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Communication tips before signing a contract!
Imagine trying to cross a raging river without a bridge: you can shout, wave or even throw rocks to get attention, but without the right structure, your message won’t reach the other side.
Hiring a professional is like building that bridge, and effective communication is the foundation that supports each beam.
However, many customers become frustrated when their messages go unanswered, and the blame isn't always on the other side.
So why didn't the professional respond to you?
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How to transform your interactions into productive dialogues?
Find out more!
Communication tips before signing a contract
Communication before closing a contract is a critical moment, where trust and clarity become the currency of exchange.
Surprisingly, a HubSpot survey (2023) revealed that 681% of freelancers consider a lack of clarity in customer messages as the main reason for not responding promptly.
Therefore, the way you communicate can determine whether the professional will prioritize your request or leave it in the drawer.
Let's dive into strategies that, in addition to capturing attention, build a solid relationship from the first contact.
In this article, we will cover four essential pillars: clarity in the initial approach, respect for the professional's time and context, message personalization and managing realistic expectations.
Each section brings practical insights, original examples and a table with tips actionable.
Get ready to transform your communication into a strategic tool that opens doors and closes deals.
1. Clarity in Initial Approach: The First Step to Being Heard
When you send a vague message like “Hi, I want a website, how much does it cost?”, it’s like throwing a bottle into the ocean and hoping it reaches the right recipient.
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Clarity in the initial approach is essential to capture a professional’s attention.
So start by defining the scope of the project with specific details: what is the objective?
What is the deadline? What is the estimated budget?
This information helps the professional quickly understand whether he can meet your demand.
For example, imagine you need a graphic designer to create a logo.
Instead of writing “I want a logo, can you make one?”, try: “Hello, I’m Ana, owner of a bakery.
I'm looking for a minimalist logo that conveys sophistication and uses pastel tones, with delivery in 15 days. My budget is up to R$1,500. Can we talk about the details?”
This approach not only clarifies what you want, but also demonstrates organization and respect for the professional's time.
Consequently, the chances of a quick response increase significantly.
Also, avoid jargon or unnecessary technical information.
Keep the message concise but complete, highlighting what is most relevant.
Professionals receive dozens of messages every day, and the ones that stand out are those that get straight to the point, but with purpose.
Clarity is not just about what you say, but how you make life easier for those who read it.
| Communication Tip | How to Apply | Benefit |
|---|---|---|
| Define the project objective | Explain the purpose (e.g.: increase sales, rebrand) | Aligns expectations and shows seriousness |
| Include deadlines and budget | Mention approximate dates and values | Filter professionals that fit your needs |
| Use a professional greeting | Start with “Hello, [name]” and end with your name | Creates personal connection and humanizes interaction |
2. Respect for the Professional’s Time and Context: The Right Pace
Have you ever stopped to think why some messages fall into the void?
Often, the problem lies in timing and a lack of empathy with the professional's routine.
Respecting time and context means understanding that freelancers and service providers often juggle multiple projects, tight deadlines, and even different time zones.
So, sending a message at 11pm on a Friday expecting an immediate response may not be the best strategy.
A practical example:
John, a small business owner, sent a message to a web developer at 10pm, demanding a detailed quote by the next day.
With no response, he resent the message three times in 24 hours, each time sounding increasingly impatient.
The developer, who was finishing another project, ended up ignoring the contact after perceiving disrespect.
Instead, John could have researched the best time to contact the professional (many indicate this on their profiles) or sent a respectful message, such as: “Hi, I saw your portfolio and I loved your work.
I'm planning a website and would like to discuss details.
When would be a good time for us to talk?”
Furthermore, respecting the context also involves choosing the appropriate communication channel.
Some professionals prefer emails for formal proposals, while others respond better via WhatsApp or platforms like LinkedIn.
In short, before sending your message, check the professional's preferred channel, usually indicated on their websites or profiles.
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This attention to detail demonstrates professionalism and increases the chances of a response.
Table:
| Communication Tip | How to Apply | Benefit |
|---|---|---|
| Find the best time | Check time zones or opening hours | Avoid messages being ignored due to bad timing |
| Choose the right channel | Use the method indicated by the professional | Ensures that the message reaches its destination |
| Avoid excessive insistence | Wait 48-72 hours before resending | Show patience and respect |
3. Message Personalization: Creating an Authentic Connection
Sending a generic message is like trying to open a door with the wrong key: it simply won't connect.
