Turning down a client can be difficult as a freelance writer, but letting go of some clients is for the best. In doing so, you can save yourself from endless scope creep, unpaid meetings, and payment issues. The secret to doing this well: screening your clients. Committing to a project with poor-fit clients drains your energy (and often ends up costing you money.)

Filtering freelance writing clients doesn’t just help to avoid frustration and regret down the line, but also sets the stage for productive and fulfilling client relationships. Over the years, we’ve learned a few techniques that help us find the “right” freelance writing clients…and we’re sharing them here.

1. Ask the right questions upfront

Does your client have a content strategy in place? What’s the audience persona, and what does that reader want from your writing? What are the business KPIs attached to your work? Clients want content that stands out (especially in the wave of AI-generated blog posts), and answers to these questions help you deliver on those expectations.

Clients without these answers are often too early in their management role and may expect you to help out with the content strategy. Don’t let scope creep happen, though. If content strategy consulting is up your alley, go for it; but clarify that it’s a different job and charge for it as an add-on service.

“Early on, I would not ask enough questions and get into these projects…only to find there is no groundwork that's been done for me to build upon.”

2. Be clear about your stance on meetings

Meetings suck up time from your billable hours, be it hour-long introductory calls or quick calls where the client wants your opinion on something.

Most intro calls can be wrapped up within 20 minutes. Send them your Calendly invite, where they can set up a call. Be flexible for 5-10 mins; beyond that, tell them they can follow up through email. Set the expectations for meeting availability (and Slack/email) on the intro call or in your proposal.

Good clients often appreciate this. However, we advise not charging for discovery calls. Treat your clients the way you would like to be treated as a client yourself.

3. Create a template email

Most clients have a set of similar questions with one or two specific questions, so before jumping on a call, shoot them a template email with all the basic context they need about working with you. This is a pre-onboarding process, of sorts.

Your template email (you can buy Kaleigh’s here) should include key details that potential clients need to know, such as your rates, turnaround time, step-by-step process, and your next available start date. Additionally, if you have any minimum spend requirements for new clients, include them here as well.

4. Set up an onboarding process to align expectations

When you begin work with a client, both sides come into the project with their own set of expectations. While some freelance writers prefer phone calls to discuss project details, creating an onboarding document can be a valuable alternative if you're not comfortable with that approach.

In this document, you can outline important aspects of your working process, ensuring that both you and the client are on the same page. Consider including your preferred communication channels, ideal email response times for both parties, and how you handle vacation plans or unexpected emergencies. By addressing these potential points of contention upfront, you set clear expectations and minimize the risk of misunderstandings down the line and position yourself as a trusted expert.

Even if you have already discussed these aspects during the contract negotiation phase, reiterating them in the onboarding document serves as a helpful reminder for both you and the client. It reinforces the agreed-upon terms and provides a tangible reference for future communication.

5. Focus on your specialization (with occasional experiments)

We've all been there when clients ask, "Can you do this too?" for something outside your specialization. It's tempting to say yes. Taking on projects in a new domain can have drawbacks: the quality may suffer as we struggle to learn on the fly. It’s better to pass on these projects to a fellow freelancer who would be better suited for the job.

It’s not always about avoiding a bad client; it’s about avoiding a bad fit. You avoid this by marketing your skills and expertise in the right way so the right sort of clients find you.

That said, keep room for occasional experiments to learn or try complementary avenues. For instance, if you're a case study specialist and someone asks you to conduct a survey before starting the case study, there's no harm in considering it. In fact, it could become an additional service offering, enhancing your overall value to clients.

“You can always be flexible if an interesting project comes along. It’s not about always saying yes, but rather making sure everyone’s interests are aligned.”

Run your freelancing writing business like a pro

Running a freelance writing business successfully requires a shift in mindset, where you see yourself as a business owner rather than just a service provider. Working with clients goes beyond simply fulfilling their specific requests; it involves ensuring you have the necessary support and resources to excel in your work.

Instead of simply taking orders, establish clear expectations. And when those demanding clients come knocking, remember to communicate openly, maintain professionalism, and prioritize your well-being.

How to Find the Right Freelance Writing Clients (and Avoid the Wrong Ones)