Clients judge you by your messages long before they see your work, especially clients abroad who only know you through text. Clear, polite, prompt writing builds trust. Careless or slow writing makes clients nervous, even if your skill is excellent.
Five habits of professional client messages
- Greet properly and use their name. "Good morning, Madam Hawa" or "Hello Mr Iddrisu" is better than starting with "pls" or no greeting.
- Answer the question they asked. If a client asks for a price and a delivery date, give both in your first reply. Do not make them ask twice.
- Be short and clear. Use short sentences. Put one topic in each paragraph. Avoid slang, heavy abbreviations and long voice notes for important details.
- Confirm important details in writing. After a call or voice note, send a short written summary: what will be done, by when and for how much. This protects both of you later.
- Reply within an agreed time. Tell clients when you usually reply, for example within the same working day. If you need more time, say so: "Thank you, I have received the files. I will send the first draft by Thursday evening."
Tone with different clients
Local clients may prefer a warmer, more personal tone, voice notes and phone calls. Clients abroad often prefer written messages, email for formal matters, and a more direct style. In both cases, stay respectful and calm. Never argue in anger by message. If a conversation becomes tense, pause, then reply politely with facts.