brand compliance (logos, colors, typography rules)

Example contract language (specs):
“Deck will be produced in [16:9 widescreen] at [1920×1080] design resolution. Any requested change to aspect ratio, template, or brand system after design commencement will be treated as a scope change.”

4) Animations, transitions, and embedded media

Animations can be expensive and fragile across devices. Your powerpoint design service contract should clarify what’s included and what “functional” means.

Define:

• Level of animation (none / basic / advanced / cinematic)
• Media handling (client-supplied vs. designer-sourced)
• Playback responsibility (client’s laptop, conference A/V, Zoom)
• Compatibility disclaimers (e.g., Keynote vs. PowerPoint)

Example contract language (media):
“Where animations or transitions are included, Service Provider will implement them using native features of the primary format. Client is responsible for testing playback in the intended environment. Service Provider is not responsible for third-party venue constraints, device limitations, or platform-specific rendering differences.”

5) Source files, asset libraries, and what “editable” really means

Clients often assume they’ll receive everything: Illustrator files, Figma files, stock image licenses, icon sets, etc. If you do or don’t provide them, say so.

Clarify:

• Whether you include working files (AI/PSD/Figma)
• Whether you include a linked asset folder
• Whether stock licenses are transferred or remain with you
• Whether you keep reusable components (your own templates, libraries)

Example contract language (editability & assets):
“Editable deliverables are limited to the primary presentation file. Unless expressly stated, Service Provider is not required to provide native working files used to create assets (e.g., .ai, .psd, .fig). Licensed stock assets are provided only as incorporated into the deliverable and may be subject to third-party license restrictions.”

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Revision terms: define “rounds,” feedback workflow, and what triggers extra fees

A good revision clause protects your time and gives clients a predictable feedback experience.

1) What counts as a revision vs. a change in scope?

This is the most important distinction.

Revisions usually mean: tweaks to design, layout, or formatting based on existing approved content.
Scope changes usually mean: new slides, new content, new direction, or significant restructuring.

Examples to draw the line:

• Revision: adjust spacing, swap an icon style, change a chart color, refine typography
• Scope change: rewrite sections, replace half the deck content, new storyline, rebrand mid-project, add a new audience version

Example contract language (definition):
“A ‘Revision’ means modifications to existing slides based on the same underlying content and structure. Revisions do not include net-new slides, new content creation, significant narrative restructuring, or changes arising from late delivery of inputs or updated business strategy, each of which constitutes a ‘Scope Change.’”

2) Specify the number of included revision rounds (and what a “round” means)

Many designers say “two rounds,” but clients interpret it as infinite small edits. Define a round as a single consolidated feedback cycle.

Best practice: Require consolidated feedback in one document/thread per round.

Example contract language (rounds):
“Project includes up to [two (2)] rounds of revisions. A ‘round’ is one consolidated set of feedback provided by Client in writing (e.g., comments in the presentation file or a single email) for Service Provider to implement. Feedback submitted in multiple batches or after revisions are underway may be treated as an additional round.”

3) Set turnaround times for revisions (both sides)

Revisions take time, but delays often come from slow client feedback. Add mutual service levels.

Include:

• Client feedback window (e.g., within 3 business days)
• Your implementation window (e.g., 2–5 business days depending on scope)
• What happens if the client goes silent (pause/kill fee, rescheduling)

Example contract language (timeline):
“Client will provide feedback within [three (3)] business days of receiving a draft. Service Provider will deliver revisions within [two (2)] business days for minor updates or within a mutually agreed timeline for larger updates. If Client feedback is delayed more than [ten (10)] business days, Service Provider may pause the project and reschedule delivery based on availability.”

4) How feedback must be provided (to avoid chaos)

Specify the accepted feedback channel to prevent “version soup.”

Options:

• Comments in PowerPoint / Google Slides
• One consolidated email
• A spreadsheet referencing slide numbers
• Recorded Loom walkthrough (supplemental only)

Example contract language (feedback method):
“Client feedback must reference slide numbers and be provided in one consolidated format (in-file comments preferred). Conflicting feedback from multiple stakeholders is Client’s responsibility to resolve prior to submission.”

5) Add “client approvals” and sign-off milestones

Split the project into stages and lock decisions. Common milestones:

• Content outline approval
• Style frame approval
• First full draft approval (structure)
• Final design approval (ready-to-present)

Example contract language (approvals):
“Client will provide written approval at each milestone. After approval of a milestone, any changes that require rework of previously approved materials may be treated as additional services.”

6) Set an hourly or per-slide rate for extra revisions

When the included rounds are used up, don’t renegotiate from scratch. Your slide deck designer agreement should already state the rate.

