The Essential Client Communication Guide for Freelance Designers

👋 Scroll down to download 5 Free Client Email Templates!

Let’s be real—client communication is everything when you’re a freelance designer. Whether it’s setting expectations, managing revisions, or getting feedback, clear communication can be the difference between a smooth project and a never-ending back-and-forth.

Here’s the deal: you need to be professional, clear, and firm, while staying friendly and approachable. After all, your clients hired you because they trust you with their brand, so it’s your job to make sure they’re always in the loop (without overloading their inbox).

Why Client Communication Is Non-Negotiable

When you’re working independently, you don’t have the luxury of an account manager or project lead to handle communication for you. You’re the whole team. That means how you communicate can make or break the client experience. Pro tip: Clients don’t want to feel left in the dark or overwhelmed with jargon. You need to strike a balance between informative and approachable. They don’t need to know the nitty-gritty of design, but they do need to know what’s happening and when.

5 Client Communication Tips to Keep Projects on Track

1. Set Clear Expectations From Day One
When onboarding a new client, it’s crucial to lay out the project timeline, deliverables, and communication schedule right from the start. This avoids misunderstandings and keeps everyone aligned. Use these templates to help set clear expectations in your first emails:

• "Here’s a quick overview of the project steps. We’ll start with [Phase 1], followed by [Phase 2], and wrap up with [Phase 3]. Each phase will have its own set of deliverables."

• "I’ll be sending you updates every [week/bi-weekly], so you’ll always know where the project stands."

• "Please send feedback on each deliverable within [48 hours] to keep everything on track. I’ll also provide reminders."

• "Here’s the project timeline with key milestones. Let me know if any dates need adjusting before we lock them in."

• "You can expect [X] revision rounds for each phase of the project. If additional revisions are needed, I’ll let you know the associated cost before moving forward."

2. Use Email Templates to Save Time
You’ll often send the same types of emails over and over: initial inquiry responses, feedback requests, timeline updates, etc. Instead of starting from scratch every time, set up a few go-to email templates. Pro tip: Personalize each email so it doesn’t feel too canned, but having a template saves you from writing the same thing 100 times. (P.S. I’ve included a free Client Email Template Pack below to help you get started!)

3. Be Specific When Requesting Feedback
We’ve all been there—clients give you feedback like, “It’s not quite right” or “Something’s missing,” which isn’t exactly helpful. To avoid the guessing game, ask targeted questions that guide your client into giving specific, actionable feedback. Here are five prompts you can copy and paste to ensure you get the detailed input you need:

• "How do you feel about the overall color palette? Are there any colors you’d like to adjust or swap out?"

• "Does the layout reflect your brand’s tone and voice? Is there anything you feel is out of place?"

• "Are there any design elements that you feel don’t align with your vision for the brand?"

• "Do you find the typography easy to read and in line with your brand style? Any adjustments needed?"

• "Is the imagery and photography in line with your expectations? Any specific changes you’d like to see?"

4. Manage Scope Creep Like a Pro
Nothing derails a project quite like scope creep—those sneaky little extra requests that start piling up. It’s essential to set clear boundaries from the beginning and remind your client what’s included in the original agreement. If they ask for something outside of that scope, be upfront and let them know you're happy to accommodate, but it will come with an additional fee.

• "Hi [Client Name], I’d be happy to add [extra request] to the project. Since it falls outside the original scope, I can complete this for an additional fee of [amount]. Let me know if you’d like me to proceed, and I’ll update the invoice accordingly!"

5. Regular Updates Are Key
You don’t have to overload your client with updates every day, but regular check-ins are essential. Whether it’s weekly progress reports or milestone updates, a quick “here’s where we are” email helps them feel confident that things are moving forward.

From my 10 years working as an independent brand and web designer, I know handling client communication can be tricky, especially when you’re trying to balance creativity and business. To help you out, I’ve created a Client Email Template Pack with 5 sample emails to get you started. These templates cover everything from sending a proposal to requesting feedback, so you can spend less time drafting emails and more time designing.

When it comes to communication, the key is to keep it simple, direct, and effective. Your clients will appreciate the professionalism, and you’ll avoid those endless back-and-forths that drain your creative energy. With the right systems in place, you can streamline your process and focus on what you do best—creating amazing designs!