Customer Communication Checklist for Architects

Quickly identify if a lead is looking for a $1,000 permit drawing or a $20,000 full-scale commercial design to prioritize your time.

Most high-value clients call after work; using SkipCalls ensures they get a professional greeting and appointment instead of a voicemail.

Before the first meeting, verify the location so you can look up basic setbacks or local building codes.

Ask about their goals, inspiration, and must-haves so your first meeting is productive and focused on design.

Explain the difference between fixed fees and hourly rates for revisions to avoid payment disputes later.

Never start CAD work without a signed contract and a retainer, typically 10-20% of the total design fee.

Confirm the exact date and time you will be on-site to take 'as-built' measurements of the existing structure.

Tell the client exactly how many weeks it takes to move from schematic design to permit-ready drawings.

Show the client where they can view floor plans and 3D renderings as the project progresses.

Even if you are still drafting in CAD, a quick email keeps the client from feeling ignored during a $15,000 renovation project.

When a client asks for a major layout change, confirm the request via email to track 'scope creep' and extra fees.

Present the floor plans and get a verbal 'sign-off' before you spend hours on technical construction documents.

Remind clients that your fee covers design, but they are responsible for separate permit fees and engineering costs.

A contractor on-site can't wait; use an automated system to flag 'Request for Information' calls as urgent.

After a site inspection, document any deviations from the plans to protect your professional liability.

Walk the finished space with the owner and contractor to identify any design details that need fixing.

Ask to photograph the finished project for your portfolio to help land your next $50,000 contract.

Once the certificate of occupancy is issued, send a link for a Google review while the client is happiest with their new space.