How to Start Working with a New Client So Everything Works from Day One

Introduction: You’ve landed a client. What now?

The client said yes. They approved your proposal. You’re excited. And then you realize — you actually don’t know what to do next. When do you start? What do you need from them? How do you communicate? What if you mess something up?

The beginning of the collaboration is a moment that determines what the entire relationship with the client will look like. If you start chaotically — without clear rules, agreed deadlines, and structure — the whole project will be chaotic. If you start professionally — the client will feel at ease, trust you, and it will be easier to collaborate.

This article is a practical guide on how to start working with a new client step by step. Even if this is your very first client.

1. Before You Start: Agree on the Rules of the Game

Before you start working, you need to have the basics agreed upon with the client. Not because you don’t trust them — but because clear rules prevent misunderstandings.

What you should have agreed upon:

What exactly you will do. Not vaguely “marketing” — but specifically: “Setting up and managing 2 Google Ads campaigns, monthly report, optimization once a week.” The more precisely you define it, the fewer problems you’ll have later.

What you won’t do. Equally important. If you’re doing a website but not content — say so upfront. If you’re doing Google Ads but not banner graphics — say that too. This prevents situations like “but I thought that was included.”

How much it costs and when it’s paid. Total price, payment terms (deposit, milestones, due dates). A deposit before starting work is standard — usually 30–50% of the total amount.

When it will be completed. Specific dates or milestones. Not “as soon as possible” — but “first draft of the website by July 15, final version by July 31.”

How you will communicate. By email? Via Slack? By phone? How often? Who is the contact person on the client’s side? This may sound like a detail, but it will save you hours of frustration.

How many rounds of revisions are included. This is crucial. If you don’t limit the number of revisions, the project can drag on for months. The standard is 2–3 rounds of revisions included. Additional ones at an extra cost.

All of this should be written down — in a contract, in an email, or at least in a message that the client confirms. Verbal agreements are forgotten. Written ones are not.

2. Intro Email: Set Expectations

Immediately after confirming the collaboration, send the client an intro email. Not a complicated document — just a simple message that tells them what will happen.

What the intro email should include:

Thank you for their trust. A summary of what you agreed upon (scope, price, deadlines). What you need from the client to start (access, materials, documents, contacts). When you will reach out with the first deliverable or update. Who is the contact person on the client’s side.

Example:

“Hello [name], thank you for your trust. Here’s a summary of our agreement: [scope, price, deadlines]. To start, I will need: access to the Google Ads account, access to the website, and the logo in vector format. I will send you the first update by [date]. If you have any questions, I’m available.”

This takes 5 minutes and immediately creates an impression of professionalism. The client knows what’s happening, what’s expected of them, and when you will reach out.

3. Gather Materials Systematically (Not One Email at a Time)

One of the most common causes of project delays is not your work — it’s waiting for materials from the client. Access, logos, texts, photos, briefs. If you ask for them one by one, the project drags on for weeks.

How to do it better:

Prepare a list of everything you need from the client — based on the type of project. Send this list to the client all at once in the intro email. Give them a deadline — “please send by [date] so we can start on schedule.” If they don’t send it on time, follow up — politely but clearly.

Example list of materials for a web project:

Access to hosting and domain. Logo in vector format (SVG or AI). Texts for individual subpages (or a brief for their creation). Photos (or consent to use stock photos). Access to Google Analytics and Search Console. Contact person for approvals.

The sooner you have all the materials, the sooner you can start working. And the clearer you state what you need, the fewer rounds of emails it will take.

4. The First Week: Show That Something is Happening

The first week of collaboration is crucial. The client has just paid a deposit and naturally wonders: “Is anything happening? Or did I pay and it’s silent?”

Even if you’re only doing preparatory work (analysis, research, setting up tools) in the first week, send the client a brief update.

Example update after the first week:

“Hello [name], a quick update. This week I completed the analysis of your current situation and set up the basic infrastructure. Here are the first findings: [2–3 points]. Next week I will start with [specific work]. If you have any questions, I’m available.”

This takes 5 minutes and makes a huge difference. The client sees that work is being done and doesn’t have to remind you. If the client has to ask “how’s it going?” — that’s a bad sign.

5. How to Communicate During the Project (Without Being Annoying or Invisible)

Two extremes to avoid:

Too much communication. Daily emails with every detail. The client doesn’t have time to read 5 emails a day about what color you chose for the button.

Too little communication. Three weeks of silence and then “here’s the completed project.” The client doesn’t know what’s happening and starts to get nervous.

The right balance:

Agree on the frequency of updates at the beginning. For most projects, once a week is ideal. For shorter projects (1–2 weeks), it’s enough at the beginning and upon delivery. For long-term retainers, a monthly report with short weekly updates is standard.

Rules for good communication with the client:

Respond to emails within 24 hours. You don’t have to have an answer — just “I received it, I’ll get back to you by [deadline].” If you have a problem or delay, communicate it in advance. Not the day before the deadline. Write concisely. The client doesn’t want to read a 500-word email. They want to know: what’s done, what’s being worked on, when the next step will be. If you need a decision, state it clearly. Not “what do you think?” — but “I have two options: A and B. I recommend A because [reason]. Do you approve?”

6. Revisions and Feedback: How to Avoid Endless Rounds of Edits

Revisions are a normal part of every project. The problem arises when 2 rounds turn into 8 and a 2-week project becomes a 2-month one.

How to prevent this:

Define the number of revisions in the proposal. “The price includes 2 rounds of revisions. Additional revisions at [amount] per round.” This is not rude — it’s professional.

Gather feedback all at once, not piecemeal. “Please review the entire proposal and send me all comments at once by [date]. I will address them in one round.” This prevents situations where the client sends comments every 2 hours for 3 weeks.

Distinguish between revisions and new requests. “Change the color of the heading” is a revision. “Add 3 more subpages” is a new request — and requires a new proposal.

7. Project Handover: Close the Project Cleanly

When the project is complete, don’t just send the deliverable and write “here you go, have a nice day.” Close the project professionally.

Handover email:

A summary of what you’ve done. What the project includes (list of deliverables). If relevant — access, passwords, maintenance instructions. Information on what happens next (if further collaboration or a retainer is agreed upon). Invoice for the remaining payment. Request for a reference and recommendation.

8. After the Project: Don’t Make the Most Common Mistake

The most common mistake after handing over the project is disappearing. The project is finished, the invoice is paid, and you move on to the next client. In 3 months, the client won’t remember your name.

What to do:

Follow up after 2 weeks — “How’s it going with the new website? Is everything working fine?” Follow up after 2–3 months — “In 3 months, it would be good to do a performance review. Shall we schedule it?” Ask for a reference and recommendation at the moment the client is most satisfied.

At DataSend.ai, you can record these follow-ups in the Pipeline — when to reach out, what the next action is, and what you last discussed. You don’t have to remember it all in your head — the system will remind you.

Conclusion: A Good Start = Good Collaboration

The first impression is not just about how you present yourself before collaboration. It’s also about how you start when the client says yes. Clear rules, an intro email, systematic gathering of materials, and regular communication — this is not bureaucracy. It’s professionalism that saves you hours of problems and gives the client assurance that they are in good hands.

And a satisfied client from day one is a client who will stay, pay, and recommend you further.

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