Client sends too many emails and demands immediate response.
Overview
Some clients feel obligated to send an email whenever an idea comes to them. They, in turn, expect a prompt reply. Emailing back and forth this way is unproductive for both of you. It’s best to set up an email “best practices” at the start of every new project—thereby limiting unnecessary communication.
Hi <Client>,
I have received your email communication.
If you don’t hear back from me immediately, it’s because I work best by staying out of my inbox during the day to focus on creative work.
I find it’s most productive to read and respond to emails once a day. This gives me the headspace to send thoughtful replies.
Moving forward, I feel it’s more constructive if we send fewer emails per day.
Each email we do send, therefore, should be more thorough. This way, it’s less likely important items will not get lost in the shuffle.
You can find out more about my email best practices in the onboarding document I sent you earlier.
<Attach your email best practices>
Let me know if you have any questions or comments about the process.
Thanks!
<You>
Notes & Strategy
Put clients at ease by letting them know you received their communication.
Be clear that 24/7 email communication is not how you conduct business.
Don’t reply to each client email; learn to batch communication and reply once.
It’s best to outline “how you email” in your Onboarding Document.
From the beginning, informing your client of how you handle email communication sets you up for much less hassle down the road.
Send better emails: organize your thoughts. Put action items into a list. Ask the client to reply directly to each topic.