Personalizing the message is one of the communication tips before signing a contract more powerful because it shows that you have done your homework.
So, before getting in touch, research the professional's work, mention specific projects that caught your attention and connect your need to their style.
For example, when contacting a freelance writer, you could say, “Hi Mariana, I loved your article about SEO strategies on blog X.
I'm launching an e-commerce site for sustainable products and I need engaging content like yours.
Are you available for a project of 10 articles in 30 days?”
In this sense, this type of message not only praises the professional's work, but also aligns your need with what she already does well, creating an immediate connection.
Furthermore, personalization goes beyond mentioning a name or a project.
Show that you understand the value of the professional's work.
In short, avoid phrases like “I want something simple and cheap,” which can sound disrespectful.
Instead, focus on how his work can add value to your project.
Ultimately, this approach transforms communication into a collaborative dialogue where both parties feel valued.
| Communication Tip | How to Apply | Benefit |
|---|---|---|
| Mention specific works | Cite a project or post by the professional | Shows genuine interest |
| Connect your need to his style | Explain how it fits into the project | Increase the relevance of your message |
| Avoid generic tone | Replace boilerplate phrases with unique details | Creates a memorable interaction |
4. Managing Realistic Expectations: Aligning Visions
Setting clear expectations is like drawing up a map before a trip: without it, you and your professional may end up in different destinations.
In this sense, before closing a contract, it is crucial to align deadlines, deliveries and payment conditions.
Therefore, be transparent about what you expect and ask the professional what he can deliver within those conditions.
This clarity avoids misunderstandings and frustrations.
For example, a client hired a photographer for a corporate event, but didn't specify that she needed the photos edited within 48 hours.
The photographer, assuming a standard deadline of one week, was unable to meet expectations, resulting in dissatisfaction.
A better approach would be: “Hi, Peter, I need photos for a corporate event on the 10th. Can you deliver 50 edited photos in 48 hours? How much would it cost?”
This question defines the scope and opens room for negotiation.
Additionally, managing expectations also involves being realistic about your budget.
Qualified professionals often have fixed rates based on their experience.
Instead of haggling recklessly, ask how the budget can be adjusted, such as reducing the scope or splitting the payment.
In short, this approach demonstrates flexibility and respect, increasing the likelihood of a positive response.
| Communication Tip | How to Apply | Benefit |
|---|---|---|
| Specify deadlines | Mention exact dates for deliveries | Avoid misunderstandings about urgency |
| Be clear about budget | Indicate realistic value ranges | Facilitates negotiation |
| Ask about limitations | Question what is feasible for the professional | Align expectations from the beginning |
Frequently Asked Questions about Communication Tips Before Signing a Contract
Below is a table with the most common questions and their answers, to clarify the main points covered:
| Question | Response |
|---|---|
| Why does the professional take so long to respond? | Professionals may be busy or prioritize clear, personalized messages. Respect their time and send well-structured messages. |
| Should I send multiple messages if they don't respond? | Avoid insisting on less than 48 hours. Resend politely, reinforcing the clarity of your request. |
| How do you know if the communication channel is correct? | Check the professional’s website or profile. If there is no reference, email or LinkedIn are safe options. |
| Can I negotiate the price at the first contact? | Mention a budget range, but avoid haggling directly. Ask how the amount can be adjusted to fit the scope. |
| What if the professional doesn't understand my idea? | Provide concrete examples or visual references to illustrate what you want. |
Conclusion: Communication Tips Before Closing a Contract
Communication before closing a deal is more than exchanging messages; it’s building a bridge of trust and collaboration.
So by applying these communication tips before signing a contract clarity, respect for time, personalization and management of expectations, you transform cold contacts into promising partnerships.
In this sense, each message is an opportunity to show professionalism, empathy and organization, characteristics that the best professionals value.
So why expect the professional to guess your intentions?
Start structuring your messages strategically today, and you will see how responses arrive faster and contracts are finalized more smoothly.
In short, remember: good communication not only opens doors, but also ensures that you and the professional are moving in the same direction.
