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Communication Policy

At Quote Castle LLC, we believe that effective and timely communication is essential to the success of every project and client relationship. This policy outlines how we manage communication with clients to ensure clarity, transparency, and professional standards throughout our services.

1. Primary Communication Channels
We use the following communication channels for regular updates, project discussions, and support:

  • Email (primary and official communication method)
  • Scheduled phone or Zoom calls
  • Project management tools (if applicable)
  • WhatsApp or instant messaging (for quick updates only, not for formal documentation)

All major decisions, deliverables, timelines, and approvals must be confirmed via email to ensure clarity and recordkeeping.

2. Response Time
Our standard response time during business hours is within 24 hours. For urgent matters, we aim to respond as quickly as possible, usually within a few hours. Business hours are Monday through Friday, 9:00 AM to 6:00 PM (local time).

3. Client Responsibilities
Clients are expected to:

  • Respond to messages and requests for feedback within 1 to 3 business days
  • Provide clear, timely input to avoid delays in service delivery
  • Notify us of any changes in project scope or business direction promptly

Delays in communication from the client may lead to rescheduling, project hold, or additional charges for extended timelines.

4. Scheduled Meetings and Check-ins
For ongoing services and larger projects, we may schedule weekly or bi-weekly check-in calls. These meetings are important for aligning goals, sharing progress, and resolving issues. Clients will receive meeting reminders via email or calendar invites.

5. Communication Etiquette
We expect all communication to be respectful and professional from both parties. Aggressive, abusive, or disrespectful behavior may lead to termination of the working relationship.

6. Availability Outside Business Hours
We do not guarantee availability outside of regular business hours. If after-hours support is required, it must be arranged in advance and may incur additional charges.

7. Emergency or Critical Issues
In case of emergencies such as website downtime or advertising account suspension, please flag your email as urgent or use a designated emergency contact number (if provided). We prioritize such issues and will respond as quickly as possible.

8. Confidentiality
All communication and shared information between Quote Castle LLC and the client is treated as confidential and will not be disclosed to any third party without consent, except where required by law.

9. Changes to Communication Policy
We may update this policy as needed to reflect changes in communication tools, expectations, or operations. Clients will be notified of significant changes in advance.

Contact Information
If you have any questions about this policy or need support, you may reach us at:
Quote Castle LLC
30 N Gould St, Ste 28509
Sheridan, WY 82801
Email: info@thequotecastle.com
Phone: +1-929-333-3634