Client Communication

Client Communication

Core Principle

Clients don't buy features — they buy outcomes and trust.

Technical quality matters, but the experience of working with you matters equally. Clear communication, honest timelines, and no surprises build the trust that turns one-time clients into repeat clients.

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Project Scoping

Before any engagement, get written agreement on:

SCOPE:    What is included? What is explicitly NOT included?
TIMELINE: Key milestones and final delivery date
COST:     Fixed or hourly? Payment schedule?
REVISIONS: How many rounds of revisions are included?
CHANGE:   How are scope changes handled and priced?
SUCCESS:  How do we both know the project is done?

The Change Order Habit: Any request outside original scope gets a written change order before work begins — no exceptions.

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Setting Expectations Early

Tell clients upfront:

• How you communicate (async vs sync, response time)
• What you need from them and when
• What delays look like and how you'll handle them
• Your working hours and availability

Unmet expectations are almost always unset expectations.

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Handling Scope Creep

When a client asks for something outside scope:

"That's a great addition — it's not in our current scope, 
but I can add it. It would take approximately [X hours/days] 
and cost an additional [X amount]. 

Would you like me to proceed with a change order, 
or would you prefer to keep the original scope 
and revisit this in a future phase?"

Never say yes to scope additions without acknowledging the impact on timeline and cost.

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Delivering Bad News

When something goes wrong or timelines slip:

1. Tell them early — as soon as you know, not when the deadline passes
2. Own it — don't blame tools, third parties, or vague circumstances
3. Explain what happened — briefly and honestly
4. Present your solution — what you're doing to fix it
5. Give a new realistic commitment

Example:

"I want to give you an early heads up — the payment 
integration is taking longer than expected due to [specific reason].

I'm still committed to delivering by [new date], 
and the rest of the project is on track.

I wanted to tell you now rather than on the original deadline."

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Handling Difficult Feedback

When a client says "this isn't what I wanted":

1. Don't get defensive — ask clarifying questions first
2. "Can you show me specifically what's not working for you?"
3. Distinguish: design preference vs requirements mismatch vs your error
4. Respond to each type differently:
   - Your error → fix it at no charge, apologize once
   - Requirements mismatch → review original brief, find middle ground
   - Preference change → treat as scope change

Source & license

This open-source skill is cataloged on AgentStack and links to its original source — we do not rehost the code.

• Author: jamestorrevillas
• Source: jamestorrevillas/dev-skills
• License: MIT

Install and usage instructions live in the source repository linked above.