Client Communication Standards
Client Communication Standards
Clear, respectful, and professional communication with clients is fundamental to ADR Studio Management’s reputation and workflow. Whether it's a quick update or a full presentation, our communication reflects who we are: creative, strategic, and reliable.
This guide ensures consistency in how we interact with clients — across emails, chats, presentations, and meetings.
✉️ Tone & Style
Professional but human – Be polite and approachable, never robotic
Clear and concise – Keep messages focused, with clear next steps
Friendly yet firm – Be supportive, but don’t overpromise
Tone adapts to the client – Some prefer formal, others casual — learn their style and mirror it within reason
📬 Email & Written Communication
Use clear subject lines and introductions
Summarize key points in bullets when needed
Always proofread before sending
Attach files via Google Drive or Box Drive with proper access settings
Use your
@adrstudiodesign.comemail for all communication
✅ Tip: If the email is longer than 3 paragraphs, consider if it’s better as a document or call.
💬 Slack / Chat with Clients
Some clients may have shared Slack channels or direct messaging setups.
Stay professional — it’s still a work space
Avoid using emojis excessively or informal shorthand unless the relationship allows
Always follow up on decisions or agreements in writing (email or ClickUp)
📞 Calls & Video Meetings
Be on time, camera-ready, and in a quiet space
Prepare an outline or agenda if you’re leading the call
Recap action points at the end, and follow up via email or task updates
Use tools like Google Meet, Zoom, or client-preferred platforms
Record meetings only with permission
📋 Client Feedback Handling
Always listen first, without interrupting
Repeat the feedback back to confirm you understood
Don’t take criticism personally — treat it as a tool to improve
Never blame — take responsibility or escalate internally if needed
Keep ClickUp tasks updated with client feedback notes
🛑 Things to Avoid
Overpromising timelines or capabilities
Using financial language like “investment” or “guaranteed results” (unless approved)
Being too casual early in the relationship
Delaying responses without acknowledgment
Sharing internal work before internal review
🧠 Best Practices
Always CC the Project Manager on important client conversations
Use ClickUp comments to log client requests
Share updates proactively — don’t wait for them to ask
Create templates for recurring reports or updates
Ask for confirmation or written approval before moving to next phases
Good communication builds trust — and trust builds long-term partnerships. Let’s keep it consistent, clear, and client-centric.
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