Common approaches:

• Hourly design rate
• Per-slide revision rate
• Tiered rates for minor vs. major changes
• Rush fees for fast turnarounds

Example contract language (extra revisions):
“Additional revisions beyond the included rounds are billed at $[X]/hour in [15/30]-minute increments (or $[Y] per slide for eligible revisions). Rush turnaround requests may incur a [Z%] expedite fee.”

7) Protect your schedule with a “revision window” and version cap

Clients sometimes return months later asking for “one last edit.” Define a revision window (e.g., 14–30 days after delivery).

Example contract language (revision window):
“Included revisions must be requested within [fourteen (14)] days of delivery of the relevant draft. Requests submitted after this window will be treated as a new project or billed at the then-current rates.”

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Practical format + revision clause checklist (for your contract template)

If you’re building or updating a presentation design contract template, ensure it answers these questions:

Format Specifications

• What is the primary editable file format?
• What version compatibility is required?
• What slide size/aspect ratio is used?
• Are fonts client-provided, designer-provided, or substituted?
• What exports are included (PDF, PNG, MP4, print-ready)?
• Are animations included? What level?
• Are working/source files included (AI/PSD/Figma)?
• How are stock assets licensed and delivered?

Revision Terms

• How many revision rounds are included?
• What counts as a revision vs. a scope change?
• How must feedback be consolidated and delivered?
• What are turnaround times for feedback and implementation?
• What are the rates for additional revisions?
• What are milestone approvals and sign-off points?
• Is there a revision window after delivery?

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Common pitfalls for presentation designers (and how your agreement prevents them)

Pitfall 1: “Can you just make it editable?”

Fix: Define “editable deliverables” precisely (primary file only vs. source assets included).

Pitfall 2: “We need it in Google Slides too.”

Fix: State the primary format and conversion fees/limitations upfront.

Pitfall 3: “We have more feedback coming from leadership.”

Fix: Require consolidated feedback and specify stakeholder alignment is on the client.

Pitfall 4: “We changed the messaging, but it’s still the same deck.”

Fix: Separate revisions (design tweaks) from scope changes (content/story changes).

Pitfall 5: “Can you do one more round?”

Fix: Include rates for extra rounds and a defined revision window.

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Sample clause bundle (adaptable snippets)

You can adapt the following as a starting point for a presentation designer contract:

Deliverables & Formats
“Service Provider will deliver (i) one editable deck in .pptx format (PowerPoint 365 compatible) sized 16:9, and (ii) one PDF export optimized for screen viewing. Fonts will be [client-provided / standard system fonts / converted to outlines where applicable]. Any additional formats, conversions, print-ready exports, or video renders must be listed in the Scope of Work or will be billed as additional services.”

Revisions
“Includes two (2) rounds of revisions. Each round consists of one consolidated set of comments provided in-file or via a single written communication. Additional rounds are billed at $X/hour. Revisions are limited to refinements of existing slides and do not include net-new slides, significant restructuring, or new content creation, which are scope changes.”

Approvals
“Client approvals are required at: (a) style frame approval, (b) first draft, and (c) final delivery. Changes requested after approval of a milestone that require rework may be billed as additional services.”

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How to position these terms without scaring clients

Professional clients actually like clear terms—especially procurement teams and marketing departments. The key is framing:

• Formats: “This keeps the deck stable and prevents surprises in board meetings.”
• Revisions: “This ensures fast turnaround and clear feedback cycles.”
• Approvals: “This prevents rework and protects your launch date.”

If you present these clauses as part of your standard workflow, most clients accept them readily.

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Other questions presentation designers ask (to keep learning)

• What payment structure works best for slide design—per slide, per project, or day rate?
• Should a presentation design agreement include a kill fee or cancellation fee?
• How do you handle content writing, storytelling, and research in the scope of work?
• Who owns the copyright to the final deck, templates, and design systems?
• Should you include confidentiality, NDA language, or data handling terms for investor decks?
• How do you price and contract for rush presentation design requests?
• What is a fair policy for stock photos, icon licenses, and font licensing in client work?
• How do you define “final files” when the client wants ongoing monthly updates?
• What clauses protect you when the client provides inaccurate data or claims?
• How do you write an acceptance clause for “ready-to-present” deliverables?

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Clear format specifications and revision terms are the difference between a profitable, calm project and a never-ending feedback loop. If you want a faster way to generate a polished presentation design contract template (or tailor a slide deck designer agreement / powerpoint design service contract / presentation designer contract to a specific client and scope), you can create one using Contractable, an AI-powered contract generator: https://www.contractable.ai